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Tennessee Department of Human Services, Rehabilitation Services, Community Tennessee Rehabilitation Centers (TRC) Client/Participant Payroll Records

RDA Number
11182
Effective Date
Record Series Abstract
This record series consists of a client/participant Work Order, Time Study, Vendor Statement and Invoice, Time Cards, Tennessee Rehabilitation Center (TRC) Daily Time & Production Sheet, Bi-Weekly Time Sheet, Payroll Check Copy, FA-0234(Rev 07/08) State of Tennessee Remittance Advice Payment Made Through Automated Clearing House Form, (USCIS Form I-9)Employment Eligibility Verification, (Form W-2) Wage and Tax Statement, (Form W-4) Employee's Allowance Withholding Certificate and other related documents.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Cut off happens when client/participant enrollment in the program has ended.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Paper payroll records are created for each client/participant's eligibility and participation in a Tennessee Rehabilitation Center (TRC) workshop component. The payroll records are maintained during client/participant tenure in the program and for 5 years after cut off. The client/participant payroll records are then destroyed according to state approved methods.
Record Location
Records are located at the 17 Statewide Community Tennessee Rehabilitation Centers (TRC) locations and Tennessee Rehabilitation Center (TRC) at Smyrna.
File Arrangement
alpha/numeric
Media Format Generated
Paper
Media Format Stored
Paper
Date Range
2008 to present
Allotment Code
345
Annual Accumulation
18 cft
Current Volume
239 cft
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
U.S. Department of Labor, Internal Revenue Service, Commission on Accreditation of Rehabilitation Facilities (CARF)
Essential Record
No
Confidential
No
Confidential Legal Citation
T.C.A. 49-11-613 / 29 C.F.R 516 and 525
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years 0 months
Records Management Division (RMD)
07-28-2016
No recommended changes.
Tennessee State Library and Archives
07-28-2016
No recommended changes.
Comptroller Audit Review
08-01-2016
We have reviewed RDA ID 2149 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-03-2016
No recommended changes.
RMD Director
09-30-2016
RDA 11182 is a request for a new RDA. The retention period will be five years and destroy. The format will be paper. Recommend approval of request to create RDA 11182.
Public Records Commission
11-03-2016
PRC approves RDA 11182.