Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

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RECORDS
90.01
Revised 8-06
Procedures, Records, and Forms
335-2005

All-University Records Retention Schedules:
Travel Forms Used Campus-Wide

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Title Travel Forms Used Campus-Wide
Record Series Title--Function/Purpose	Location (*Official Copy)	Cutoff	Retention Period	Disposition Authority No.	Remarks
CAMPUS AUTOMOBILE RESERVATION SYSTEM (CARS) Automated system (database) used to schedule and reserve Motor Pool vehicles.	Motor Pool* (magnetic media tape maintained by IT) Department (paper or electronic copy of transaction)	FY admin purpose served	2 yrs 0	WSU--GS 05 WSU--GS 05
CENTRAL TRAVEL ACCOUNT FILES Documentation of central travel account purchases and ticket transactions. Includes all department documentation related to travel transactions conducted using central travel accounts.	Department*	FY	6 yrs	GS 01017	Possibly Essential
MOTOR POOL BILLINGS Charges from Motor Pool to departments for use of state vehicles.	Motor Pool* (OPR) Department	FY FY	6 yrs 2 yrs	WSU--GS 05 WSU--GS 05
TRAVEL AUTHORITY (WSU 1109) (INCLUDES ADVANCE REQUEST OR CONFERENCE REGISTRATION) Requests by employees for advance payment for travel expenses and/or conference registration on the Travel Authority form and for authorization to travel.	General Accounting* (OPR) Department	FY FY	6 yrs 2 yrs	GS 07002 WSU--GS 05
TRAVEL AUTHORITY (WSU 1109) (WITHOUT ADVANCE REQUEST OR CONFERENCE REGISTRATION) Requests by employees for authorization to travel.	Department	FY	2 yrs	WSU--GS 05
TRAVEL EXPENSE VOUCHER (AND SUPPORTING DOCUMENTATION) (WSU 1005) Vouchers submitted to claim reimbursement for employee travel expenses. If electronically processed, the department retains the official copy of the supporting documentation. If manually processed, the department attaches the supporting documentation to the voucher when submitted to the Controller--Travel.	Department* (OPR) (if electronically processed) Travel Department* (OPR) (if manually processed) Department	FY FY FY	6 yrs 6 yrs 2 yrs	WSU--GS 05 GS 07001 WSU--GS 05
VEHICLE RELEASE AUTHORIZATION Used to authorize the use of Motor Pool vehicles.	Motor Pool* Department	FY FY	2 yrs 2 yrs	WSU--GS 05 WSU--GS 05