Correspondence files in formally organized budget offices pertaining
to routine administration, internal procedures, and other matters not covered
elsewhere in this file category, EXCLUDING files relating to agency policy and
procedure maintained in formally organized budget offices.
FILE by agency.
Office of Primary Interest: Office of Budget and Program Analysis
RG 016 Disposition Authority: GRS 5, Item 1 Record Type: Temporary Disposition: Destroy when 2 years old Records Currently Stored in Federal Records Center(s):
2000.a Electronic Mail and Word Processing System
Copies
2000.a.1 Production Copies
Copies that have no further administrative value after the
recordkeeping copy is made. Includes copies maintained by individuals in
personal files, personal electronic mail directories, or other personal
directories on hard disk or network drives, and copies on shared network drives
that are used only to produce the recordkeeping copy.
RG 016
Disposition Authority: GRS 5, Item 5.a Record Type: Temporary
Disposition: Destroy/delete within 180 days after the recordkeeping
copy has been produced.
2000.a.2 Copies for Dissemination, Revision, or Updating
Copies used for disseminating, revising, or updating that are maintained in addition to the recordkeeping copy.
RG 016
Disposition Authority: GRS 5, Item 5.b Record Type: Temporary
Disposition: Destroy/delete when disseminating, revising, or
updating is completed.
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2000-1 Notices and Administrative Issuances Budget
Issuances that originate within Department agencies or staff offices
as interpretations of external directives or enabling legislation. [See note
after item 2000-1.b]
Office of Primary Interest: Office of
Budget and Program Analysis RG 016 Disposition Authority: GRS 16,
Item 1.a Record Type: Temporary Disposition: Destroy when superseded or obsolete.
2000-1.b Case Files
Case files related to 2000-1 Notices and Administrative
Issuances: Budget that document aspects of the development of the issuance.
Office of Primary Interest: Office of Budget and Program
Analysis RG 016 Disposition Authority: GRS 16, Item 1.b Record
Type: Temporary Disposition: Destroy when issuance is
destroyed.
Records Currently Stored in Federal Records Center(s):
[NOTE: Record sets of formal directives, procedural and
operating manuals, publications, and management improvement reports
submitted to the Office of Management and Budget (OMB), and the
case files documenting their development are potentially permanent
records and must be scheduled by submission of an SF 115 to NARA.
((Instructions for Standard Form (SF) 115 :
http://www.archives.gov/records_management/ policy_and_guidance/standard_form_115_instructions.html.)]
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2000-1-1 External or Non-Series Instructions
Use for material of a directional nature which originates outside USDA
or which originates within USDA but is not part of a formal directive system.
Includes comments and other materials on proposed and existing
instructions.
RG 016 Disposition Authority: GRS 16, Item 4.a.
Record Type: Temporary Disposition: Destroy when
superseded or obsolete.
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2000-2 Budget Report Files
Periodic reports on the status of appropriate accounts and
apportionment.
2000-2.a Annual Report (end of fiscal year)
RG 016 Disposition Authority: GRS 5, Item 3.a Record
Type: Temporary Disposition: Destroy when 5 years old
Records Currently Stored in Federal Records Center(s)
2000-2.b All other reports.
RG 016 Disposition Authority: GRS 5, Item 3.a Record
Type: Temporary Disposition: Destroy 3 years after the end of
the fiscal year.
Records Currently Stored in Federal Records Center(s):
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2010 Budget Planning
Use for material pertaining to budget planning.
NOTE:
Working papers and background material are to be destroyed 1 year after the
close of the fiscal year covered by the budget (GRS 5, Item 2)
Office of Primary Interest: Office of Budget and Program
Analysis RG 016 Disposition Authority: NC1-16-87-1, Item 2010
Record Type: Temporary Office of Primary Interest Keeps:
Destroy 10 years after close of FY covered by budget Other Offices:
Destroy 5 years after close of FY covered by budget
Records
Currently Stored in Federal Records Center(s):
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2020 Budget Development
Use for material pertaining to budget estimates, justifications, and
supplementary material such as explanatory notes, narratives, and program
performance. Also includes previous supplementary or amended budget
material.
File by agency.
Office of Primary
Interest: Office of Budget and Program Analysis RG 016 Disposition
Authority: N1-16-87-1 Item 2020 Record Type: Permanent
Office of Primary Interest: Break files annually. Transfer to NARA
in five-year blocks when most recent records are 20 years old. Other
Offices: Destroy 1 year after close of FY covered by budget.
Records Currently Stored in Federal Records Center(s): None.
No accessions shown.
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2030 Budget Presentation
Use for copies of the budget (original or revised) submitted to
Congress for approval
File in chronological sequence.
2030.a One record copy of the budget submitted to Congress for
approval.
Office of Primary Interest: Office of Budget and Program
Analysis RG 016 Disposition Authority: N1-16-87-1, Item 2030.a
Record Type: Permanent Office of Primary Interest: :
Transfer to NARA in five-year blocks when most recent records are 20 years old.
Other Offices: Not applicable
Records Currently Stored in
Federal Records Center(s): None. No accessions shown.
2030-b All other copies
Office of Primary Interest: Office of Budget and Program
Analysis RG 016 Disposition Authority: N1-16-87-1 Item 2030.b
Record Type: Temporary Disposition: Destroy when no
longer needed for reference
Records Currently Stored in Federal
Records Center(s): Not applicable
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2040 Budget Execution
Use for material pertaining to approved budget implementation and
maintenance of financial controls over appropriated funds. Include
apportionments, allocations, allotments and work plans, obligations and
outlays, ceilings, requirements, reimbursements, and non-appropriated funds.
NOTE: Include here financial data only if it is directly budget
supporting. Use 2100 for regular accounting documentation.
Office of
Primary Interest: Office of Budget and Program Analysis RG 016
Disposition Authority: N1-16-87-1 Item 2040 Record Type:
Temporary Disposition: Destroy 10 years after close of FY covered by
budget.
Records Currently Stored in Federal Records Center(s): 7
Cubic Feet in 1998
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2050 Budget Reporting
Periodic reports on the status of appropriate accounts and
apportionment.
2050.a Annual Report (end of fiscal year)
RG 016 Disposition Authority: GRS 5, Item 3.a Record
Type: Temporary Disposition: Destroy when 5 years old
Records Currently Stored in Federal Records Center(s):
2050.b All other reports
RG 016 Disposition Authority: GRS 5, Item 3.b Record
Type: Temporary Disposition: Destroy 3 years after the end of
the fiscal year
Records Currently Stored in Federal Records
Center(s): 264 cubic feet (106 in FY 97, 31 in FY 98, 49 in FY 99, 36 in FY
2000, and 42 in FY 2001)
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2100 - ACCOUNTING & FINANCIAL MANAGEMENT
Use for material pertaining to overall financial management and
accounting activities not specifically described in the 2100 series.
FILE by subject in chronological sequence.
Office of
Primary Interest: Office of the Chief Financial Officer (OFM), Office of
Budget and Program Analysis RG 016 Disposition Authority: GRS 7, Item
1 Record Type: Temporary Disposition: Destroy when 2 years old
Records Currently Stored in Federal Records Center(s):
2100.a Electronic Mail and Word Processing System Copies
2100.a.1 Production Copies
Copies that have no further administrative value after the
recordkeeping copy is made. Includes copies maintained by individuals in
personal files, personal electronic mail directories, or other personal
directories on hard disk or network drives, and copies on shared network drives
that are used only to produce the recordkeeping copy.
RG 016
Disposition Authority: GRS 7, Item 5.a Record Type: Temporary
Disposition: Destroy/delete within 180 days after the recordkeeping
copy has been produced.
2100.a.2 Copies for Dissemination, Revision, or Updating
Copies used for disseminating, revising, or updating that
are maintained in addition to the recordkeeping copy.
RG 016
Disposition Authority: GRS 5, Item 5.b Record Type: Temporary
Disposition: Destroy/delete when disseminating, revising, or
updating is completed.
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2100-1 Administrative Issuances: Accounting &
Financial Management
Issuances that originate within Department agencies or staff offices
as interpretations of external directives or enabling legislation. [See note
after item 2100-1b.]
Office of Primary Interest: Office of the
Chief Financial Officer , Office of Budget and Program Analysis RG 016
Disposition Authority: GRS 16, Item 1.a Record Type: Temporary
Disposition: Destroy when superseded or obsolete.
2100-1.b Case Files: Accounting & Financial Management
Case files related to 2100-1 Administrative Issuances: Accounting
& Financial Management that document aspects of the development of the
issuance.
Office of Primary Interest: Office of the Chief
Financial Officer , Office of Budget and Program Analysis RG 016
Disposition Authority: GRS 16, Item 1.b Record Type: Temporary
Disposition: Destroy when issuance is destroyed.
[NOTE: Record sets of formal directives, procedural and
operating manuals, publications, and management improvement reports submitted
to the Office of Management and Budget (OMB), and the case files documenting
their development are potentially permanent records and must be scheduled by
submission of an SF 115 to NARA. (Instructions for Standard Form (SF) 115 :
http://www.archives.gov/records_management/ policy_and_guidance/standard_form_115_instructions.html.)]
2100-1-1 External or Non-Series Instructions: Accounting &
Financial Management
Use for material of a directional nature which originates outside USDA
or which originates within USDA but is not part of a formal directive system.
Includes comments and other materials on proposed and existing
instructions.
RG 016 Disposition Authority: GRS 16, Item 4.a.
Record Type: Temporary Disposition: Destroy when
superseded or obsolete.
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2100-2 Financial Priorities
Use for material pertaining to the status or activities of all
financial priorities.
Office of Primary Interest: Office of the
Chief Financial Officer (OFM) RG 016 Disposition Authority:
NC1-16-84-1, Item 2100-2 Record Type: Temporary Office of
Primary Interest Keeps: Destroy when 3 years old. Other Offices:
Destroy when 1 year old.
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2100-3 Internal Controls
Use for material that pertains to the plans of organizations and all
the coordinated methods and measures adopted by an agency to safeguard assets,
check the accuracy and reliability of accounting data, promote operational
efficiency, and encourage adherence to prescribed managerial policies.
FILE by agency in chronological sequence.
Office of
Primary Interest: Office of the Chief Financial Officer (OFM) RG 016
Disposition Authority: NC1-16-84-1, Item 2100-3 Record Type:
Temporary Office of Primary Interest Keeps: Destroy when 3 years old
Other Offices: Destroy when 1 year old.
Records Currently
Stored in Federal Records Center(s):
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2100-4 Systems Review and Analysis
Use for material that pertains to indirect cost reviews and
negotiations, Departmental financial management studies, and assessments of
Departmental and Agencies' reporting needs.
FILE by agency in
chronological sequence.
Office of Primary Interest: Office of
the Chief Financial Officer (OFM) RG 016 Disposition Authority:
NC1-16-84-1, Item 2100-4 Record Type: Temporary Office of
Primary Interest Keeps: Destroy when 3 years old Other Offices:
Destroy when 1 year old.
Records Currently Stored in Federal Records
Center(s):
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2100-5 Reports: Accounting & Financial
Management
Use for financial management/accounting reports.
FILE
by agency and subject.
Office of Primary Interest: Office of
Budget and Program Analysis RG 016 Disposition Authority: N1-16-87-1,
Item 2100-5 Record Type: Temporary Disposition: Destroy
when 3 years old
Records Currently Stored in Federal Records
Center(s):
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2100-6 Project Control: Accounting and Financial
Management
Memoranda, reports, and other records documenting assignments,
progress, and completion of projects.
FILE by alphabetically by
title of project.
Office of Primary Interest: Office of the
Chief Financial Officer (OFM) RG 016 Disposition Authority: GRS 16,
Item 5 Record Type: Temporary Disposition: Destroy 1 year
after the year in which the project is closed.
Records Currently
Stored in Federal Records Center(s):
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2110 Accounting Systems
Use for material pertaining to accounting systems approved by GAO;
management advisory services for financial systems; monitoring system
development processes and the coordination of accounting system regulations.
FILE by agency in chronological sequence.
Office of
Primary Interest: Office of the Chief Financial Officer (OFM) RG 016
Disposition Authority: NC1-16-84-1, Item 2110 Record Type:
Temporary Office of Primary Interest Keeps: Destroy when 3 years old
Other Offices: Destroy when 1 year old
Records Currently
Stored in Federal Records Center(s):
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2110-1 Financial Systems
Use for material that documents USDA wide accounting and reporting
systems, e.g., an Accounting Systems Library.
FILE by agency in
chronological sequence.
Office of Primary Interest: Office of
the Chief Financial Officer (OFM) RG 016 Disposition Authority:
NC1-16-84-1, Item 2110-1 Record Type: Temporary Office of
Primary Interest Keeps: Destroy when 3 years old Other Offices:
Destroy when 1 year old
Records Currently Stored in Federal Records
Center(s):
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2120 Cash Management
Use for material that pertains to the effective management of the
Government's cash, which encompasses cash advances and cash held outside the
cash account of the Treasury.
FILE by agency in chronological
sequence.
Office of Primary Interest: Office of the Chief
Financial Officer (OFM) RG 016 Disposition Authority: NC1-16-84-1,
Item 2120 Record Type: Temporary Office of Primary Interest
Keeps: Destroy when 3 years old Other Offices: Destroy when 1
year old
Records Currently Stored in Federal Records Center(s):
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2130 Debt Management
Use for material, which pertains to the effective management of
amounts owed to the Government, which includes analyzing the status of
Government receivables in terms of delinquencies, age of delinquencies,
write-offs, and expected future losses.
FILE by agency and
chronological sequence
Office of Primary Interest: Office of the
Chief Financial Officer (OFM), Office of Budget and Program Analysis RG
016 Disposition Authority: N1-16-87-1, Item 2130 Record Type:
Temporary Office of Primary Interest: : Destroy when 3 years old
Other Offices: Destroy when 1 year old
Records Currently
Stored in Federal Records Center(s):
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2140 Liabilities
Use for material pertaining to liabilities.
FILE by
agency in chronological sequence
Office of Primary Interest:
Office of the Chief Financial Officer (PDS) RG 016 Disposition
Authority: NC1-16-84-1, Item 2140 Record Type: Temporary
Office of Primary Interest: : Destroy when 3 years old Other
Offices: Destroy when 1 year old
Records Currently Stored in
Federal Records Center(s):
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2150 Revenues
Use for material pertaining to revenues.
FILE by agency
in chronological sequence.
Office of Primary Interest: Office of
the Chief Financial Officer (OFM/PDS), Office of Budget and Program
Analysis RG 016 Disposition Authority: NC1-16-84-1, Item 2150
Record Type: Temporary Office of Primary Interest: :
Destroy when 3 years old Other Offices: Destroy when 1 year old
Records Currently Stored in Federal Records Center(s):
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2160 Cost Distribution
Use for material pertaining to the prorating of Departmental
centralized expenses distributed to the agencies.
FILE by agency
and subject
Office of Primary Interest: Office of the Chief
Financial Officer (OFM/PDS), Office of Budget and Program Analysis RG 016
Disposition Authority: NC1-16-87-1, Item 2160 Record Type:
Temporary Disposition: Destroy 5 years after close of FY covered by
budget
Records Currently Stored in Federal Records Center(s):
2160-1 Working Capital Fund
Use for material of a general nature that pertains to the Working
Capital Fund.
FILE by agency and subject
Office of
Primary Interest: Office of the Chief Financial Officer (OFM) RG 016
Disposition Authority: NC1-16-84-1, Item 2160-1 Record Type:
Temporary Disposition: Destroy 3 years after close of FY covered by
budget
Records Currently Stored in Federal Records Center(s):
2160-2 Planning, Development, &
Approval
Use for material pertaining to Working Capital Fund budget
preparation, planning, and final approved budgets.
FILE by
agency and subject.
Office of Primary Interest: Office of the
Chief Financial Officer (OFM) RG 016 Disposition Authority:
NC1-16-84-1, Item 2160-2 Record Type: Temporary
Disposition: Destroy 5 years after close of FY covered by budget
Records Currently Stored in Federal Records Center(s):
2160-3 Financial Reviews
Use for material pertaining to Working Capital Fund reviews, summary
reviews, and individual cost centers reviews of a financial nature.
FILE by agency and subject
Office of Primary
Interest: Office of the Chief Financial Officer (OFM), Office of Budget and
Program Analysis RG 016 Disposition Authority: NC1-16-87-1, Item
2160-3 Record Type: Temporary Disposition: Destroy 5
years after close of FY covered by budget
Records Currently Stored
in Federal Records Center(s):
2160-4 Management Council Cost
Distributions
Use for material pertaining to the distribution of central agency
billings (GSA, DOL) to Departmental agencies; FTS, SLUC, OWCP, etc.
FILE by agency and subject
Office of Primary
Interest: Office of the Chief Financial Officer (PDS) RG 016
Disposition Authority: NC1-16-84-1, Item 2160-4 Record Type:
Temporary Disposition: Destroy 5 years after close of FY covered by
budget
Records Currently Stored in Federal Records Center(s):
2160-5 Working Capital Fund Cost
Distributions
Use for material pertaining to Working Capital Fund cost center
expense distribution to user agencies of Printing Plant, Copier Services,
etc.
FILE by agency and subject
Office of Primary
Interest: Office of the Chief Financial Officer (PDS) RG 016
Disposition Authority: NC1-16-84-1, Item 2160-5 Record Type:
Temporary Disposition: Destroy 5 years after close of FY covered by
budget
Records Currently Stored in Federal Records Center(s):
2160-6 Department Centralized Reimbursable Program Cost
Distributions
Use for material pertaining to Departmental centralized costs or
expenses made through special reimbursable accounts that are prorated to
agencies, e.g., Office of Personnel Management training programs, and Health
Services.
FILE by agency and subject
Office of
Primary Interest: Office of the Chief Financial Officer (PDS) RG 016
Disposition Authority: NC1-16-84-1, Item 2160-6 Record Type:
Temporary Disposition: Destroy 5 years after close of FY covered by
budget
Records Currently Stored in Federal Records Center(s):
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2170 Cost Determination (A-76)
Use for material that provides a basis for efficiently using available
resources in operating commercial and industrial-type activities. A-76
provides guidance in determining the least cost method (i.e., in-house or
contracting out) or providing services of a commercial/industrial nature.
FILE by agency in chronological sequence
Office of
Primary Interest: Office of the Chief Financial Officer (OFM) RG 016
Disposition Authority: NC1-16-84-1, Item 2170 Record Type:
Temporary Office of Primary Interest Keeps: Destroy when 3 years old
Other Offices: Destroy when 1 year old
Records Currently
Stored in Federal Records Center(s):
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2180 Property Accounting
Use for material pertaining to property accounting.
FILE in alphabetical sequence
Office of Primary
Interest: Office of the Chief Financial Officer (OFM) RG 016
Disposition Authority: NC1-16-84-1, Item 2180 Record Type:
Temporary Office of Primary Interest Keeps: Destroy when 3 years old
Other Offices: Destroy when 1 year old
Records Currently Stored in Federal Records Center(s):
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2200
- FISCAL MANAGEMENT
Use for material of a general nature that pertains to fiscal
management that does not fit elsewhere in this category.
FILE by
subject in chronological sequence
Office of Primary Interest:
Office of the Chief Financial Officer (PDS), Office of Budget and Program
Analysis RG 016 Disposition Authority: GRS 6 Item 5.a. Record
Type: Temporary Disposition: 2 yrs
Records Currently
Stored in Federal Records Center(s):
2200.a Electronic Mail and Word Processing System Copies
2200.a.1 Production Copies
Copies that have no further administrative value after the
recordkeeping copy is made. Includes copies maintained by individuals in
personal files, personal electronic mail directories, or other personal
directories on hard disk or network drives, and copies on shared network drives
that are used only to produce the recordkeeping copy.
RG 016
Disposition Authority: GRS 6, Item 12.a Record Type: Temporary
Disposition: Destroy/delete within 180 days after the recordkeeping
copy has been produced.
2200.a.2 Copies for Dissemination, Revision, or Updating
Copies used for disseminating, revising, or updating that
are maintained in addition to the recordkeeping copy.
RG 016
Disposition Authority: GRS 6, Item 12.b Record Type: Temporary
Disposition: Destroy/delete when disseminating, revising, or
updating is completed.
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2200-1 Administrative Issuances: Fiscal
Management
Issuances that originate within Department agencies or staff offices
as interpretations of external directives or enabling legislation. [See note
after item 2200-1b.]
Office of Primary Interest: Office of the
Chief Financial Officer (PDS) RG 016 Disposition Authority: GRS 16,
Item 1.a Record Type: Temporary Disposition: Destroy when
superseded or obsolete.
2200-1.b Case Files
Case files related to 2200-1 Administrative Issuances: Fiscal
Management that document aspects of the development of the issuance.
Office of Primary Interest: Office of the Chief Financial
Officer (PDS) RG 016 Disposition Authority: GRS 16, Item 1.b
Record Type: Temporary Disposition: Destroy when issuance
is destroyed.
[NOTE: Record sets of formal directives, procedural
and operating manuals, publications, and management improvement reports
submitted to the Office of Management and Budget (OMB), and the case files
documenting their development are potentially permanent records and must be
scheduled by submission of an SF 115 to NARA. (Instructions for Standard Form
(SF) 115 :
http://www.archives.gov/records_management/ policy_and_guidance/standard_form_115_instructions.html.)]
2200-1-1 External or Non-Series Instructions: Fiscal Management
Use for material of a directional nature which originates outside USDA
or which originates within USDA but is not part of a formal directive system.
Includes comments and other materials on proposed and existing instructions.
RG 016 Disposition Authority: GRS 16, Item 4.a. Record
Type: Temporary Disposition: Destroy when superseded or
obsolete.
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2200-2 Financial Reports
Use for agency financial reports.
FILE by agency and
subject.
Office of Primary Interest: Office of the Chief
Financial Officer RG 016 Disposition Authority: GRS 6, Item
5.b Record Type: Temporary Disposition: Destroy when 3
years old.
Records Currently Stored in Federal Records
Center(s):
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2200-3 Expenditure Accounting Posting and Control Files
Records used as posting and control media, subsidiary to the general
and allotment ledgers, and not covered elsewhere in the 2200 series.
FILE by subject in chronological sequence.
Office of
Primary Interest: Office of the Chief Financial Officer RG 016
Disposition Authority: GRS 7, Item 4.a and 4.b Record Type:
Temporary Office of Primary Interest: Destroy when 3 years
old. Other Offices: Destroy when 2 years old.
Records
Currently Stored in Federal Records Center(s):
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2200-4 Report and Studies: Fiscal Management Use for reports and studies which pertain to fiscal management.
FILE by agency and subject.
Office of Primary
Interest: Office of the Chief Financial Officer RG 016 Disposition
Authority: GRS 6, Item 5.b. Record Type: Temporary
Disposition: Destroy when 3 years old.
Records Currently
Stored in Federal Records Center(s):
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2200-5 Project Control: Fiscal Management
Use for memoranda, reports, and other records documenting assignments,
progress, and completion of projects.
FILE: Case file
alphabetically by title of project.
RG 016 Disposition
Authority: GRS 16, Item 5 Record Type: Temporary
Disposition: Destroy 1 year after the year in which the project is
closed.
Records Currently Stored in Federal Records Center(s):
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2210
General Fund Files
Records relating to availability, collection, custody, and deposit of
funds including appropriation warrants and certificates of deposit, other than
items covered by 2245 Certificates Settlement files.
Office of Primary Interest: Office of the Chief Financial
Officer, Office of Budget and Program Analysis RG 016 Disposition
Authority: GRS 6, Item 4 Record Type: Temporary
Disposition: Destroy when 3 years old
Records Currently
Stored in Federal Records Center(s):
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2220 Accountable Officers' Files
Original or ribbon copy of accountable officers' accounts
maintained in the agency for site audit by GAO auditors, consisting of
statements of transactions, statements of accountability, collection schedules,
collection vouchers, disbursement schedules, disbursement vouchers, and all
other schedules and vouchers or documents used as schedules or vouchers,
exclusive of commercial passenger transportation and freight records and
payroll records, EXCLUDING accounts and supporting documents pertaining to
American Indians. If an agency is operating under an integrated
accounting system approved by GAO, certain required documents supporting
vouchers and/or schedules are included in the site audit records. These records
document only the basic financial transaction, money received and money paid
out or deposited in the course of operating the agency. All copies
except the certified payment or collection copy, usually the original or ribbon
copy, and all additional or supporting documentation not involved in an
integrated system are covered by succeeding items in this schedule.
Site audit records include, but are not limited to, the Standard and Optional
Forms listed below. Also included are equivalent agency forms that
document the basic financial transaction as described above.
SF 215 Deposit Ticket
SF 224 Statement of Transactions
SF 1012 Travel Voucher
SF 1034 Public Voucher for Purchases and Services Other Than Personal
SF 1036 Statement of Certificate and Award
SF 1038 Advance of Funds Application and Account
SF 1047 Public Voucher for Refunds
SF 1069 Voucher for Allowance at Foreign Posts of Duty
SF 1080 Voucher for Transfer Between Appropriations and/or
Funds
SF 1081 Voucher and Schedule of Withdrawals and
Credits
SF 1096 Schedule of Voucher Deductions
SF 1097 Voucher and Schedule to Effect Correction of
Errors
SF 1098 Schedule of Canceled Checks
SF 1113 Public Voucher for Transportation Charges
SF 1129 Reimbursement Voucher
SF 1143 Advertising Order
SF 1145 Voucher for Payment Under Federal Tort Claims Act
SF 1154 Public Voucher for Unpaid Compensation Due a Deceased Civilian Employee
SF 1156 Public Voucher for Fees and Mileage
SF 1164 Claim for Reimbursement for Expenditures on
Official Business
SF 1166 Voucher and Schedule of Payments
SF 1185 Schedule of Undeliverable Checks for Credit to
Government Agencies
SF 1218 Statement of Accountability (Foreign Service Account)
SF 1219 Statement of Accountability
SF 1220 Statement of Transactions According to
Appropriation, Funds, and Receipt Accounts
SF 1221 Statement of Transactions According to
Appropriation, Funds, and Receipt Accounts (Foreign Service Account)
SF 1114 Bill of Collection
SF 1114A Official Receipt
SF 1114B Collection Voucher
Office of Primary Interest: Office of the Chief Financial
Officer, Office of Budget and Program Analysis RG 016 Disposition
Authority: GRS 6 Item 1.a & b Record Type: Temporary
Office of Primary Interest Keeps: 6 yrs 3 months Other
Offices: 1 year
Records Currently Stored in Federal Records
Center(s):
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2225 Fiscal Irregularities
Use for material pertaining to accounting authorization
irregularities.
FILE by agency
Office of Primary Interest: Office of the Chief Financial
Officer, Office of Budget and Program Analysis RG 016 Disposition
Authority: NC1-16-84, Item 2240-1-3 Record Type: Temporary
Office of Primary Interest Keeps: Destroy when 15 years old
Other Offices: Destroy when 1 year old
Records Currently
Stored in Federal Records Center(s):
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2230 GAO Exceptions Files
GAO notices of exceptions, such as SF 1100, formal or informal, and
related correspondence.
FILE by agency
Office of Primary Interest: Office of the Chief Financial
Officer RG 016 Disposition Authority: GRS 6, Item 2 Record
Type: Temporary Disposition: Destroy 1 year after exception has
been reported as cleared by GAO
Records Currently Stored in Federal
Records Center(s):
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2245 Certificates Settlement Files
Copies of certificates and settlement of accounts of accountable
officers, statements of differences, and related records.
2245.a Certificates covering closed account settlements,
supplemental settlements, and final balance settlements.
Office of Primary Interest: Office of the Chief Financial
Officer, Office of Budget and Program Analysis RG 016 Disposition
Authority: GRS 6 Item 3 .a Record Type: Temporary
Disposition: Destroy 2 years after date of settlement
2245.b Certificates covering period settlements.
Office of Primary Interest: Office of the Chief Financial
Officer, Office of Budget and Program Analysis RG 016 Disposition
Authority: GRS 6 Item 3 .b Record Type: Temporary
Disposition: Destroy when subsequent certificate of settlement is
received.
Records Currently Stored in Federal Records Center(s):
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2260 Appropriation Allotment Files
Allotment records showing status of obligations and allotments under
each authorized appropriation.
Office of Primary Interest: Office of the Chief Financial
Officer RG 016 Disposition Authority: GRS 7, Item 3 Record
Type: Temporary Disposition: Destroy 6 years and 3 months after
the close of the fiscal year involved.
Records Currently Stored in
Federal Records Center(s):
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2300 - TRANSPORTATION & TRAVEL
Routine administrative records including correspondence, forms, and
related records pertaining to commercial and noncommercial agency travel and
transportation and freight functions not covered elsewhere in this file
category.
FILE by agency and subject.
Office of Primary Interest: Office of the Chief Financial
Officer RG 016 Disposition Authority: GRS 9, Item 4.a Record
Type: Temporary Disposition: Destroy when 2 years
old.
Records Currently Stored in Federal Records Center(s):
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2300.a Electronic Mail and Word Processing System Copies
2300.a.1 Production Copies
Copies that have no further administrative value after the
recordkeeping copy is made. Includes copies maintained by individuals in
personal files, personal electronic mail directories, or other personal
directories on hard disk or network drives, and copies on shared network drives
that are used only to produce the recordkeeping copy.
RG 016
Disposition Authority: GRS 9, Item 8.a Record Type: Temporary
Disposition: Destroy/delete within 180 days after the recordkeeping
copy has been produced.
2300.a.2 Copies for Dissemination, Revision, or Updating
Copies used for disseminating, revising, or updating that
are maintained in addition to the recordkeeping copy.
RG 016
Disposition Authority: GRS 9, Item 8.b Record Type: Temporary
Disposition: Destroy/delete when disseminating, revising, or
updating is completed.
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2300-1 Administrative Issuances: Transportation
and Travel
Issuances that originate within Department agencies or staff offices
as interpretations of external directives or enabling legislation. [See note
after item 2300-1b.]
Office of Primary Interest: Office of the
Chief Financial RG 016 Disposition Authority: GRS 16, Item 1.a
Record Type: Temporary Disposition: Destroy when
superseded or obsolete.
2300-1.b Case Files
Case files related to (2300-1.a) above that document aspects of the
development of the issuance.
Office of Primary Interest: Office
of the Chief Financial RG 016 Disposition Authority: GRS 16, Item
1.b Record Type: Temporary Disposition: Destroy when
issuance is destroyed.
[NOTE: Record sets of formal directives,
procedural and operating manuals, publications, and management improvement
reports submitted to the Office of Management and Budget (OMB), and the case
files documenting their development are potentially permanent records and must
be scheduled by submission of an SF 115 to NARA. (Instructions for Standard
Form (SF) 115 :
http://www.archives.gov/records_management/ policy_and_guidance/standard_form_115_instructions.html.)]
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2300-1-1 External or Non-Series Instructions: Transportation and
Travel
Use for material of a directional nature which originates outside USDA
or which originates within USDA but is not part of a formal directive system.
Includes comments and other materials on proposed and existing instructions.
Office of Primary Interest: All RG 016 Disposition
Authority: GRS 16, Item 4.a. Record Type: Temporary
Disposition: Destroy when superseded or obsolete.
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2300-2 Noncommercial, Reimbursable Travel
Copies of records relating to reimbursing individuals, such as travel
orders, per diem vouchers, and all other supporting documents relating to
official travel by officers, employees, dependents, or others authorized by law
to travel.
Office of Primary Interest: Office of the Chief Financial
RG 016 Disposition Authority: GRS 9, Item 3.a & b Record
Type: Temporary Office of Primary Interest Keeps: Destroy when 6
years old Other Offices: Obligation copies. Destroy when funds are
obligated.
Records Currently Stored in Federal Records
Center(s):
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2300-3 Federal Employee Transportation Subsidy Records
Documents in either paper or electronic form relating to the
disbursement of transportation subsidies to employees, including applications
of employees no longer in the program, superseded applications, certification
logs, vouchers, spreadsheets, and other forms used to document the disbursement
of subsidies.
Office of Primary Interest: Office of the Chief
Financial RG 016 Disposition Authority: GRS 9, Item 7 Record
Type: Temporary Office of Primary Interest Keeps: Destroy when 3
years old.
Records Currently Stored in Federal Records Center(s)
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2310 Commercial Freight and Passenger Transportation
2310. a Original Vouchers and Support Documents
Original vouchers and support documents covering commercial freight
and passenger transportation charges of settled fiscal accounts, including
registers and other control documents, but EXCLUDING those covered by 2310.b.
Office of Primary Interest: Office of the Chief Financial
RG 016 Disposition Authority: GRS 9, Item 1.a Record
Type: Temporary Office of Primary Interest Keeps: Destroy 6
years after the period of the account
Records Currently Stored in
Federal Records Center(s)
2310.b Challenged Vouchers and Support
Documents
Records covering payment for commercial freight and passenger
transportation charges for services for which 1) notice of overcharge has been
or is expected to be issued, or if a rail freight overpayment is involved, 2)
deduction or collection action has been taken, 3) the voucher contains inbound
transit shipment(s), 4) parent voucher has print of paid supplemental bill
associated, 5) the voucher has become involved in litigation, or 6) any other
condition arises, such as detection of overcharge, that prevents the settling
of the account, requiring the voucher to be retained beyond the 6 year
retention period.
Office of Primary Interest: Office of the
Chief Financial RG 016 Disposition Authority: GRS 9, Item 1.b
Record Type: Temporary Disposition: Destroy when 10 years
old
Records Currently Stored in Federal Records
Center(s)
2310.c Government or Commercial Bills of
Lading
Issuing office copies of Government or commercial bills of lading,
commercial passenger transportation vouchers (Standard Form (SF) 1113A) and
transportation requests (SF 1169), travel authorizations, and supporting
documents.
Office of Primary Interest: Office of the Chief
Financial RG 016 Disposition Authority: GRS 9, Item 1.c & d
Record Type: Temporary Office of Primary Interest Keeps:
Destroy 6 years after the period of the account Other Offices:
Obligation copies. Destroy when funds are obligated.
Records
Currently Stored in Federal Records Center(s):
2310.d Unused Ticket Redemption
Forms
Unused ticket redemption forms, such as SF 1170.
Office
of Primary Interest: Office of the Chief Financial RG 016
Disposition Authority: GRS 9, Item 1.e Record Type: Temporary
Disposition: Destroy 3 years after the year in which the transaction
is completed.
Records Currently Stored in Federal Records
Center(s):
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2320 Records Relating to Official Passports
2320.a. Passport Applications
Documents relating to the issuance of official passports, including
requests for passports, transmittal letters, receipts, and copies of travel
authorizations.
Office of Primary Interest: Office of the Chief
Financial RG 016 Disposition Authority: GRS 9, Item 5.a
Record Type: Temporary Disposition: Destroy when 3 years
old or upon separation of bearer, whichever is sooner.
Records
Currently Stored in Federal Records Center(s):
2320.b Annual Report to Department of
State
Annual reports concerning official passports. Reports to the
Department of State concerning the number of official passports issued and
related matters.
Office of Primary Interest: Office of the Chief
Financial RG 016 Disposition Authority: GRS 9, Item 5.b
Record Type: Temporary Disposition: Destroy when 1 year
old.
Records Currently Stored in Federal Records
Center(s):
2320.c Passport Registers
Registers and lists of agency personnel who have official passports.
Office of Primary Interest: Office of the Chief Financial
RG 016 Disposition Authority: GRS 9, Item 5.c Record Type:
Temporary Disposition: Destroy when superseded or obsolete.
Records Currently Stored in Federal Records
Center(s):
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2350 Lost or Damaged Shipments Files
Schedules of valuables shipped, correspondence, reports, and other
records relating to the administration of the Government Losses in Shipment
Act.
Office of Primary Interest: Office of the Chief
Financial RG 016 Disposition Authority: GRS 9, Item 2 Record
Type: Temporary Disposition: Destroy when 6 years
old.
Records Currently Stored in Federal Records Center(s):
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2400 - SMALL and DISADVANTAGED BUSINESS UTILIZATION
Correspondence, reports, studies, goal statements, and other records
relating to the small and disadvantaged business utilization program, as
required by Pub.L. 95-507.
Office of Primary Interest: Office of
the Chief Financial Officer RG 016 Disposition Authority: GRS 3, Item
17 Record Type: Temporary Disposition: Destroy when 3
years old.
Records Currently Stored in Federal Records Center(s):
2400.a Electronic Mail and Word Processing System Copies
2400.a.1 Production Copies
Copies that have no further administrative value after the
recordkeeping copy is made. Includes copies maintained by individuals in
personal files, personal electronic mail directories, or other personal
directories on hard disk or network drives, and copies on shared network drives
that are used only to produce the recordkeeping copy.
RG 016
Disposition Authority: GRS 3, Item 18.a Record Type: Temporary
Disposition: Destroy/delete within 180 days after the recordkeeping
copy has been produced.
2400.a.2 Copies for Dissemination, Revision, or Updating
Copies used for disseminating, revising, or updating that
are maintained in addition to the recordkeeping copy.
RG 016
Disposition Authority: GRS 3, Item 18.b Record Type: Temporary
Disposition: Destroy/delete when disseminating, revising, or
updating is completed.
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2450 Grants
Use for material pertaining to the transfer of money or property to
assist recipients to accomplish a public purpose authorized by statute,
including all formula, project or other grants and cooperative agreements, and
cost sharing arrangements not specifically described
elsewhere.
FILE by agency.
Office of Primary
Interest: Office of Budget and Program Analysis RG 016 Disposition
Authority: N1-16-87-1, Item 2450 Record Type: Temporary
Disposition: Destroy 5 years after case file is
closed.
Records Currently Stored in Federal Records Center(s):
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2450-1 Grant Control Files
Use for material pertaining to indexes, registers,
logs or other records relating to control of assigning numbers
of identifying projects, applications and grants.
FILE by agency.
Office of Primary Interest:
Office of the Chief Financial Officer RG 016 Disposition Authority:
GRS 3, Item 14 Record Type: Temporary Disposition: Destroy
when 2 years old.
Records Currently Stored in Federal Records
Center(s):
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2500 - ADMINISTRATIVE CLAIMS FILES
2500.a Electronic Mail and Word Processing System Copies
2500.a.1 Production Copies
Copies that have no further administrative value after the
recordkeeping copy is made. Includes copies maintained by individuals in
personal files, personal electronic mail directories, or other personal
directories on hard disk or network drives, and copies on shared network drives
that are used only to produce the recordkeeping copy.
RG 016
Disposition Authority: GRS 6, Item 12.a Record Type: Temporary
Disposition: Destroy/delete within 180 days after the recordkeeping
copy has been produced.
2500.a.2 Copies for Dissemination, Revision, or Updating
Copies used for disseminating, revising, or updating that
are maintained in addition to the recordkeeping copy.
RG 016
Disposition Authority: GRS 6, Item 12.b Record Type: Temporary
Disposition: Destroy/delete when disseminating, revising, or
updating is completed.
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2510 Claims against the United States
Records relating to claims against the United States for moneys that
have been administratively (1) disallowed in full or (2) allowed in full or in
part, and final payment of the amount awarded, EXCLUDING claims covered by
subitem 2520.b. below.
RG 016 Disposition Authority: GRS 6, Item 10.a Record
Type: Temporary Disposition: Destroy when 6 years, 3 months old.
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2520 Debt Claims
Claims by the United States subject to the Federal Claims Collection
Standards and 28 U.S.C. 2415 or 31 U.S.C. 3716(c)(1). Records
relating to claims for money or property that were administratively determined
to be due and owing to the United States and that are subject to the Federal
Claims Collection Standards (4 CFR Chapter II), EXCLUDING claims covered
under subitem 2510.b. below.
2520.a Paid Claims
Claims that were paid in full or by means of a compromise agreement
pursuant to 4 CFR Part 103.
RG 016 Disposition Authority: GRS 6, Item
10.b(1) Record Type: Temporary Disposition: Destroy when 6
years, 3 months old.
2520.b Terminated Claims
Claims for which collection action has been terminated under 4 CFR
Part 104.
2520.b(1) Claims for which the Government's right to collect was not
extended.
RG 016 Disposition Authority: GRS 6, Item
10.b(2)(a) Record Type: Temporary Disposition: Destroy 10
years, 3 months after the year in which the Government's right to collect first
accrued.
2520.b(2) Claims for which the Government is entitled (per 28 U.S.C.
2415) to additional time to initiate legal action.
RG 016 Disposition Authority: GRS 6, Item
10.b(2)(b) Record Type: Temporary Disposition: Destroy 3
months after the end of the extended period.
2520.b(3) Claims that the agency administratively determines are not
owed to the United States after collection action was initiated.
RG 016 Disposition Authority: GRS 6, Item
10.b(3) Record Type: Temporary Disposition: Destroy when 6
years, 3 months old.
2520.c Claims: Subject to Litigation
Claims files that are affected by a court order or that are subject
to litigation proceedings.
RG 016 Disposition Authority: GRS 6,
Item 10.c Record Type: Temporary Disposition: Destroy when
the court order is lifted, litigation is concluded, or when 6 years, 3 months
old, whichever is later.
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2570 Waiver of Claims Files
Records relating to waiver of claims of the United States against a
person arising out of an erroneous payment of pay allowances, travel expenses,
or relocation expenses to an employee of an agency or a member or former member
of the uniformed services or the National Guard, including bills of collection,
requests for waiver of claim, investigative reports, decisions by agency and/or
GAO approving or denying the waiver, and related records.
2570.a Approved Waivers
Approved waivers (agencies may approve amounts not aggregating to
more than $500 or GAO may approve any amount). RG 016 Disposition
Authority: GRS 6, Item 11.a Record Type: Temporary
Disposition: Destroy 6 years, 3 months after the close of the fiscal
year in which the waiver was approved.
2570.b Denied Waivers
Denied waivers. RG 016 Disposition Authority: GRS 6,
Items 10.b & 10.c Record Type: Temporary Disposition:
Destroy when the court order is lifted, litigation is concluded, or when 6
years, 3 months old, whichever is later.
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2600 - PAY & ALLOWANCES
Correspondence between agency and payroll processor regarding general,
routine administrative issues that do not relate to individual payments.
RG 016 Disposition Authority: GRS 2, Item 24 Record
Type: Temporary Disposition: Destroy when 2 years old.
2600.a Electronic Mail and Word Processing
System Copies
2600.a.1 Production Copies
Copies that have no further administrative value after the
recordkeeping copy is made. Includes copies maintained by individuals in
personal files, personal electronic mail directories, or other personal
directories on hard disk or network drives, and copies on shared network drives
that are used only to produce the recordkeeping copy.
RG 016
Disposition Authority: GRS 2, Item 31.a Record Type: Temporary
Disposition: Destroy/delete within 180 days after the recordkeeping
copy has been produced.
2600.a.2 Copies for Dissemination, Revision, or Updating
Copies used for disseminating, revising, or updating that
are maintained in addition to the recordkeeping copy.
RG 016
Disposition Authority: GRS 2, Item 31.b Record Type: Temporary
Disposition: Destroy/delete when disseminating, revising, or
updating is completed.
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2600-1 Notices and Administrative Issuances: Pay
& Allowances
Issuances that originate within Department agencies or staff offices
as interpretations of external directives or enabling legislation. [See note
after item 2600-1.b]
Office of Primary Interest: Office of Human
Resources Management RG 016 Disposition Authority: GRS 16, Item 1.a
Record Type: Temporary Disposition: Destroy when
superseded or obsolete.
2600-1.b Case Files
Case files related to 2600-1 Notices and Administrative
Issuances: Pay & Allowances that document aspects of the development of
the issuance.
Office of Primary Interest: Office of Human
Resources Management RG 016 Disposition Authority: GRS 16, Item 1.b
Record Type: Temporary Disposition: Destroy when issuance
is destroyed.
Records Currently Stored in Federal Records
Center(s):
[NOTE: Record sets of formal directives,
procedural and operating manuals, publications, and management improvement
reports submitted to the Office of Management and Budget (OMB), and the case
files documenting their development are potentially permanent records and must
be scheduled by submission of an SF 115 to NARA. (Instructions for Standard
Form (SF) 115 :
http://www.archives.gov/records_management/ policy_and_guidance/standard_form_115_instructions.html.)]
2600-1-1 External or Non-Series Instructions: Pay & Allowances
Use for material of a directional nature which originates outside USDA
or which originates within USDA but is not part of a formal directive system.
Includes comments and other materials on proposed and existing
instructions.
RG 016 Disposition Authority: GRS 16, Item 4.a.
Record Type: Temporary Disposition: Destroy when
superseded or obsolete.
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2600-2 Payroll Administration
2600-2.a Payroll System Reports.
Error reports, ticklers, system operation reports.
RG 016
Disposition Authority: GRS 2, Item 22.a. Record Type: Temporary
Disposition: Destroy when related actions are completed or when no
longer needed, not to exceed 2 years.
2600-2.b Workload or Personnel Management Data
Reports and data used for agency workload and or personnel
management purposes.
RG 016 Disposition Authority: GRS 2, Item
22.b Record Type: Temporary Disposition: Destroy when 2 years old.
2600-2.c Fiscal Payroll Information
Reports providing fiscal information on agency payroll.
RG 016 Disposition Authority: GRS 2, Item 22.c Record
Type: Temporary Disposition: Destroy after GAO audit or when 3
years old, whichever is sooner.
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2600-3 Payroll Change Files
Records used to direct a change or correction of an individual pay
transaction whether created and maintained by paying agency or payroll
processor.
2600-3.a. Copies subject to GAO audit.
RG 016 Disposition
Authority: GRS 2, Item 23.a Record Type: Temporary
Disposition: Destroy after GAO audit or when 3 years old, whichever
is sooner.
2600-3.b. All other copies.
RG 016 Disposition
Authority: GRS 2, Item 23.b Record Type: Temporary
Disposition: Destroy 1 month after end of related pay period.
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2600-4 Tax Withholding Files
2600-4.a Tax Withholding Certificates
Employee withholding allowance certificate such as Internal Revenue
Service (IRS) Form W-4 and state equivalents.
RG 016 Disposition
Authority: GRS 2, Item 13.a Record Type: Temporary
Disposition: Destroy 4 years after superseded or obsolete or upon
separation of employee.
2600-4.b Wage and Tax Statements
Agency copy of employee wages and tax statements, such as IRS Form
W-2 and state equivalents, maintained by agency or payroll processor.
RG 016 Disposition Authority: GRS 2, Item 13.b Record
Type: Temporary Disposition: Destroy when 4 years old.
2600-4.c Employer Reports of Federal Tax Withheld
Agency copy of employer reports of Federal tax withheld, such as IRS
Form W-3, with related papers including reports relating to income and social
security tax, and state equivalents, maintained by agency or payroll processor.
RG 016 Disposition Authority: GRS 2, Item 13.c Record
Type: Temporary Disposition: Destroy when 4 years old.
Records Currently Stored in Federal Records Center(s): 37
cubic feet: 20 in 1997, 11 in 1998, 6 in 2001
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2600-5 Savings Bond Purchase Files
2600-5.a. Authorization for Purchase and Request for Change
U.S. Savings Bonds, SB 2152, or equivalent.
RG 016
Disposition Authority: GRS 2, Item 14.a Record Type: Temporary
Disposition: Destroy when superseded or after separation of
employee.
2600-5.b. Bond Registration Files
Issuing agent's copies of bond registration stubs.
RG 016
Disposition Authority: GRS 2, Item 14.b Record Type: Temporary
Disposition: Destroy 4 months after date of issuance of bond.
2600-5.c. Bond receipt and transmittal files
Receipts for and transmittals of U.S. Savings Bonds.
RG
016 Disposition Authority: GRS 2, Item 14.c Record Type:
Temporary Disposition: Destroy 4 months after date of issuance of
bond.
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2600-6 Combined Federal Campaign and Other
Allotment Authorizations
RG 016 Disposition Authority: GRS 2, Item 15.a and 15.b
Record Type: Temporary Disposition: Destroy after GAO
audit or when 3 years old, whichever is sooner.
Records Currently Stored in Federal Records Center(s): 9 cubic feet in 2000
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2600-7 Thrift Savings Plan Election Form
Form TSP- 1 authorizing deduction of employee contribution to the
Thrift Savings Plan.
RG 016 Disposition Authority: GRS 2, Item
16 Record Type: Temporary Disposition: Destroy when
superseded or after separation of employee.
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2600-8 Direct Deposit Sign-up Form
Direct Deposit Sign-Up Forms (SF 1199A) RG 016 Disposition
Authority: GRS 2, Item 17 Record Type: Temporary
Disposition: Destroy when superseded or after separation.
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2600-9 Levy and Garnishment Files
Official Notice of Levy or Garnishment (IRS Form 668A or equivalent),
change slip, work papers, correspondence, release and other forms, and other
records relating to charge against retirement funds or attachment of salary for
payment of back income taxes or other debts of Federal employees.
RG
016 Disposition Authority: GRS 2, Item 18 Record Type: Temporary
Disposition: Destroy 3 years after garnishment is terminated.
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We welcome your comments and suggestions about these
pages. For information related to the USDA Records Management
Program, please contact Colleen
Snyder.
http://www.ocio.usda.gov/records/budget_files.html
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