EPA Records Schedule 300
Status: Final, 05/31/2013
Title: PeoplePlus (PPL)
Program: Financial Management
Function: 402 - Financial 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.
The PeoplePlus system consists of two applications. One application performs human resources functions, including the full range of personnel transactions and benefits and entitlements documentation. The other application performs time and labor functions.
Initially, data was migrated from the EPA Payroll System (EPAYS) and Human Resources Management System (HR PRO). In production, employee transaction data, organization data, and time and labor data are keyed into the system. Effective June 2006, the Defense Finance and Accounting System (DFAS) became responsible for processing the EPA payroll and providing payroll services to EPA. DFAS also provides processed payroll data to EPA. This data is posted back to PeoplePlus, Labor Distribution, and subsequently the Integrated Financial Management System (IFMS).
System outputs include human resources data required for ongoing reporting for the Office of Personnel Management's Civil Personnel Data (CPDF) file, electronic employee data that is used to validate employee data in the National Directory System LDAP, report employee data to EPA management officials and ad hoc reports requested by users.
Item a: Electronic software program and system documentation
Destroy when no longer needed to ensure the retention and usability of the electronic data throughout the approved retention period.
Item b: Input
Follow instructions for EPA 171.
Item c: Personnel data
Follow instructions for the specific type of personnel records (e.g., official personnel folders (OPFs)).
Item d: Payroll data
Follow instructions for EPA 280.
Item e: Time and attendance data
Follow instructions for EPA 276.
Item f: Leave data
Follow instructions for EPA 279.
Item g: Output and reports
File with related records and follow instructions for related records.
The Office of the Chief Financial Officer, Office of Financial Services and the Office of Administration and Resources Management, Office of Human Resources are responsible for implementing the disposition for items a, c, d, e and f. Disposition for input (item b) is the responsibility of the office entering the data. Disposition of output and reports (item g) is the responsibility of the office maintaining the records.
Types of personnel documentation included in item c include, but are not limited to: OPFs (EPA 553), certificate of eligibles files (EPA 558), position classification files (EPA 559), employee awards (EPA 572), incentive awards (EPA 574), notifications of personnel actions (EPA 560), labor management relations (EPA 577), personnel training (EPA 571), administrative grievance, disciplinary, and adverse action files (EPA 564), and the donated leave program (EPA 565).
Documentation related to individual payroll records should be maintained in accordance with item d.
Documentation such as approved work schedules, overtime/compensatory time requests, maxiflex work records, signed copies of PeoplePlus time and attendance certification reports, PeoplePlus time card summary reports, and related time and attendance records should be maintained in accordance with item e.
Documentation related to leave and leave applications, including leave transfers, requests for restored leave and similar documents, are to be maintained in accordance with item f.
A standardized summary report generated by the Superfund Cost Recovery Package Imaging On-line System (SCORPIOS) will serve as EPA's official payroll documentation in support of Superfund and oil spill cost recovery rather than the payroll distribution time sheets used with PeoplePlus. SCORPIOS is scheduled as EPA 052.
The record copy of electronic forms submitted for approval via the E-Forms and WebForms systems does not need to be printed and can be maintained electronically according to the disposition instructions in the appropriate records schedule. E-Forms and WebForms are covered by EPA 004.
Official leave records prepared upon transfer or separation of employees are filed in the OPF, are covered in EPA 553 for civilians, or EPA 554 for Public Health Service personnel.
The Compass Financials system (Compass) is scheduled as EPA 054. EPAYS is covered by EPA 573.
Records are covered by Privacy Act system of records EPA-1.
Reasons for Disposition:
The following change was made in the 05/31/2013 version:
- Updated guidance about electronic forms and cross references.
The following change was made in the 05/31/2010 version:
- Revised wording of disposition instructions for item a.
The following changes were made in the 04/30/2008 version:
- Revised title of disposition item a.
- Revised disposition instructions for item b.
The system has been developed in response to the Government Performance and Results Act (GPRA) and the Government Management Reforms Act (GMRA). It works in conjunction with DFAS which is one of four consolidated government-wide payroll service providers. The retention meets all program and administrative needs.
Office of the Chief Financial Officer, Office of Financial Services
- Contact: Milton Brown
- Telephone: 202-564-0373
Office of Administration and Resources Management, National Human Capital Strategy Division
- Contact: Antonio Branham
- Telephone: 202-564-6290
EPA 004, EPA 052, EPA 054, EPA 171, EPA 276, EPA 279, EPA 280, EPA 553, EPA 554, EPA 558, EPA 559, EPA 560, EPA 564, EPA 565, EPA 571, EPA 572, EPA 573, EPA 574, EPA 577
Previous NARA Disposal Authority:
EPA Approval: 06/12/2006
NARA Approval: Varies