FM3400: Financial Management – Travel Services

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Schedule Number

FM3400

Primary Title

Travel Services

Office of Primary Responsibility

UBCV: Financial Operations; UBC Student Safety Abroad

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 

More Details

Vital: Yes

PIB: Yes (Safety Abroad Registry)

Authority:

BoG Policy FM8: Travel and Related Expenses 

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EV=Date superseded or obsolete   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EV=Date superseded or obsolete   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 

15 

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Archives unless otherwise noted; OPR = Office or Department responsible for source of truth records; SO = when superseded or obsolete; SR = Selective Retention by University Archives; UA = University Archives; Y = Year