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EPA Records Schedule 042
Status: Final, 02/12/2007
Title: Purchase Card System
Program: Procurement
Applicability: Agency-wide
Function: 405-143 - Goods Acquisition
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.
- N1-412-06-20
Description:
The Purchase Card system is a relational database which serves as a central database for tracking purchases. The system expedites the acquisition of essential supplies and services and streamlines payment procedures. Input to the system is electronic data from the contractor bank or the EPA Intranet Purchase Card Cost Allocation System. Types of data includes accounting data associated with each purchase, payment processing, and obligation of funds. The system generates a variety of management reports.
The system links with the Integrated Financial Management System (IFMS) which is scheduled as EPA 054.
Disposition Instructions:
Item a: Electronic software program
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Disposable
-
Keep for the length of time necessary to ensure access to and use of the electronic records throughout the authorized retention period, then delete when superseded or obsolete.
Item b: Input
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Disposable
-
Delete when data has been entered into the database and verified.
Item c: Electronic data - except Superfund site-specific
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Disposable
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Delete 10 years after final payment.
Item d: Electronic data - Superfund site-specific
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Disposable
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Delete 30 years after final payment.
Item e: Output and reports
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Varies
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File with related records and follow instructions for the related records.
Item f: Supporting documentation
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Disposable
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Keep for the length of time necessary to ensure access to and use of the electronic records throughout the authorized retention period, then delete when superseded or obsolete.
Guidance:
Cardholder recordkeeping requirements can be found in the EPA Contracts Management Manual, Section 13.3.
Purchase card records are covered by the Privacy Act System #GSA/GOVT-6.
Accountable Officers' Files are scheduled as EPA 278. Cost recovery records for Superfund and Oil are covered by EPA 024 and the Superfund Cost Recovery Package Imaging and On-Line System (SCORPIOS) is covered by EPA 052.
Reasons for Disposition:
This is the primary system used to track simplified acquisitions and provides management with reports and an audit trail. The 30-year retention for Superfund site-specific data is consistent with other records related to cost recovery. The 10-year retention for other data is based on the recommendation of the Office of Inspector General to accommodate any potential civil false claims actions filed under 31 USC 3731.
Custodians:
Office of the Chief Financial Officer, Financial Services Division
- Contact: Lawrence James
- Telephone: 919-541-4776
Office of Administration and Resources Management, Policy, Training and Oversight Division
- Contact: Kerrie A. O'Hagan
- Telephone: 202-564-4479
Related Schedules:
EPA 024, EPA 052, EPA 054, EPA 278
Previous NARA Disposal Authority:
None
Entry: 11/16/2004
EPA Approval: 03/09/2006
NARA Approval: 06/10/2006