![[logo] US EPA](http://www.epa.gov/epafiles/images/logo_epaseal.gif){kind=logo}
EPA Records Schedule 028
Status: Final, 08/31/2009
Title: Travel
Program: All Programs, with exceptions
Applicability: Agency-wide, with exceptions
Function: 401-122 - Travel
NARA Disposal Authority:
This schedule authorizes the disposition of the record copy in any media (media neutral), excluding any records already in electronic form. Records designated for permanent retention must be transferred to the National Archives in accordance with NARA standards at the time of transfer.
- N1-412-06-22
Description:
Includes travel records used to account for employees' time and expense while on travel status, and to request reimbursement or balance due on travel funds authorized. Records consist of travel authorizations, travel advance applications, transportation requests, travel vouchers, reimbursement claims, and other expense receipts and related documents.
Disposition Instructions:
Item a: Electronic software program
This item is to be used only by the Office of the Chief Financial Officer, Office of Financial Management at Headquarters.
-
Disposable
-
Destroy when no longer needed to ensure the retention and usability of the electronic data throughout the authorized retention period.
Item b: Electronic data
This item is to be used only by the Office of the Chief Financial Officer, Office of Financial Management at Headquarters.
-
Disposable
-
Destroy when 10 years old.
Item c: Software documentation
This item is to be used only by the Office of the Chief Financial Officer, Office of Financial Management at Headquarters.
-
Disposable
-
Destroy when no longer needed to ensure the retention and usability of the electronic data throughout the authorized retention period.
Item d: Electronic signature and verification data
This item is to be used only by the Office of the Chief Financial Officer, Office of Financial Management at Headquarters.
-
Disposable
-
Destroy when no longer needed to ensure the retention and usability of the electronic data throughout the authorized retention period.
Item e: Original receipts
-
Disposable
-
Destroy when 6 years and 3 months old.
Item f: Documentation not processed electronically
-
Disposable
-
Destroy when 10 years old.
Guidance:
If receipts are scanned into the electronic travel system, the originals are considered convenience copies and are destroyed when no longer needed. If the receipts are not scanned into the electronic travel system, the original receipts need to be maintained to validate claims in accordance with the disposition instructions for item e. If the original receipts are maintained in paper, it is recommended that they be maintained by a designated custodian in each organization, and a copy of the travel voucher needs to be printed and attached to the receipts, or the travel voucher number written on the receipts so they can be easily matched back to the electronic transaction. Employees leaving the Agency must ensure the program office that funded the trip has their receipts if they have not been scanned into the electronic travel system. Original receipts for Superfund site-specific travel are scanned into the Superfund Cost Organization Recovery Package Imaging Online System (SCORPIOS) - EPA 052 and filed in the appropriate site file and retained in accordance with EPA 024 for cost recovery records.
International travel (except for those records maintained by the headquarters Office of International Affairs), third-party travel (when someone else pays for EPA traveler's expenses), and invitational travel (when EPA pays for someone else to travel) are also covered by this schedule. International travel reports maintained by the Headquarters Office of International Affairs are covered by EPA 392. See EPA 072 for records related to non-federally funded travel maintained by the Ethics Office.
This schedule covers travel records in TravelManager and GovTrip. IFMS is scheduled as EPA 054.
The records are covered by EPA Privacy Act System #29.
Reasons for Disposition:
EPA is currently using Travel Manager software to electronically process most travel documentation and anticipates moving to the government-wide eTravel Service in 2006. EPA's Office of Inspector General recommends a 10-year retention because of the statute of limitations for civil false claims (including the validation of electronic signatures) under 31 U.S.C. Sec 3731. The retention for the original receipts conforms to the Federal Travel Regulations at 41 CFR 301-52.4(b)(3).
Custodians:
Office of the Chief Financial Officer, Office of Financial Management
- Contact: Sheila Fant
- Telephone: 202-564-4947
Related Schedules:
EPA 024, EPA 052, EPA 054, EPA 072, EPA 090, EPA 392
Previous NARA Disposal Authority:
N1-412-86-2/10
Entry: 08/09/1999
EPA Approval: 04/17/2006
NARA Approval: 10/12/2006