DISPOSAL CODE
RECORD DESCRIPTION
RETENTION PERIOD
CUSTODIAN
k. Investigatory records relating to alleged violations of Title VII or other employee complaints.
7 years Permanent (Cause Findings) Retain for same duration as personnel records; however, if employee was exposed to toxic substances or harmful physical agents in workplace, then retain at least 30 years after separation Personal notes, memos or other records documenting verbal counseling, or which are used in connection with a performance evaluation or corrective action, should be forwarded to HR and retained as part of employee’s personnel records
Human Resources
2
l. Employee Medical Records
Human Resources
2
m. Supervisor Notes and Documentation
Human Resources (Supervisor may retain copy for as long as there is need related to their supervision of subject employee)
2
Pittsburgh Paid Sick Time Records – accruals, hours worked by eligible employees, sick time taken by eligible employees COMPLIANCE REPORTS/RECORDS Pennsylvania New Hire Report
2 years
Human Resources; Payroll
2
3 years after report is filed 5 years after report is filed 5 years after close of AAP year 7 years after report is filed
Human Resources Human Resources Human Resources Human Resources Human Resources Emergency Management Director; Campus Security Office Civil Rights Compliance Officer Foundation Human Resources
2 2 2 2 2 1
IPEDS & VETS-100 Reporting
Affirmative Action Plan (“AAP”) (if applicable)
Federal/State tax report/filings
Employee Statement of Financial Interests Uniform Crime Reporting – Federal and State
Permanent
6 years
Higher Education Gift Disclosure Report (PDE) Sexual Violence Education Report (PDE)
7 years 7 years
2 2
English Fluency in Higher Education
7 years
2
GRANTS Grant Records-Administrative-includes applications, proposals, objectives Grant Records-Financial-includes grant awards, agreements, financial reports, federal evaluations, reimbursement request, quarterly, annual and final reports
Comply with retention requirements promulgated by the appropriate administering / funding / licensing agency.
Grants Office
2
10 years
Accounting
2
Grants to the Foundation
10 years
Foundation
2
PUBLIC SAFETY RECORDS Uniform Crime Reports (Pennsylvania & Federal)
6 years
Emergency Management Director; Campus Security Office Emergency Management Director; Campus Security Office
1
Annual Security Report
6 years
1
Antihazing Report
5 years from date of publication Emergency
1
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