Office of the Chief Information Officer

United States Department of Agriculture

Employee Compensation and Benefits Records

Records used to calculate payroll, arrange paycheck deposit, and change previously issued paychecks.
Includes:

  • additions to paychecks
  • child care subsidies
  • Internal Revenue Service form W-9 (Request for Taxpayer Identification Number)
  • other additions
  • deductions from paychecks
  • insurance
  • retirement accounts (e.g. Thrift Savings Plan, my Retirement Account, etc.)
  • flexible spending accounts, such as medical savings and dependent care assistance
  • union dues
  • Combined Federal Campaign
  • garnishments (IRS form 668A—Notice of Levy—and similar records)
  • Treasury bond purchases
  • other deductions
  • authorizations for deposits into bank accounts
  • changes or corrections to previous transactions either at paying agency or payroll processor

Retention

Destroy 2 years after employee separation or retirement, but longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 2.4, Item 010

Disposal Authority

DAA-GRS-2016-0015-0001

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Time and attendance records.  Sign-in/sign-out records, time cards, leave applications and approvals of all types (annual, sick, family medical, military service, jury duty, leave donations, etc.); overtime, compensatory, and credit time requests and approvals; premium pay authorizations; and other records documenting employees’ presence at or absence from work.

Retention

Destroy after GAO audit or when 3 years old, whichever is sooner.

GRS or Approved Records Schedule

GRS 2.4, Item 030

Disposal Authority

DAA-GRS-2016-0015-0003

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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THIS ITEM TO BE USED BY NFC ONLY:  Time and attendance records.  Sign-in/sign-out records, time cards, leave applications and approvals of all types (annual, sick, family medical, military service, jury duty, leave donations, etc.); overtime, compensatory, and credit time requests and approvals; premium pay authorizations; and other records documenting employees’ presence at or absence from work.

Retention

Destroy when 6 years old.

GRS or Approved Records Schedule

NC1-16-79-5

Disposal Authority

NC1/16/79/5

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Agency payroll record for each pay period.  Aggregate records documenting payroll disbursed in each pay period:  base pay, additions to and deductions from pay, and leave balances of all civilian employees within an agency or employing entity.

Retention

Destroy when 56 years old.

GRS or Approved Records Schedule

GRS 2.4, Item 040

Disposal Authority

DAA-GRS-2016-0015-0004

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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Wage and tax statements.  Agency copies of IRS form W-2 (Wage and Tax Statement, IRS form W-3 (Transmittal of Wage and Tax Statements), IRS forms in the 1099 series, and state equivalents.

Retention

Destroy when 4 years old, but longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 2.4, Item 050

Disposal Authority

DAA-GRS-2016-0015-0005

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Payroll program administrative records.  Records produced in administering and operating payroll functions of a general nature and not linked to an individual employee’s pay.

Retention

Destroy when 2 years old, but longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 2.4, Item 060

Disposal Authority

DAA-GRS-2016-0015-0006

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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Payroll system reports providing fiscal information on agency payroll.

Retention

Destroy when 3 years old or after GAO audit, whichever comes sooner, but longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 2.4, Item 061

Disposal Authority

DAA-GRS-2016-0015-0007

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Donated leave program individual case files.  Records documenting leave donation and receipt, including recipient applications; agency approvals or denials; medical or physician certifications; and records of leave donations, supervisor approvals, leave transfers, payroll notifications, and terminations from the program.

Retention

Destroy 1 year after the employee receiving leave is no longer participating in the program, but longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 2.4, Item 071

Disposal Authority

DAA-GRS-2016-0015-0009

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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Wage survey files.  Records created while conducting periodic surveys of wages paid to non-Government workers in a specified wage area to support and modify the Federal Wage System.  Includes survey data, background documents, correspondence and reports on area wages paid for each employee class; background papers establishing need, authorization, direction, and analysis of wage surveys; development and implementation of wage schedules; and request for an authorization of specific rates (excluding authorized wage schedules and wage survey recapitulation sheets).

Retention

Destroy after completing second succeeding survey in the specific wage area (i.e., retain records of the two most recently completed surveys), but longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 2.4, Item 080

Disposal Authority

DAA-GRS-2016-0015-0010

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Workers’ Compensation (personnel injury compensation) records.  Federal Employees’ Compensation Act case files on injuries Federal employees sustain, while performing their duties that result in lost time or death, whether or not the employee filed a workers’ compensation claim.  Includes:

  • forms, reports, correspondence, claims
  • medical and investigatory records
  • administrative determinations or court rulings
  • payment records

Retention

Destroy 3 years after compensation ceases or when deadline for filing a claim has passed.

GRS or Approved Records Schedule

GRS 2.4, Item 100

Disposal Authority

DAA-GRS-2016-0015-0012

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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Denied Health Benefits Requests Under Spouse Equity - Correspondence, applications, court orders, and requests.

Retention

Destroy 1 year after original denial, denial of appeal, or final court order, whichever is appropriate.

GRS or Approved Records Schedule

GRS 2.4, Item 111

Disposal Authority

DAA-GRS-2016-0015-0014

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Transportation subsidy program administrative records. Records related to managing the program, including:

  • determining subsidy amount available to employees
  • publicity and program announcements
  • records of program-wide benefit delivery and receipt
  • statistical and narrative reports
  • similar records not linked to individual employee participation

Retention

Destroy when 3 years old, but longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 2.4, Item 130

Disposal Authority

DAA-GRS-2016-0015-0017

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Transportation subsidy program individual case files. Case files of individual employee participation in transportation subsidy programs, such as:

  • applications and supporting documents
  • eligibility verification
  • notice of approval or denial of participation in program
  • participant training documentation
  • periodic estimates of transit expenses
  • record of individual benefit delivery and receipt
  • de-enrollment documents
  • settlement of outstanding debts by employee or Government when employee leaves program

Retention

Destroy 2 years after employee participation concludes, but longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 2.4, Item 131

Disposal Authority

DAA-GRS-2016-0015-0018

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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Family Medical Leave Act program individual case files. Includes:

  • employee eligibility to participate in program
  • eligibility notice given to employee
  • notice of employee rights and responsibilities, questions from employees about those rights and responsibilities, and responses to them
  • medical certifications
  • employee identification data
  • records of pay basis, compensation terms, normal hours per pay period, additions to or deductions from wages, total compensation normally paid
  • leave request, approval/non-approval
  • leave records
  • records of premium payments of employee benefits
  • records of disputes between employers and eligible employees regarding designation of leave as FMLA leave
  • periodic reports of employee status and intent to return to work

Retention

Destroy 3 years after conclusion of leave being taken, but longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 2.4, Item 141

Disposal Authority

DAA-GRS-2016-0015-0020

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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