404 20 210

Activity
IV.04. FINANCE, ADMINISTRATION AND INFRASTRUCTURE/Business Affairs
Series Name
Expense approvals and documentation: Travel, Conferences, and Events
Series ID
404-20-210
Custodians
Business Affairs for Concur data
Any creating unit for all other records
Description

Document incurred expenses and requests for and approval of travel, to conduct university business, including payment of registration fees for conferences and other events.  Does not include statistical reports generated from Concur.  These records found in all media (paper, digital, or other) may include but are not limited to: 

  • Concur employee profile data 
  • Concur request data 
  • Concur expense reports, itineraries, receipts, and other supporting documentation 
  • related documentation. 

Concur is the system of record for travel documentation.

Retention and Disposal Instructions

(a) 6 years after separation for Concur Processor Agreement, and profile data, purge;

(b) 6 years after travel for Concur travel related data, including expense reports or records not entered Concur, purge; - 

(c) Concur expense reports and related documentation not submitted, 2 years, purge;

(d) Retain supporting documentation uploaded to Concur only until these are processed and reconciled, purge.

Exception: In the event of a subpoena, audit, public records or similar state or federal information request, halt until further instructed any scheduled disposal activities, including purging or transferring material to University Archives. 

OAR Predecessors
166-475-0050 (16) Travel Records
Related Series
206-30-410: Sponsored Research Post-Award Phase: Expense Approvals and Documentation