Dear Colleagues:

UCLA Travel Accounting is the official record keeper of travel and entertainment expense documentation submitted through UCLA’s electronic reimbursement system, Concur/Express. 

This is a reminder that Travel Accounting only keeps these records for five years after the end of the fiscal year in which the expense was paid or reimbursed. 

Department Document Retention

If a unit requires documentation beyond the standard five-year retention period (e.g., contract or grant paperwork), the associated department is responsible for keeping the records. 

IRS Document Legibility Standards 

The IRS requires all Concur/Express records and receipts to be legible. In case there is an issue with an electronic document, UCLA Travel Accounting recommends departments retain hardcopies until reimbursement is received.

Questions?

If you have any questions or concerns, please email me at smonatlik@finance.ucla.edu.

Sincerely,

Scott Monatlik
Senior Director
UCLA Business & Finance Solutions