016 budget files

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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.

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Disposition: Destroy when superseded or obsolete.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.)]

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.

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):

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):

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.

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

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

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)

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.

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.

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.

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):

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):

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):

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):

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):

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):

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):

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):

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):

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):

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):

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):

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):

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.

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.

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):

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):

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):

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):

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):

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):

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):

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):

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):

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):

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):

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.

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.)]

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.

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):

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)

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):

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):

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):

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.

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):

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):

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.

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.

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.

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.

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.

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.

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.

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.

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

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.

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

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.

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.

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.

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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