- 18-1 Test Release 18-2 GATB Checklist 18-3 WH-510 18-4 WH-512 18-5 WH-514 18-6 WH-415 18-7 FD-258 18-8 ETA-7-85 18-9 ETA 514D 18-10 ES Complaint Log 18-11 ETA-338 18-12 ETA-795 18-13 ETA-785A 18-14 ETA-750, Part A 18-15 ETA-750, Part B 18-16 ETA-790 18-17 ETA7-147 18-18 ES-338 18-19 IRS-8850-WOTC 18-20 ETA-9061 18-21 ETA-8470 18-22 TAA-858 18-23 TAA-6 18-24 TAA Vouchers 18-25 TAA-860 and TAA-861 18-26 TAA Non-Financial 18-27 VET Report 18-28 LVER/DVOP Contracts 18-29 RJT Records 18-30 JTPA-Funds 18-31 JTPA Fund Contract 18-32 JTPA-Participant records 18-33 JTPA-All records
18-1 Test Release Agreement Test release agreement and related correspondence. Retain for 3 years after termination of agreement then Duplicate copies: Retain until no longer needed then 18-2 GATB Checklist for evaluating use of GATB. Retain for 3 years after termination of agreement then Duplicate copies: Retain until no longer needed then 18-3 WH-510 WH-510 Application for a farm labor contractor certification of registration. Duplicate copies: Retain until no longer needed then 18-4 WH-512 WH-512 Application for a farm labor contractor employee identification card. Duplicate copies: Retain until no longer needed then 18-5 WH-514 WH-514 Vehicle mechanical inspection report. Duplicate copies: Retain until no longer needed then 18-6 WH-415 WH-415 Doctor=s Certificate. Duplicate copies: Retain until no longer needed then 18-1
18-7 FD-258 FD-258 Fingerprint card. Duplicate copies: Retain until no longer needed then 18-8 ETA-7-85 ETA-7-85 Migrant Worker Itinerary Duplicate copies: Retain until no longer needed then 18-9 ETA 514D ETA 514D Parts one, two and three Cut off at end of the calendar year, retain 3 additional years, then Duplicate copies: Retain until no longer needed then 18-10 ES Complaint Log Job Service Office ES Complaint Log Cut off at the end of the calendar year. Retain 3 additional years, then Duplicate copies: Retain until no longer needed then 18-11 ETA-338 ETA-338 Employer Furnished Housing Facilities Cut off at the end of the calendar year. Retain 3 additional years, then Duplicate copies: Retain until no longer needed then 18-12 ETA-795 ETA-795 Agricultural and food processing clearance memorandum. Cut off at the end of the calendar year. Retain 3 additional years then Duplicate copies: Retain until no longer needed then 18-2
18-13 ETA-785A ETA-785A, Job Service Manifest Record SCHEDULE 18 Cut off at the end of the calendar year. Retain 3 additional years then Duplicate copies: Retain until no longer needed then 18-14 ETA-750-Part A ETA-750, Part A job offer for Alien Employment Cut off at the end of the fiscal year. Retain for 3 additional years then Duplicate copies: Retain until administrative need ends then 18-15 ETA-750-Part B ETA-750, Part B Qualification of Aliens Record copy Cut off at the end of the fiscal year. Retain 3 additional years then Duplicate copies: Retain until administrative need ends then 18-16 ETA-790 ETA-790 Labor Certification Process for Temporary Agricultural and Logging Employment Cut off at the end of the fiscal year. Retain 3 additional years then Duplicate copies: Retain until administrative need ends then 18-17 ETA7-147 ETA7-147 Application for Alien Employment excluding Sheep herders cases Cut off at the end of the fiscal year. Retain 3 additional years then Duplicate copies: Retain until administrative need ends then 18-18 ES-338 ES-338 (Supplement) Cut off at the end of the fiscal year. Retain for 3 additional years then Duplicate copies: Retain until administrative need ends then IRS-8850 WOTC Prescreening Notice 18-2
18-19 IRS-8850 Cut off at the end of the fiscal year. Retain for 1 additional year, then transfer to records storage. Retain at storage for 4 additional years then Duplicate copies: Retain until administrative needs ends and then 18-20 ETA-9061 WOTC Individual Characteristics Form Cut off at the end of the fiscal year, retain for 1 additional year, then transfer to records storage. Retain for 4 additional years at storage, then Duplicate copies: Retain until administrative needs ends and then 18-21 ETA-8470 Employer Certification Cut off at the end of the fiscal year. Retain for 1 additional year then transfer to records storage. Retain at storage for 4 additional years then Duplicate copies: Retain until administrative needs ends and then 18-22 TAA-858 Request by Worker For Entitlement to Allowances While in Training. Trade Act of 1974, amended 81, 85 Cut off at the end of contract. Retain for 3 additional years, then Duplicate copies: Retain by agency until no longer needed, then 18-23 TAA-6 TAA Training Contract TAA-6 Cut off at the end of the contract. Retain 3 additional years, then Duplicate copies: Retain by agency until no longer needed, then 18-24 TAA Vouchers TAA Contract Payment Vouchers Cut off at the end of the contract. Retain for 3 additional years, then Duplicate copies: Retain by agency until no longer needed, then 18-3
18-25 Relocation Allowances Relocation allowances TAA-860 and Job Search Allowances TAA-861 Cut off at the end of the fiscal year. Retain for 3 additional years, then Duplicate copies: Retain by agency until no longer needed, then 18-26 Non-Financial Agreement TAA Non-financial agreement Cut off at the end of the fiscal year. Retain for 3 additional years, then Duplicate copies: Retain until administrative need ends, then 18-27 Veterans Report Monthly JSC Veterans Service Report Cut off at the end of the fiscal year. Retain 3 additional years, then Duplicate copies: Retain until administrative needs ends, then 18-28 LVER/DVOP Contracts Local Veterans Employment Rep/Disabled Veterans Outreach Program (LVER/DVOP) Contracts and related documents Cut off at the end of the fiscal year. Retain for 3 additional years, then Duplicate copies: Retain until administrative need ends, then 18-29 RJT Records RJT Records and Participant files Retain for 6 years from start date, then Duplicate copies: Retain by agency until no longer needed, then 18-30 JTPA-Funds The state has 90 calendar days after expiration of funding period to submit its close-out documents to the Secretary. Retain for 3 years after the sub recipient submits to the awarding agency its final expenditure report for that funding period. Duplicate copies: Retain until no longer needed, then 18-4
18-31 JTPA Fund Contract Fund Contract Provisions. If a claim is instituted involving the grant or agreement. Retain records until resolution of the claim or litigation, or until the end of the 5 year period whichever is later. Retain for 5 years. Duplicate copies: Retain until no longer needed, then 18-32 JTPA-Participant Records JTPA - Participant record including dates of entry, eligibility, participation and termination. Time used to resolve litigation, audit or claim involving the grant or agreement which was initiated prior to the end of the 5 years does not extend retention period. Retain a minimum of 5 years. Duplicate copies: Retain until no longer needed, then 18-33 JTPA-All Records JTPA - All records including supporting documentation. Nonexpendable Property Records 3 years after the final disposition of the property. Duplicate copies: Retain until no longer needed, then Real Property Records 3 years following final disposition of real property and settlement of all issues. Duplicate copies: Retain until no longer needed, then Applicant/Non-selected Eligible Applicant Records Not less than 3 years from the close of program year. Duplicate copies: Retain until no longer needed, then Selected Eligible Applicant/Participant/Termination Records 3 years from the close of the applicable program year. Duplicate copies: Retain until no longer needed, then Applicant for Employment/Employee Records 3 years from the close of the applicable program year. Duplicate copies: Retain until no longer needed, then 18-5
Complaint Records SCHEDULE 18 3 years from the date of resolving the complaint. Duplicate copies: Retain until no longer needed, then Litigation/Audit Records Retain until litigation, audit, or claim has been resolved, or until the end of a 3 year retention period, whichever is later. Duplicate copies: Retain until no longer needed, then 18-6