Financial Management

Travel Records

Who can use this?

All Offices

Record Description

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.

WWU Function

Travel Requests -- Outside of Travel System

Who can use this?

All Offices

Record Description

Travel funding requests made outside of the travel authorization system (SAP Concur or TEM). May include eforms, emails, or other forms.

Retention Requirement

Retain for 6 years after end of fiscal year in which travel was completed

Disposition after Retention

Destroy

Disposition Authority Reference

GS 07001.0001.19088

Approved by State Records Committee

2021 August 04

Last Updated / Revised by UARM

2020 January 10

WWU Function