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Kansas Records Retention Schedules

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Agency Code: 000-005 (State General Retention and Disposition Schedule. Personnel)

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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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