University Records Retention Schedules

Travel Records

Note: Unless otherwise stated in the schedule, retention and disposition for other copies of records is “retain until administrative purpose served, then destroy.”
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 Finance and Administration Information Services (E-Forms System record holder) are responsible for maintaining these existing forms until the end of the stated retention period. (See Legacy Records.) Official Copy: Any Department Retention and Disposition: Retain for 6 years after end of fiscal year in which travel was completed, then destroy. Other Copies: Any Department DAN GS 07001 Rev. 2 (Travel Records)

Note: Unless otherwise stated in the schedule, retention and disposition for other copies of records is “retain until administrative purpose served, then destroy.”

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 Finance and Administration Information Services (E-Forms System record holder) are responsible for maintaining these existing forms until the end of the stated retention period. (See Legacy Records.)

Official Copy: Any Department

Retention and Disposition: Retain for 6 years after end of fiscal year in which travel was completed, then destroy.

Other Copies: Any Department

DAN GS 07001 Rev. 2 (Travel Records)