Office copies of records processed through official online university travel system. Includes travel authorization, arrangement, travel receipt documentation, and reimbursement of expenses (including advance payments). Records of travel not entered into approved online university systems must be kept for 6 years after the fiscal year in which the travel was completed (contact University Records Management for more information).
Receipts and other materials that are scanned into the official online university system may have additional retention requirements if funded by a grant or outside entity.
Retention Requirement: Retain until reimbursement has been paid
Disposition after Retention: Destroy
Recordkeeping Note: The official copy of these records should be held in the university's approved online travel system. However, offices and/or travelers are responsible for maintaining original documentation of trips (i.e., receipts) to confirm acceptance of receipt scans in system or for as long as may be required for other purposes (e.g., records of grant sponsored travel may have retention requirements set by the grant or the granting agency, or university units may have internal policies governing how long travel records must be kept).
Disposition Authority Reference: GS 50005.0001.18328
Approved by State Records Committee: 2021 August 04
Last Updated / Revised by UARM: This record's title or description has not been updated or revised since its initial writing.
