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- Nonresident Aliens' Papers
- Bond Forms
- Special Deductions
- Warrant Listings and Mailing Runs
- Budget and Staff Forms
- Dispositions
- Withholding Exemption Certificate (W-4)
ITEM NUMBER
These records are certificates of exemption from deductions for Federal Income Tax, Social Security, etc.
Authorized Retention:
Retain for five (5) years and destroy.
These are requests for duplicate payroll warrants to be issued to replace lost checks.
Authorized Retention:
Retain two (2) years and destroy.
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Retain five (5) years after superseded or employee terminates, and destroy.
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.
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.
These are authorizations for payroll warrant dispositions by mail and/or to banks.
Authorized Retention:
Retain until superseded or employee terminates and destroy.
7. 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Retain for five (5) years after superseded or employee terminates, then destroy.
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 2026-04-09