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EPA Records Schedule 279
Status: Final, 08/31/2010
Title: Leave Records
Program: All Programs
Applicability: Agency-wide
Function: 403-254 - Benefits Management
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.
- General Records Schedule 2/6a (Item a(1))
- General Records Schedule 2/6b (Item a(2))
- General Records Schedule 2/9a (Item b(1))
- General Records Schedule 2/9b (Item b(2))
Description:
Consists of leave application files and leave records.
Disposition Instructions:
Item a(1): Leave application files - If employee initials time card or equivalent
Includes requests for and approvals of leave, such as SF-71 or equivalent, plus any supporting documentation. Also includes requests and approvals if the time card is submitted electronically by the employee and there are no discrepancies.
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Disposable
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Destroy at end of following pay period.
Item a(2): Leave application files - If employee has not initialed time card or equivalent
Includes requests for and approvals of leave, such as SF-71 or equivalent, plus any supporting documentation. Also includes requests and approvals if the time card is submitted electronically by the employee and there are discrepancies.
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Disposable
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Destroy after GAO audit or when 3 years old, whichever is sooner.
Item b(1): Leave record prepared upon transfer or separation
Includes record of employee leave such as SF-1150 or equivalent statement of leave balances.
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Disposable
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File on right side of Official Personnel Folder. Follow instructions in EPA 553 - Official Personnel Folders (OPF) - Civilian or EPA 554 - Agency Personnel Folders - Public Health Service Commissioned Corps Personnel.
Item b(2): Leave record - Maintained by creating office
Includes record of employee leave such as SF-1150 or equivalent statement of leave balances.
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Disposable
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Close inactive records when signed by supervisor.
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Destroy 3 years after closure.
Guidance:
Items a(1) and a(2) cover leave request forms. Items b(1) and b(2) cover statements of leave balances.
The record copy of electronic leave forms submitted for approval via the E-Forms and WebForms systems (covered by EPA 004) must be printed and filed in the paper recordkeeping system after approval or filed in EPA's electronic recordkeeping system (ECMS) when implemented.
Records related to the EPA Leave Bank are covered by EPA 565 for donated leave program case files. Supervisors' personnel files and duplicate OPF (official personnel files) documentation are scheduled as EPA 122. Other records related to time and attendance and payroll are scheduled as EPA 276. See EPA 280 for payroll support, EPA 282 for payroll control, EPA 283 for pay folders, and EPA 284 for payroll system reports. PeoplePlus is covered by EPA 300 and EPAYS by EPA 573.
Records containing confidential information must be shredded or otherwise definitively destroyed to protect confidentiality.
Reasons for Disposition:
The following change was made in the 08/31/2010 version:
- Revised description of disposition items a(1)-(2) to include electronic submissions.
The following changes were made in the 05/31/2010 version:
- Updated schedule description and descriptions of disposition items a(1)-(2) and b(1)-(2).
- Revised guidance.
Disposition conforms to NARA General Records Schedules 2, items 6 and 9.
Item c for electronic mail and word processing system copies deleted 08/18/2006 pursuant to NARA Bulletin 2006-04.
Custodians:
Multiple units
Related Schedules:
EPA 004, EPA 276, EPA 280, EPA 282, EPA 283, EPA 284, EPA 300, EPA 553, EPA 554, EPA 565, EPA 573
Previous NARA Disposal Authority:
Entry: 08/17/1993
EPA Approval: Not applicable
NARA Approval: 12/00/1998