All-University Records Retention Schedules

Travel Records

Record Series Title—Function/PurposeLocation
(*Official Copy)		Retention and Disposition Action
Disposition Authority No.Remarks
Travel
Records documenting travel undertaken by employees and nonemployees. Includes, but is not limited to:

  • Travel authorizations;
  • Arrangements (including visas for overseas travel);

  • Travel receipt documentation;
  • Reimbursement of expenses (including advance payments).
For WSU purposes, this series also includes:
  • Guarantee for Advance of Funds to Nonemployee Student (WSU 1499)
  • Travel rosters
  • International travel registries, and other travel-related reports
  • Travel Authority (WSU 1109) (legacy form)
  • Travel Expense Voucher (WSU 1005) (legacy form)

    Note: The TA (WSU 1109) and TEV (WSU 1005) are discontinued as of January 1, 2021. Departments and Amgraf (E-Forms System administrator) are responsible for maintaining these existing forms until the end of the stated retention period. (See Legacy Records table.)

Department*
(official record)
Retain for 6 years after
end of fiscal year in which
travel was completed,
then destroy.
GS 07001
Rev. 2
 
Travel
(secondary copy)		Department
(reference copy)
Retain until
admin. purpose served,
then destroy.
Secondary copy under GS 07001
Rev. 2