We have the same policy. The original approved form is attached to the
expense form when it is submitted for payment, with the same retention.
I don't see any reason for a separate file or retention, once an
employee has been reimbursed (most likely through the proper approval
channels).
Connie
Connie Chiagouris, CRM
UOP LLC
25 E. Algonquin Road
Des Plaines, IL 60016
847-391-3497
847-391-2253 fax
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Kreiner, Judy A.
Sent: Wednesday, June 08, 2005 3:35 PM
To: [log in to unmask]
Subject: Travel Restriction Approval Form
Hello ListServ Members,
The travel department of my company is writing a new policy on travel to
restricted countries and a part of this new policy is a form. If an
individual needs to travel to a country on the restricted travel list
they will need to obtain a signature approval cycle on a special form
prior to asking the travel department to issue tickets. The question of
retention of the signed form is the issue at hand. The retention
schedule places the original travel and expense report with the accounts
payable department and the retention time is Tax + 6 years. Travelers
retain copies of submitted expense reports for 2 years. My thought is
that the traveler could use the same copy retention for the form and the
original signed form could be submitted with the original expense report
and receipts and would then be maintained for the Tax + 6 years.
Do any of you have a form such as this and would you be as kind as to
share how you handle the retention? Please respond to me off-list.
Thank you in advance.
Judy A. Kreiner, CRM
Manager Corporate Records
The Lubrizol Corporation
29400 Lakeland Boulevard
Wickliffe, OH 44092-2298
Phone 440.347.1274 Fax 440.347.1858 [log in to unmask]
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