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	Retain initial document permanently. 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. .