Kansas Records Retention Schedules
Results of Query:
Agency Code: 000-005 (State General Retention and Disposition Schedule. Personnel)
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starting on record 1
Agency Number: 000-005
State General Retention and Disposition Schedule
Personnel
SERIES ID |
0253-000 |
TITLE |
Americans with Disabilities Act (ADA) Accommodation Requests |
DESCRIPTION |
Records related to employee requests for reasonable accommodations under the Americans with Disabilities Act. Includes requests, doctors' explanations, documentation of meetings, notifications, correspondence, and training materials. Does not include complaints. Records contain protected health information (PHI) and medical information and must be maintained separately from the personnel file. |
RETENTION |
See Comments |
COMMENTS |
Retain 6 calendar years after completion or denial, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(1)(3)(4)(30), 29 CFR 1602.31, 45 CFR Parts 160 and 164 |
APPROVED |
2021-07-15
|
K.A.R. NUMBER |
53-2-210 |
SERIES ID |
0254-000 |
TITLE |
Americans with Disabilities Act (ADA) Grievance Files |
DESCRIPTION |
Records related to investigations of complaints or grievances filed by state employees or other individuals regarding possible violations of the ADA requirements. |
RETENTION |
See Comments |
COMMENTS |
Retain 5 calendar years after grievance is settled, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(1)(3)(4)(11)(25)(30), 29 CFR 1602.31, 45 CFR Parts 160 and 164 |
APPROVED |
2021-07-15
|
K.A.R. NUMBER |
53-2-210 |
SERIES ID |
0006-000 |
TITLE |
Applications for Examination |
DESCRIPTION |
Standardized form developed by the Department of Administration's Office of Personnel Services to determine if an applicant is qualified to take an examination for a specific classified position. |
RETENTION |
3 calendar years |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1991-10-17
; Revised 2021-03-18 |
K.A.R. NUMBER |
53-2-090 |
SERIES ID |
0039-000 |
TITLE |
Employee Attendance and Leave Records |
DESCRIPTION |
Records documenting time worked by individual employees and any deviations from normal work hours. Includes time sheets, time cards, attendance reports, absence reports, sign-in/out sheets, leave requests and authorizations, etc. |
RETENTION |
5 fiscal years |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(4) |
APPROVED |
2021-04-15
|
K.A.R. NUMBER |
53-2-209 |
SERIES ID |
0036-000 |
TITLE |
Employee Personnel Files |
DESCRIPTION |
Records associated with the employment of specific personnel: employee evaluation forms, applications of employment, background checks, and other personnel materials. |
RETENTION |
See Comments |
COMMENTS |
Retain full personnel file for length of employee's tenure plus 3 calendar years (5 calendar years for contract employees). Retain abstracted work history (appointment data and change of status information, consistent with sound HR practice and legal counsel advice of meeting regulatory needs), a summary log of background checks, employment start date, employment end date, position titles and dates in each position an additional 12 calendar years, then destroy. Retain abstracted payroll history (name, title, year, hours, and pay rate) 40 calendar years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
Portions may be restricted per KSA 45-221(a)(3)(4)(6)(9)(30) and KSA 22-4701 et seq. |
APPROVED |
2021-04-15
|
K.A.R. NUMBER |
53-2-209 |
SERIES ID |
0038-000 |
TITLE |
Employee Position Descriptions |
DESCRIPTION |
Formal descriptions of duties and other characteristics of particular employment positions. |
RETENTION |
See Comments |
COMMENTS |
Retain until superseded plus 3 calendar years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1991-10-17
; Revised 2021-03-18 |
K.A.R. NUMBER |
53-2-090 |
SERIES ID |
0040-000 |
TITLE |
Employee Training Course Materials |
DESCRIPTION |
Record copy of manuals, syllabi, textbooks and other training aids created for agency sponsored employee training programs. |
RETENTION |
See Comments |
COMMENTS |
Retain until training program is obsolete, then transfer one copy of each manual, syllabus, and textbook to the archives, destroy the remainder. See also Employee Training Records. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1996-01-18
|
K.A.R. NUMBER |
53-2-107 |
SERIES ID |
0041-000 |
TITLE |
Employee Training Records |
DESCRIPTION |
Correspondence, reports, and other records relating to the operation of agency sponsored training programs and to employee participation in training programs sponsored by external organizations. |
RETENTION |
See Comments |
COMMENTS |
Retain 5 calendar years or until superseded, whichever is sooner, then destroy. See also Employee Training Course Materials. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1996-01-18
|
K.A.R. NUMBER |
53-2-107 |
SERIES ID |
0042-000 |
TITLE |
Employee Withholding Allowance Certificates |
DESCRIPTION |
Internal Revenue Service W-4 forms completed by employees to establish rate of tax to be withheld from paychecks. |
RETENTION |
See Comments |
COMMENTS |
Retain until superseded or termination of employment plus 4 calendar years (whichever is later), then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(4) and KSA 79-3234 |
APPROVED |
2021-04-15
|
K.A.R. NUMBER |
53-2-209 |
SERIES ID |
0043-000 |
TITLE |
Employment Applications - Not Hired |
DESCRIPTION |
Applications, resumes, and supplementary materials, including background checks, submitted by unsuccessful applicants for employment. |
RETENTION |
3 calendar years |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(4)(6) |
APPROVED |
2009-01-08
; Revised 2021-03-18 |
K.A.R. NUMBER |
53-2-158 |
SERIES ID |
0044-000 |
TITLE |
Employment Eligibility Verification Form |
DESCRIPTION |
Immigration and Naturalization Service (INS) form I-9 completed by employee verifying eligibility to work in the United States. |
RETENTION |
See Comments |
COMMENTS |
Retain for length of employee tenure plus 3 calendar years, then destroy. |
DISPOSITION |
See Comments |
RESTRICTIONS |
KSA 45-221(a)(4) |
APPROVED |
1998-01-08
; Revised 2021-03-18 |
K.A.R. NUMBER |
53-2-114 |
SERIES ID |
0045-000 |
TITLE |
Equal Employment Opportunity Grievance Files |
DESCRIPTION |
Records related to discrimination charges concerning employment made against an agency and subsequent investigations. |
RETENTION |
See Comments |
COMMENTS |
Retain 5 calendar years after grievance is settled, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(4)(11)(25) |
APPROVED |
2021-04-15
|
K.A.R. NUMBER |
53-2-209 |
SERIES ID |
0046-000 |
TITLE |
Equal Employment Opportunity Plans |
DESCRIPTION |
Records related to agency compliance with laws and regulations concerning Equal Employment Opportunity/Affirmative Action plans. |
RETENTION |
5 calendar years |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1991-10-17
; Revised 2021-03-18 |
K.A.R. NUMBER |
53-2-090 |
SERIES ID |
0133-000 |
TITLE |
Exit Interviews |
DESCRIPTION |
Records related to discussions with employees leaving employment with an agency. |
RETENTION |
3 calendar years |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(4) |
APPROVED |
2021-04-15
|
K.A.R. NUMBER |
53-2-209 |
SERIES ID |
0255-000 |
TITLE |
Family and Medical Leave Act (FMLA) Records |
DESCRIPTION |
Employee requests and agency determinations for use of extended medical leave for personal or family-related emergencies. |
RETENTION |
See Comments |
COMMENTS |
Retain 3 calendar years after completion or denial, then destroy. Retain any medical records pertaining to a workplace injury, illness, or exposure that leads to an OSHA investigation for the duration of employment plus 30 calendar years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(1)(3), 29 CFR 825.500(g) |
APPROVED |
2021-10-21
|
K.A.R. NUMBER |
53-2-211 |
SERIES ID |
0102-000 |
TITLE |
Human Resources Management System Reports |
DESCRIPTION |
Computer reports concerning agency payroll issued on a periodic basis from the Office of Accounts and Reports to agencies in the Statewide Human Resource and Payroll System (SHaRP). |
RETENTION |
3 fiscal years |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2020-10-15
|
K.A.R. NUMBER |
53-2-207 |
SERIES ID |
0054-000 |
TITLE |
Income Tax Monitoring Files |
DESCRIPTION |
Work papers, logs, reconciliations and payment logs possibly through accounting software and payment vouchers to ensure proper accounting and compliance of income tax reported to federal and state governments. |
RETENTION |
See Comments |
COMMENTS |
Retain 4 calendar years after date tax was due or paid then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
K.S.A. 45-221(a)(4) |
APPROVED |
2002-07-18
|
K.A.R. NUMBER |
53-2-131 |
SERIES ID |
0077-000 |
TITLE |
Payroll Adjustment Records |
DESCRIPTION |
Copies of documents and supporting materials used to make adjustments in agency payroll accounts. |
RETENTION |
3 fiscal years |
COMMENTS |
This schedule does not apply to copies of these records maintained by the Office of Accounts and Reports. See also Payroll Deduction Authorization Records - General. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(4) |
APPROVED |
1993-07-15
; Revised 2020-08-27 |
K.A.R. NUMBER |
53-2-097 |
SERIES ID |
0078-000 |
TITLE |
Payroll Deduction Authorization Records - General |
DESCRIPTION |
Documents used to authorize various deductions from employee's pay: insurance enrollments, GHI enrollments, KPERS enrollments, KPERS Annual Account Statements, dues deduction forms, etc. |
RETENTION |
See Comments |
COMMENTS |
Retain until superseded or no longer in effect plus 1 calendar year, then destroy. This schedule does not apply to W-4 forms or Payroll Direct Deposit Authorization Records. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(4) |
APPROVED |
1988-07-14
; Revised 2020-08-27 |
K.A.R. NUMBER |
53-2-075 |
SERIES ID |
0079-000 |
TITLE |
Payroll Direct Deposit Authorization Records |
DESCRIPTION |
Completed forms used to authorize direct deposits of payroll checks in employee bank accounts. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer in effect plus 2 fiscal years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(4) |
APPROVED |
2020-10-15
|
K.A.R. NUMBER |
53-2-207 |
SERIES ID |
0080-000 |
TITLE |
Payroll Warrant Registers |
DESCRIPTION |
Monthly listing of warrant checks issued to state agency employees for payroll purposes. |
RETENTION |
3 fiscal years |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(4) |
APPROVED |
1993-07-15
; Revised 2020-08-27 |
K.A.R. NUMBER |
53-2-097 |
SERIES ID |
0096-000 |
TITLE |
Recruitment Files |
DESCRIPTION |
Job announcements, postings, advertisements, outreach plans, and other records related to an agency's efforts to fill vacant positions. |
RETENTION |
3 calendar years |
DISPOSITION |
Destroy |
RESTRICTIONS |
Portions may be restricted per KSA 45-221(a)(4) |
APPROVED |
1996-01-18
; Revised 2021-03-18 |
K.A.R. NUMBER |
53-2-107 |
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