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PAYROLL DEPARTMENTS AUTHORIZATION NO. 77-106

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  1. Nonresident Aliens' Papers
  2. Bond Forms
  3. Special Deductions
  4. Warrant Listings and Mailing Runs
  5. Budget and Staff Forms
  6. Payroll Records -- Monthly And Bi-Weekly
  7. Dispositions
  8. Withholding Exemption Certificate (W-4)

 

ITEM NUMBER

1. Nonresident Aliens' Papers

These records are certificates of exemption from deductions for Federal Income Tax, Social Security, etc.

Authorized Retention:

Retain for five (5) years and destroy.

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2. Bond Forms

These are requests for duplicate payroll warrants to be issued to replace lost checks.

Authorized Retention:

Retain two (2) years and destroy.

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3. Special Deductions

These are authorizations for special deductions from employee's pay for such as the Credit Union and United Way.

Authorized Retention:

Retain five (5) years after superseded or employee terminates, and destroy.

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4. Warrant Listings and Mailing Runs

These are summaries of warrants issued, to whom, where they were sent, amount, etc.

Authorized Retention:

Retain for period of reference value only, not to exceed two (2) years.

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5. Budget and Staff Forms

These are reference copies of appointment papers, staff forms (currently Personnel Action Forms), resignations, leaves of absence, etc., for both salaried and non-salaried University employees.

Authorized Retention:

Retain for period of reference value only, not to exceed five (5) years after employee terminates and destroy.

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6. Payroll Records -- Monthly And Bi-Weekly

These records document the various payrolls of University employees and are the official files.

  1. Payroll Support Documents (such as Bi-Weekly & Monthly Payroll/Salary Rosters, Time Rosters, Monthly Exception Rosters, Bi-Weekly Exception Rosters, Hand-drawn Forms [special pay]) located in the Payroll Department.

  2. Payroll Miscellaneous Documents (such as Payroll Input Register, Final Edit Report, Expense Distribution Reports, Expense Transfers) located in the Payroll Department.

Authorized Retention:

  1. Payroll Support Documents:

    Retain for five (5) years, then destroy.

  2. Payroll Miscellaneous Documents:

    Retain for period of reference value only, not to exceed five (5) years, then destroy.

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7. Dispositions

These are authorizations for payroll warrant dispositions by mail and/or to banks.

Authorized Retention:

Retain until superseded or employee terminates and destroy.

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8. Withholding Exemption Certificate (W-4)

The W-4 form specifies withholdings for both federal and state taxes.

Authorized Retention:

Retain for five (5) years after superseded or employee terminates, then destroy.

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NOTE: Should more than one type of the above records be filed together, the retention schedule for those records which are kept the longest shall be followed for the entire file.

Supersedes Authorization 73-11.

Reviewed 2012-06-25.