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Schedule Number
FM3400
Primary Title
Travel Services
Office of Primary Responsibility
UBCV: Financial Operations; UBC Student Safety Abroad
| Reference and duplicate copies of records are considered transitory and should only be kept as long as necessary and never longer than the retention of the official record. |
Description
Records in this series are all records resulting from planning and booking University-related travel using UBC Travel and UBC’s Travel Management Company. Record types include correspondence, forms, receipts, and itineraries.
Personal information is contained in Concur profiles, including credit card information.
Note: Once records are approved in Workday the record holder should securely destroy the referent records.
- For payments and refunds, or any records regarding UBC Visa Credit Card, see FM3000: Financial Management – Accounting
- For travel insurance, see ER2500: Enterprise Risk and Security - Risk Management Services - General
- For events and conferences, see CE2000: Ceremonies, Conferences, and Events
Vital: Yes
PIB: Yes (Safety Abroad Registry)
Authority:
BoG Policy FM8: Travel and Related Expenses
UBC Information Security Standard U1
Records Management Office Digitization Standard
Date Approved: 20220729
Retention Schedule Secondaries
| Secondary No. | Secondary Title, Scope & Content | Retention, Destruction & Disposition |
|
01 |
Policies and Procedures Includes discounts, meals per diem. |
EV+5Y, FR EV=Date superseded or obsolete FR=UA will fully retain records from this series |
|
05 |
General Includes online resources and tools. |
EV+5Y, D EV=Date superseded or obsolete |
|
10 |
Planning and Booking Includes booking, itineraries and correspondence created through self-service portal Concur, working with agents or through Direct Travel, TripIt mobile services. |
CY+7Y, D |
|
Safety Abroad Registry All profiles created online using CWL for students studying abroad. |
CY+6Y, D |
|
|
18 |
Travel Advisories |
CY+3Y, D |
|
45 |
Issues Pertains to issues arising from air, car, and hotel suppliers. Support and problem resolution. |
CY+5Y, D |
|
60 |
Reports |
CY+5Y, D |
Acronym Key: AY = Academic Year; CY = Calendar Year; D = Destroy; EV = Event; FY = Fiscal Year; FR = Full Retention by University Archives unless otherwise noted; OPR = Office or Department responsible for source of truth records; SO = when superseded or obsolete; SR = Selective Retention by University Archives; UA = University Archives; Y = Year