Records Retention Program, Leave Records

N1-82-97-01 Leave Records Approved by NARA: 01-08-1998
Leave Records
Records Retention Schedules

1. Leave Requests

a. Leave Request and Correction Cards - original with three copies, used by staff to request leave or make corrections regarding leave. The copies are distributed for data entry and processing.

(1) Original - sent to Human Resources Management (HRM) after timekeeper has entered data into the system.

DISPOSITION: Temporary.
Cut off at end of calendar year. Destroy 2 years after cutoff.

(2) Division, Supervisor and Timekeeper copies

DISPOSITION: Temporary.
Cut off at end of calendar year. Destroy 1 year after cutoff.

(3) Office of the Controller copy - applies only to Leave without Pay requests.

DISPOSITION: Temporary.
Cut off at end of calendar year. Destroy after annual audit.

b. Leave Request Form - used by the Support Services division, submitted with leave request cards from each section, providing a single list of all leave requested for that section. Maintained by the administrative section of the division; not submitted to HRM.

DISPOSITION: Temporary.
Cut off at end of calendar year. Destroy 1 year after cutoff.

2. Leave Transaction Report - weekly report of all divisions, used by HRM to review data input by timekeepers.

DISPOSITION: Temporary.
Destroy after completing the verification of data.

3. Timekeeper's Verification Report - sent weekly by HRM to each division timekeeper to check data entry and make any necessary corrections.

DISPOSITION: Temporary.
Destroy after receipt of the Division Leave Report (one week).

4. Division Leave Report - corrected version of the Timekeeper's Verification Report. Issued weekly to each division by HRM. The appropriate supervisor signs each employee's leave report.

DISPOSITION: Temporary.
Cut off at end of calendar year. Destroy 2 years after cutoff or after HRM audit, whichever is sooner.

5. Initial and Monthly Leave Report - shows all the leave used by individual staff members for each division. The Initial Leave Report replaces the January Monthly Report.

a. Division copy

DISPOSITION : Temporary.
Destroy after 1 month.

b. HRM copies

DISPOSITION: Temporary.
Cut off at end of the calendar year. Destroy when End of Year Leave Report is completed.

6. End of Year Leave Report - shows leave balance for each staff member for the calendar year. The report is used only by HRM.

DISPOSITION: Temporary.
Destroy when report is 30 years old.

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Last Update: February 13, 2012