Arranged By: Chronological by year
Application Number: 89-23
Item Number: 120.1
This record series consists of a single document which is used to record data of vehicle usage by individual departments. The travel information supports future billings to areas of the University by the Transportation Department. Certain data of the record series is entered on the institution's computers (e.g. name of employee, account number, department, total miles, vehicle number, date of trip, destination, type of vehicle requested, rate, amount and hours). Also the form comprises, in addition to the above categories, hard copy information of driver's license number, signature, fiscal approval, odometer readings, date and time of departure, date and time of return, other travelers using the vehicle, passenger pickup locations, purpose of travel, vehicle availability, approved signatures, and expiration date. The Department of Transportation maintains the duplicate copy of the series as the original is filed with the requesting departments.
Retain in office for three (3) years, then dispose of provided all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.