![[logo] US EPA](http://www.epa.gov/epafiles/images/logo_epaseal.gif){kind=logo}
EPA Records Schedule 279
Status: Final, 07/31/2009
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 and leave application files.
Disposition Instructions:
Item a(1): Leave application files - If employee initials time card or equivalent
Includes SF-71 or equivalent plus any supporting documentation for requests and approvals of leave.
-
Disposable
-
Destroy at end of following pay period.
Item a(2): Leave application files - If employee has not initialed time card or equivalent
Includes SF-71 or equivalent plus any supporting documentation for requests and approvals of leave.
-
Disposable
-
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.
-
Disposable
-
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
-
Disposable
-
Close inactive records when signed by supervisor.
-
Destroy 3 years after closure.
Guidance:
The record copy of electronic leave forms submitted for approval via the E-Forms and WebForms systems 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 follows:
- EPA 004 - Electronic Forms Systems
- EPA 276 - Time and Attendance Source Records
- EPA 280 - Payroll Support
- EPA 282 - Payroll Control
- EPA 283 - Pay Folders
- EPA 284 - Payroll External Reporting
- EPA 300 - PeoplePlus
- EPA 573 - EPA Payroll System (EPAYS)
Records containing confidential information must be shredded or otherwise definitively destroyed to protect confidentiality.
Reasons for Disposition:
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