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EPA Records Schedule 573
Status: Final, 10/31/2009
Title: EPA Payroll System (EPAYS)
Program: Financial Management
Applicability: Headquarters
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.
- N1-412-96-1/28
Description:
The EPA Payroll System (EPAYS) is a major system featuring a standardized nationwide data entry system for time and attendance and payroll and personnel data. The system also contains a labor distribution function for Agency payroll accounting and biweekly production of payroll requirements. Additionally, the system has the ability to distribute personnel management information to meet management and regulatory reporting requirements.
EPAYS has the following components:
- PPRS - A reporting facility providing extensive data extract and report generation capability with a small subsystem to support specialized reporting for the Office of Civil Rights.
- TAPP - Provides on-line data entry and edit facilities for EPAYS processed transactions and supports the collection and edit of all payroll and personnel related data.
Disposition Instructions:
Item a: Electronic software program
This item is to be used only by the Office of the Chief Financial Officer, Office of Financial Management, Financial Systems Staff at Headquarters.
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Disposable
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Destroy when no longer needed to ensure access to, and use of, the electronic records throughout the authorized retention period.
Item b: Input
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Disposable
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Close after data entry completed and verified.
-
Destroy after GAO audit or when 6 years old, whichever is sooner.
Item c: Electronic data
This item is to be used only by the Office of the Chief Financial Officer, Office of Financial Management, Financial Systems Staff at Headquarters.
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Disposable
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Maintain individual records at least 2 years after completion of action, then delete when no longer needed.
Item d: Output and reports
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Disposable
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File with related records and follow the disposition instructions for the related records.
Item e: System documentation
This item is to be used only by the Office of the Chief Financial Officer, Office of Financial Management, Financial Systems Staff at Headquarters.
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Disposable
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Close when superseded.
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Follow instructions for EPA 304, item a(1).
Guidance:
Records covered by items b and d held in other offices are retained according to the disposition instructions for records they support.
Record copies of source documents are covered by the following schedules: EPA 276 for time and attendance; EPA 283 for pay folders; EPA 553 for official personnel folders (OFP) for civilians; and EPA 554 for agency personnel folders for Public Health Service Corps commissioned personnel.
A related system, the Integrated Financial Management System is scheduled as EPA 054 and its predecessor the Financial Management System (FMS) as EPA 053. The PeoplePlus system is scheduled as EPA 300.
Reasons for Disposition:
The following changes were made in the 04/30/2008 version:
- Revised disposition instructions for items a and e.
- Added applicability to disposition items a, c and e.
- Revised title of disposition item e.
EPAYS was the primary system used for time and attendance and payroll and personnel data as well as production of reports required by regulations. Input and output records are scheduled separately.
Custodians:
Office of the Chief Financial Officer, Office of Financial Management, Financial Systems Staff
- Contact: Martin Poch
- Telephone: 202-564-4912
Related Schedules:
EPA 053, EPA 054, EPA 276, EPA 283, EPA 300, EPA 304, EPA 553, EPA 554
Previous NARA Disposal Authority:
Entry: 08/09/1993
EPA Approval: 12/12/1996
NARA Approval: 01/20/1999