Records related to movement of persons under Government orders.
EXCLUDED from this section are:
(1) Accountable Officers' Accounts (See item 1900-A.)
(2) Patients' Travel and Transportation. (See item 3000-E-41.)
1500-A-1 Passenger Transportation
Files including paid copies of vouchers (SF 1113A), memorandum
copies of transportation requests (SF 1169), travel authorizations,
transportation request registers, and all supporting documents.
a. Located in OFM.
Disposition: Destroy when 6 years old.
b. Obligation copy.
Disposition: Destroy when funds are obligated.
c. Unused ticket redemption forms.
Disposition: Destroy 3 years after the year in which the transaction is
completed
1500-A-2 Passenger
Reimbursement Files such as travel orders, per diem vouchers,
transportation requests, hotel reservations and all supporting papers
documenting official travel.
a. Located in IC travel office.
Disposition: Destroy when 6 years old.
b. Obligated copy.
Disposition: Destroy when funds are obligated.
1500-A-3 General
Travel and Transportation Files.
a. Accountability records.
Disposition: Destroy 1 year after all entries are cleared
b. Correspondence, forms and related records, not covered above, pertaining to NIH
travel and transportation of persons.
Disposition: Destroy when 2 years old.
1500-A-4 Lost or Damaged
Shipments Files Schedules of valuables shipped, correspondence,
reports, and other records relating to the administration of the
Government Losses in Shipment Act.
Disposition: Destroy when 6 years old.
1500-A-5 Records Relating to Official Passports.
a. Application files. Documents relating to the issuance of official passports,
including requests for passports, transmittal letters, receipts, and copies of travel
authorizations.
Disposition: Destroy when 3 years old or upon separation of the bearer,
whichever is sooner.
b. Annual reports concerning official passports. Reports to the Department of
State concerning the number of official passports issued and related matters.
Disposition: Destroy when 1 year old.
c. Passport registers. Registers and lists of agency personnel who have official
passports.
Disposition: Destroy when superseded or obsolete.
[NOTES: (1) Official passports should be returned to the Department of State upon
expiration or upon the separation of the employee. (2) Item 5b does not pertain to copies
of the annual reports held by the Department of State.]
1500-A-6 Non-Federally Funded Travel.
a. Agency copies of Semiannual Expense Reports for Non-Federally Funded Travel
submitted by all Executive Branch agencies to the Office of Government Ethics. Reports
summarize payments made to the agency from non-Federal sources for travel, subsistence,
and related expenses for an employee who attends a meeting or similar function relating to
official duties.
Disposition: Destroy when 4 years old.
b. Statements, forms, and other records used to compile Semiannual Expense Reports for
Non-Federally Funded Travel.
Disposition: Destroy 1 year after submission of report to the Office of
Government Ethics.
1500-A-7 Federal Employee Transportation Subsidy
Records. Documents in either paper or electronic form relating to the
disbursement of transportation subsidies to employees, including applications of employees
no longer in the program, superseded applications, certification logs, vouchers,
spreadsheets, and other forms used to document the disbursement of subsidies.
Disposition: Destroy when 3 years old.
1500-A-8 Electronic Mail and Word Processing System
Copies. Electronic copies of records that are created
on electronic mail and word processing systems and used solely to generate a recordkeeping
copy of the records covered by the other items in this schedule. Also includes electronic
copies of records created on electronic mail and word processing systems that are
maintained for updating, revision, or dissemination.
a. Copies that have no further administrative value after the recordkeeping copy is
made. Includes copies maintained by individuals in personal files, personal electronic
mail directories, or other personal directories on hard disk or network drives, and copies
on shared network drives that are used only to produce the recordkeeping copy.
Disposition: Destroy/delete within 180 days after the recordkeeping
copy has been produced.
b. Copies used for dissemination, revision, or updating that are maintained in addition
to the recordkeeping copy.
Disposition: Destroy/delete when dissemination, revision, or updating is
completed.
