EPA Records Schedule 276
Status: (to be superseded) Final, 06/30/2012
Title: Time and Attendance Source Records
Program: Financial Management
Function: 402-126 - Payments
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 2/7 (Item a(1))
- N1-412-07-69/1 (Item a(2))
Contains forms for payroll processing and preparation, including time and attendance records upon which leave input data is based, such as time or sign-in sheets; timekeeper signature cards (EPA 2560-1), time cards (EPA 2565-1); leave and earnings statements (EPA 2560-25); payroll error notice (EPA 2560-2); flexitime records; leave applications for jury and military duty; authorized premium pay or overtime, maintained at duty post, and related documents upon which leave input data is based.
Excludes: Leave records scheduled as EPA 279.
Item a(1): Source records maintained by Payroll Management and Outreach Staff (PMOS)
Destroy after GAO audit or when 6 years old, whichever is sooner.
Item a(2): Source records - Copies maintained by other offices
Close inactive records at end of pay period.
Destroy 1 year after file closure.
Item b: (Reserved)
The Office of Chief Financial Officer, PMOS is responsible for maintaining the record copy of source records sent to them in accordance with item a(1). Any source records covered by item a(1) which are kept in the local office and not sent to PMOS (e.g., Supervisor Time Sheet Certification) are also to be maintained in accordance with the disposition instructions for a(1).
For other copies (e.g., the timekeepers copy and convenience copies held by the employee, payroll, or other offices) use disposition instructions, item a(2), except in cases where: (1) They are filed as part of a related series; (e.g., copies of time and attendance records used for Superfund cost recovery would be disposed of in accordance with the disposition instructions for the cost recovery records, EPA 024.) or (2) There are discrepancies or errors in time card information. If the records are kept past the approved retention period because of discrepancies or errors, they are to be destroyed after the problem is resolved.
Official leave records prepared upon transfer or separation of employees are filed in the official personnel folder (OPF), covered in EPA 553 for official personnel folders (OPF) for civilians, or EPA 554 for Agency personnel folders for Public Health Service commissioned corps personnel. Other leave records are covered in EPA 279.
The record copy of electronic forms submitted for approval via the WebForms system or similar systems do not need to be printed and can be maintained electronically according to the disposition instructions for item a(2). Electronic forms systems are covered by EPA 004.
Supervisors' personnel files are covered in EPA 122. Other records related to payroll include: EPA 280 for payroll support, EPA 282 for payroll control, EPA 283 for pay folders, EPA 284 for payroll system reports, EPA 573 for the EPA Payroll System (EPAYS). PeoplePlus is scheduled as EPA 300.
Microform copies are to be produced in accordance with standards in 36 CFR Part 1238. Destroy paper records after quality assurance is completed.
Records containing personal information must be shredded or otherwise definitively destroyed to protect confidentiality.
Reasons for Disposition:
The following changes were made in the 06/30/2012 version:
- Updated guidance to allow for keeping forms submitted electronically in electronic format.
- Updated reference for microform standards in guidance.
The following change was made in the 06/30/2010 version:
- Changed Washington Finance Center to Payroll Management and Outreach Staff in disposition item a(1).
The disposition instructions for item a(2) have been rewritten as media neutral to allow for maintaining the record copy in EPA's electronic recordkeeping system. The retention for item a(2) was previously approved in schedule NC1-412-85-27, item II/2. The retention has not changed.
The following change was made in the 01/31/2008 version:
- Changed the title of the schedule to conform to GRS 2, item 7.
- Revised the title of disposition item a(2).
- Deleted item b for Input records since it is covered in EPA 573, item b.
Item c for electronic mail and word processing system copies deleted 08/18/2006 pursuant to NARA Bulletin 2006-04.
EPA 004, EPA 024, EPA 122, EPA 279, EPA 280, EPA 282, EPA 283, EPA 284, EPA 300, EPA 553, EPA 554, EPA 573
Previous NARA Disposal Authority:
EPA Approval: 08/13/2007
NARA Approval: Varies