Leave Records

Who can use this?

All Offices

This is part of the WWU General Records Retention Schedule.  

Record Description:

Records relating to employee requests and approvals of attendance and leave.
 
Includes, but is not limited to:
  • Annual and sick leave, personal and contractual holidays
  • Compensatory, exchange or overtime earned
  • Requests/approvals/denials for any form of leave (including leave without pay)
  • Approvals and designations
  • Leave donation documentation
  • Returned/unused leave administration
  • Time cards and time sheets, etc., documenting hours worked (including overtime).
Excludes:
  • Records required to document time and effort as part of grant requirements covered by Grants Received by Agency (DAN GS 23004).
  • Requests/approvals for use of Family and Medical Leave Act (FMLA) and shared leave covered by Personnel – Health-Related Records (Routine) (DAN GS 03054).

Retention Requirement: 6 years after end of fiscal year

Disposition after Retention: Destroy

Recordkeeping Note:

Leave requests done via the e-form provided by Human Resources should be retained in the e-form system for the 6 year retention period. Any downloaded or printed copies of the e-form are considered duplicate copies with no retention requirements.

Record Status: NON-ESSENTIAL, NON-ARCHIVAL

Disposition Authority Reference: GS 03030.0001.18405

Approved by State Records Committee: 2024 October 02

Last Updated / Revised by UARM:

Function: Human Resources Management