DISPOSAL CODE
RECORD DESCRIPTION
RETENTION PERIOD
CUSTODIAN
Employee Time Keeping Records / Records of Hours Worked
7 years
Human Resources
2
Employee Payroll File a. Employee’s W-4 Form
7 years after new certificate filed or terminated 7 years after separation 7 years after separation 7 years after separation 7 years after separation 7 years after separation 7 years after separation 7 years after separation 7 years after separation 7 years after separation
Payroll
2
b. Direct Deposit Authorization
Payroll Payroll Payroll Payroll Payroll Payroll Payroll Payroll Payroll Payroll
2 2 2 2 2 2 2 2 2 2
c. Union Dues Deduction Authorization d. Credit Union Deduction Authorization e. A-1 Payroll Payment Authorization f. A-2 Payroll Payment Authorization g. PSTD Screen Print Authorization h. Federal Work Study Vouchers i. Institutional Work Study Student Vouchers
j. Part-time Compensation Vouchers
k. Employee Payroll Adjustment Records- employee’s name, social security number, and amounts withheld for federal and state taxes, insurance, bonds, and any other deductions. l. Social Security Reports- withholdings from employee’s pay. Indicates name, reporting period, number of employees, names and social security numbers of employees, and wages paid and contributions to the fund. m. Payroll Voucher (Check) Registers- date, check number, employee’s name, social security number, and department. n. Payroll Earnings and Deduction Registers- pay period reports o. Payroll Earnings and Deduction Registers- Year- to-Date Annual Summary - If payroll data is posted to individual employee’s earnings records p. Payroll Earnings and Deduction Registers- Year- to-Date Annual Summary - If payroll data is not posted to individual employee’s earnings records
7 years
7 years
Payroll
2
7 years
Payroll
2
7 years
Payroll
2
7 years
Payroll
2
50 years
Payroll
2
Other Payroll Payment Authorizations a. Overtime-Docking Report
3 years after separation 3 years after separation
Payroll Payroll
2 2
b. Auto A-2
Other Employee Forms a. Foreign National Information Form b. Local Services Tax Exemption
3 years 2 years
Payroll Payroll
2 2
Other Payroll Forms a. Detail Payroll Register
Prior to 1999 Prior to 1999
Payroll Payroll Payroll Payroll Payroll
2 2 2 2 2
b. Employee Detail Paycheck History
c. Student Social Security Tax Review Report
1 year 3 years
d. Payroll Tax Summary Report e. Payroll General Ledger Detail
since 1999
Unemployment Records a. Unemployment Tax & Contributions Records
7 years after contributions have been paid
Payroll
2
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