Sac State University Policy Manual

University Records Disposition Schedule - Personnel

Policy Administrator: Vice President for Administration
Authority:
Effective Date: March 29, 2001
Updated:
Index Cross-References:
Policy File Number: UMR15051.htm

RECORDS DISPOSITION SCHEDULE

Schedule No. 1- PERSONNEL/PAYROLL (May 1986)

Item Number

Description of Records

Retention Period

Remarks

1

Application to Enter Retirement

See Remarks

Personnel Folder

2

3

4

Authorization for Compensating Time Off (683)

Authorization for Extra Hours (682)

Change in Established Positions (607)

See Remarks

Until audit or four years*, whichever occurs first. If audit occurs during first two years, the record is not destroyed until two years form the end of the fiscal year involved.

5

Change/Certification of Contribution Rate PERS-MEM-155

See Remarks

Personnel Folder

6

Classification Specifications

Conflict of Interest- See Statement of Financial Interest

See Remarks

Retain only current specifications for general classes. Retain history file for classes unique to CSU.

7

Court Procedure-Notice of Judgment Against Wages (155)

See Remarks

Personnel Folder

8

Designee Forms

See Remarks

Personnel Folder

9

Employee Leave Record (642 or campus version)

4 Years

Four years from last entry.

10

Employee Leave Record (642A or campus version)

4 Years

Four years from last entry.

11

Employee Transfer Data (612)

See Remarks

Personnel Folder

12

Employment Enquiries and Unsolicited Applications

See Remarks

Destroy when answered, except for classes difficult to recruit, if conciliation agreement per FEPC.

Schedule No. 1-PERSONNEL/PAYROLL (July 1988)

Item Number

Description of Records

Retention Period

Remarks

13

Established Position Record (608)

Permanent

Microfilm as soon as possible.

14

Exposure to Toxic Substances/Physical Agents

30 Years

All records, per Cal OSHA

15

Faculty Biographies

See Remarks

Personnel Folder

16

Grievances

Permanent

Needed to research precedence-setting.

17

Individual Development Plan

5 Years

(Life of plan).

INDIVIDUAL INJURY REPORTS:

18

Accident Report-Other than Motor Vehicle (268)

2 Years

Two years after case settled or closed.

19

Employee's Report of Industrial Injury (SCIF 67)

2 Years

Two years after case settled or closed.

20

Supervisor's Injury Prevention Report (620)

2 Years

Two years after case settled or closed.

21

Job Applications-Solicited

3 Years

Federal Affirmative Action requirement.

22

Job Descriptions(651, 652, or campus version)

See Remarks

Destroy when changed.

23

Notice of Claim Paid (CD102)

See Remarks

Destroy after processing.

24

Oath of Allegiance

See Remarks

Personnel Folder

25

Payroll Adjustment Notice (674)

See Remarks

Until audit or four years*, whichever occurs first. If audit occurs during first two years, the record is not destroyed until two years form the end of the fiscal year involved.

Schedule No. 1-PERSONNEL/PAYROLL (May 1986)

Item Number

Description of Records

Retention Period

Remarks

26

Payroll Warrant Register (CD38)

3 Years

Beyond 3 years, see Controller.

27

Performance Evaluations

See Remarks

Personnel Folder

28

Performance Report for Probationary Employee (636)

See Remarks

Personnel Folder

PERSONNEL FOLDERS, INACTIVE:

29

Deceased

3 Years

30

Disability Retirement

See Remarks

Retain until person reaches 70.

31

Disciplinary Separation

See Remarks

Retain until person reaches 70.

32

Layoff

5 Years

Five years after layoff date.

33

Resign/Transfer

3 Years

Three years after separation date.

34

Voluntary Retirement

3 Years

Three years after separation date.

35

Personnel/Payroll Transaction (456)

See Remarks

  1. Retain initial document permanently.
  2. Retain last pertinent document for six months following close of fiscal year in which data was entered.

36

Personnel/Payroll Transaction (456A)

See Remarks

Destroy after cross-referencing to corresponding document.

37

Personnel Policy Correspondence

See Remarks

Until changed or amended

38

Position Justification (613)

See Remarks

Until audit or four years*, whichever occurs first. If audit occurs during first two years, the record is not destroyed until two years form the end of the fiscal year involved.

39

Probationary Permanent Ratings (636)

Permanent

Historical Information

40

Reemployment List

5 Years

REPORTS:

41

Absence and Additional Time Worked (634)

7 Years

Legal requirement

42

43

44

45

46

Absence Without Pay (603)

Attendance Reports (672 and 681)

Exceptions (CD 66)

Extra Hours to be Paid (673)

Summary Report to SERS of Member Earnings and Contributions (236)

See Remarks

Until audit or four years*, whichever occurs first. If audit occurs during first two years, the record is not destroyed until two years from the end of the fiscal year involved.

47

Report of Exception to Payroll (CD 66)

See Remarks

Until audit or four years*, whichever occurs first.

48

Request for Payment of Premium Overtime

See Remarks

Until audit or four years*, whichever occurs first.

49

Revolving Fund Payroll Documents

See Remarks

Until audit or four years*, whichever occurs first. If audit occurs during first two years, the record is not destroyed until two years from the end of the fiscal year involved.

50

Roster (611 or campus version) ( See item 34 )

Permanent

Historical Information

51

Savings Bond Deductions

See Remarks

Personnel Folder

52

Seniority Point Roster

Permanent

53

Separation Forms

See Remarks

Personnel Folder

54

Shift Differential Pay Request (CD 46)

See Remarks

Until audit or four years*, whichever occurs first.

55

Signature Cards (614)

See Remarks

Destroy upon termination.

56

Statement of Financial Interest (730)

7 Years

Each copy, although updated yearly.

STUDENT ASSISTANTS:

57

CD 048

See Remarks

Until audit or four years*, whichever occurs first.

58

Pay Vouchers

See Remarks

Until audit or four years*, whichever occurs first.

59

Folders

3 Years

60

Tax Sheltered Annuity Contract

See Remarks

Personnel Folder.

61

Temporary Employees Records

3 Years

Three years from separation date.

62

Vouchers

See Remarks

Until audit or four years*, whichever occurs first.

WORKERS' COMPENSATION CORRESPONDENCE:

63

Personnel Folder

See Remarks

May be destroyed after audit or four years*, whichever occurs first.

64

Potential Complications

See Remarks

Hold until resolved, then follow above schedule.

65

Permanent Disability

Permanent

WORK STUDY:

66

Off-Campus Contracts

See Remarks

Until audit or four years*, whichever occurs first.

67

Off-Campus Grant Balances

See Remarks

Until audit or four years*, whichever occurs first.

68

Referrals

2 Years

69

W-2 Returned by Post Office

1 Year

(Can always order from State Controller.)

*Current year plus three.

NOTE: Records which will be kept for an extended period of time or permanently should be microfilmed. .