RRDS Payroll Records

Records Retention & Disposition Schedule

Payroll Records

Schedule Number: 166-450-0085


Employee Time and Attendance Records
Schedule Number: 166-450-0085 (1)

Records document employee time worked and attendance. Records may include but are not limited to:

(a)
Hours reports,
Time cards or sheets (individual time reports).
Retention: 75 years

(b)
Absence, sick and vacation leave summary reports (leave sheets),
Monthly summary reports of employee attendance.
Retention: 1 academic year

(c)
Other records:
Forms used to record attendance,
Form used to record sick, vacation, and other absences (leave records),
Leave of absence requests and approval forms (leave of absence records, for absences of 10+ days),
Related documentation and correspondence. 
(Some records may be duplicated in the employee's personnel file.)
Retention: 2 years after employee separation (75 years)

Disposition: transfer to Records Center, destroy
Responsible unit: Personnel Services-Payroll

SEE ALSO: Employee Payroll Records

NOTE: Confidentiality of Records

  • Information may be exempt from public disclosure per ORS 192.502 (2).
  • If the records contain confidential information, they must be destroyed by pulping, shredding, or incineration.
  • SEE: Access & Confidentiality for more details.

Employee Payroll Records
Schedule Number: 166-450-0085 (2)

Records document individual employee pay history. The records
may include but are not limited to:

Child support claim records,
Correspondence,
Deduction reports (mandatory withholding, such as FICA, federal and state income tax, and workers comp),
Electronic deposit authorizations,
Garnishment orders,
Insurance applications and beneficiary designations,
Pay related personnel action documents,
Payroll authorization records (time card edits),
PERS enrollment forms,
Source documentation authorizing payroll deductions and withholding (W-4 forms, union dues, charitable contributions, etc.).
Retention:
(a) Records necessary for PERS enrollment: 75 years
(b) Other records: 5 years after employee separation if records are filed under name of individual or 3 years if records are batch filed.

Disposition: transfer to Records Center, destroy
Responsible unit: Personnel Services-Payroll, College Finance 

SEE ALSO: Work Study Payroll Records

NOTE: Confidentiality of Records

  • Information may be exempt from public disclosure per ORS 192.502 (2).
  • If the records contain confidential information, they must be destroyed by pulping, shredding, or incineration.
  • SEE: Access & Confidentiality for more details.

Payroll Registers
Alternate Title: Check History
Schedule Number: 166-450-0085 (3)

Records document the earnings, voluntary and required deductions and
withholdings of all college employees. The records may include monthly listings of all paid employees with details of their earnings and deductions. 

Retention: 
(a) Year-end official copy: 75 years
(b) Other copies including monthly reports and check history: 1 year
Disposition: transfer to Records Center, destroy
Responsible unit: Personnel Services-Payroll

NOTE: Confidentiality of Records

  • Information may be exempt from public disclosure per ORS 192.502 (2).
  • If the records contain confidential information, they must be destroyed by pulping, shredding, or incineration.
  • SEE: Access & Confidentiality for more details.

Wage and Tax Statements
Schedule Number: 166-450-0085 (4)

Records document individual earnings and withholdings for state and federal taxes and social security. The records consist of:

W-2 forms,
Wage and tax reports filed with the federal and state governments.
Retention: 5 years
Disposition: transfer to Records Center, destroy
Responsible unit: Personnel Services-Payroll, College Finance

NOTE: Confidentiality of Records

  • Information may be exempt from public disclosure per ORS 192.502 (2).
  • If the records contain confidential information, they must be destroyed by pulping, shredding, or incineration.
  • SEE: Access & Confidentiality for more details.