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EPA Records Schedule 279

Status: (to be superseded) Final, 06/30/2012

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.

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.

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.

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.

Item b(2): Leave record - Maintained by creating office

Includes record of employee leave such as SF-1150 or equivalent statement of leave balances.

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 WebForms systems or similar systems do not need to be printed and can be maintained electronically according to the disposition instructions for items a(2). Electronic forms systems are covered by EPA 004.

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 changes were made in the 06/30/2012 version:

The following change was made in the 08/31/2010 version:

The following changes were made in the 05/31/2010 version:

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

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