Utah Department of Administrative Services

Division of Archives & Records Service

State Agency Schedule 10 Payroll Records

 

ADMINISTRATIVE PAYROLL REPORTS (Item 10-1)

Reports and statistics with supporting and related records pertaining to workload and personnel management, payroll operations and administration.

RETENTION

Record copy: Retain by agency for 2 years and then destroy.

Duplicate copies: Retain by agency for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Private.

SUGGESTED SECONDARY DESIGNATION

Public:UCA-63G-2-301 (1)(b) (2008)

(Approved 07/90)

BUDGET AUTHORIZATION RECORDS (Item 10-2)

Copies of budget authorizations in operating payroll units used to control personnel ceilings and personnel actions.

RETENTION

Record copy:

Duplicate copies: Retain until superseded and then destroy.

SUGGESTED PRIMARY DESIGNATION

Private.

SUGGESTED SECONDARY DESIGNATION

Public:UCA 63G-2-301 (1)(b) (2008)

(Approved 10/01)

DEDUCTIONS AND OTHER EARNING REGISTERS (Item 10-3)

Report by low organization number used to reference the amount of retirement deducted and other miscellaneous deductions.

RETENTION

Record copy: Retain by the Division of Finance for 3 years and then destroy.

Duplicate copies: Retain for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Private.

SUGGESTED SECONDARY DESIGNATION

Public:UCA 63G-2-301 (1)(b) (2008)

(Approved 07/90)

EMPLOYEE BENEFIT MATCHING MONEY REPORT (Item 10-4)

Listing of state matching funds paid to employee retirement and referenced by low organization number.

RETENTION

Record copy: Retain by the Division of Finance for 3 years and then destroy.

Duplicate copies: Retain for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Private.

SUGGESTED SECONDARY DESIGNATION

Public:UCA 63G-2-301 (1)(b) (2008)

(Approved 07/90)

FULL-TIME EMPLOYEE REPORT (Item 10-6)

Report which informs users of the full-time equivalent count for each agency.

RETENTION

Record copy: Retain by agency for 3 years and then destroy.

Duplicate copies: Retain for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Private.

SUGGESTED SECONDARY DESIGNATION

Public:UCA 63G-2-301 (1)(b) (2008)

(Approved 07/90)

GARNISHMENTS (Item 10-7)

Record of garnishments or levies for debts owed by the employee.

RETENTION

Record copy: Retain by the Division of Finance for 3 years after end of garnishment and then destroy.

Duplicate copies: Retain until end of garnishment and then destroy.

SUGGESTED PRIMARY DESIGNATION

Private.

SUGGESTED SECONDARY DESIGNATION

Public:UCA 63G-2-301 (1)(b) (2008)

(Approved 07/90)

INSURANCE DEDUCTION FILES (Item 10-9)

Reports and related papers including copies of vouchers and schedules of payment pertaining to insurance deductions.

RETENTION

Record copy: Retain by the Division of Finance for 3 years after separation of employee and then destroy.

Duplicate copies: Retain until separation of employee and then destroy.

SUGGESTED PRIMARY DESIGNATION

Private.

(Approved 07/90)

LEAVE ADJUSTMENT REPORTS (Item 10-10)

Shows all leave adjustments made during a pay period. Shows category of adjustment, the amount, social security number, and employee name.

RETENTION

Record copy: Retain by the Division of Finance for 3 years and then destroy.

Duplicate copies: Retain by agency for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Private.

SUGGESTED SECONDARY DESIGNATION

Public:UCA 63G-2-301 (1)(b) (2008)

(Approved 07/90)

LEAVE APPLICATIONS (Item 10-11)

Applications for leave and supporting papers relating to request for and approval of employee leave.

RETENTION

Record copy: Retain by agency for 1 year and then destroy.

Duplicate copies: Retain until administrative need ends and then destroy.

SUGGESTED PRIMARY DESIGNATION

Private.

(Approved 10/01)

LEAVE CATEGORY CHANGES (Item 10-12)

Report showing changes made if an employee does not have enough leave and payroll program must make adjustments from another category.

RETENTION

Record copy: Retain by the Division of Finance for 3 years and then destroy.

Duplicate copies: Retain by agency for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Private.

SUGGESTED SECONDARY DESIGNATION

Public:UCA 63G-2-301 (1)(b) (2008)

(Approved 07/90)

LEAVE SUMMARY REPORT (Item 10-13)

Reports which document the kind and amount of leave taken by an employee during a calendar year. After they are signed by the employee, they are maintained in the official personnel file.

RETENTION

Record copy: Retain until report is made part of official agency personnel file.

Duplicate copies: Retain until administrative need ends and then destroy.

SUGGESTED PRIMARY DESIGNATION

Private.

SUGGESTED SECONDARY DESIGNATION

Public:UCA 63G-2-301 (1)(b) (2008)

(Approved 07/90)

NOTICES OF PAYROLL ACTION (DHRM33) (Item 10-14)

Notices which document all payroll actions entered into the Department of Human Resource Management automated system.

RETENTION

Record copy: Retain by agency until notices are made part of official agency personnel file.

Duplicate copies: Retain for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Private.

SUGGESTED SECONDARY DESIGNATION

Public:UCA 63G-2-301 (1)(b) (2008)

(Approved 07/90)

PAYROLL APPROVAL RECORDS (Item 10-28)

Records that are printed from the SAP Payroll System. They are used to check the accuracy of payments from the Payroll System and document the review and approval process for audit purposes. The records include the Payroll Review & Approval Documentation Cover Sheet which verifies that a manager, or supervisor has reviewed the Time Summary Report, the Time Edit Report, the Time Entered after Cutoff Report, and the Payroll Results Edit Report. These records also verify that the entries are correct based on the approved time sheets and verify that any changes were properly authorized.

RETENTION

Record copy: Retain by agency for 3 years and then destroy.

Duplicate copies: Retain by agency until administrative need ends and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 02/06)

PAYROLL REGISTER (Item 10-15)

History of earnings, deductions, taxes, net income, and warrant or direct deposit information. These documents are prepared and used for payroll disbursement.

RETENTION

Record copy: Retain by the Division of Finance for 4 years and then destroy.

Duplicate copies: Retain by agency for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Private.

SUGGESTED SECONDARY DESIGNATION

Public:UCA 63G-2-301 (1)(b) (2008)

(Approved 07/90)

PRELIMINARY PAYROLL FILES (Item 10-16)

Computer-produced, two part documents sent by Finance to agencies to record final corrections or adjustments regarding employees' pay. They are made before the master payroll file is run and checks are issued. Preliminary payroll files do not serve as time and attendance records.

RETENTION

Record copy: Retain by Division of Finance for 1 year or until administrative need ends and then destroy.

Duplicate copies: Retain by agency for 3 months and then destroy.

SUGGESTED PRIMARY DESIGNATION

Private.

SUGGESTED SECONDARY DESIGNATION

Public:UCA 63G-2-301 (1)(b) (2008)

(Approved 07/90)

RETIREMENT BENEFITS ASSISTANCE FILES (Item 10-17)

Correspondence, memoranda, annuity estimates, and other records used to assist retiring employees or survivors in claiming insurance or retirement benefits.

RETENTION

Record copy: Retain by agency for 1 year and then transfer to Employee retirement file.

Duplicate copies: Retain for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Private.

SUGGESTED SECONDARY DESIGNATION

Public:UCA 63G-2-301 (1)(b) (2008)

(Approved 10/01)

RETIREMENT FILES (Item 10-18)

Reports and register control documents relating to retirement.

RETENTION

Record copy: Retain by the Retirement Office for 10 years after separation or termination and then destroy.

Duplicate copies: Retain for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Private.

SUGGESTED SECONDARY DESIGNATION

Public:UCA 63G-2-301 (1)(b) (2008)

(Approved 10/01)

RETROACTIVE PAY REQUESTS FOR STATE EMPLOYEES (Item 10-27)

Records which document requests for retroactive payments to state employees, such as when a pay increase was not made in a timely manner. Information includes name, low organization number, social security number, effective date, number of regular hours, and new hourly rate. These records are kept for audit purposes. The actual retroactive payment is part of the master payroll files maintained by the Division of Finance.

RETENTION

Record copy: Retain by agency as part of employee's personnel file for 3 years and then destroy.

Duplicate copies: Retain by agency until administrative need ends and then destroy.

SUGGESTED PRIMARY DESIGNATION

Private.

(Approved 08/96)

SAVINGS BOND PURCHASE FILES (Item 10-19)

Forms and reports with related records pertaining to deposits and purchase of bonds.

RETENTION

Record copy: Retain by the Division of Finance for 3 years and then destroy.

Duplicate copies: Retain for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

SAVINGS BOND PURCHASE SUMMARY (Item 10-20)

List of all bond purchases and the remaining bond balances by low organization number.

RETENTION

Record copy: Retain by agency for 2 years and then destroy.

Duplicate copies: Retain for 6 months and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 10/01)

SCHEDULE SIX PLANNING REPORT (Item 10-21)

Compilation of position control files, which keep track of positions that have been authorized by the Department of Human Resource Management, used for budget justification and planning. Information includes number of positions and their cost.

RETENTION

Record copy: Retain by the Division of Finance for 3 years and then destroy.

Duplicate copies: Retain for 6 months and then destroy.

SUGGESTED PRIMARY DESIGNATION

Private.

SUGGESTED SECONDARY DESIGNATION

Public:UCA 63G-2-301 (1)(b) (2008)

(Approved 07/90)

SCHEDULE SIX POSITION CONTROL REPORTS (Item 10-22)

Reports which document the employee positions authorized by the Department of Human Resource Management that are actually filled and the amount of money spent. Information includes the amount paid to the employee, which is posted against the general ledger to position control. Also indicates the posted benefits. Information appears on Schedule Six.

RETENTION

Record copy: Retain by the Division of Finance for 2 years and then destroy.

Duplicate copies: Retain for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

SCHEDULE SIX POSTING PAYROLL REPORTS (Item 10-23)

Reports from the Division of Finance indicating the status of agency payroll transactions.

RETENTION

Record copy: Retain by the Division of Finance for 2 years and then destroy.

Duplicate copies: Retain for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Private.

SUGGESTED SECONDARY DESIGNATION

Public:UCA 63G-2-301 (1)(b) (2008)

(Approved 07/90)

SUMMARY TIME REPORT (Item 10-5)

This report provides information on the regular and overtime hours paid. It also includes all other earnings and the labor distribution.

RETENTION

Record copy: Retain by the Division of Finance for 3 years and then destroy.

Duplicate copies: Retain for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Private.

SUGGESTED SECONDARY DESIGNATION

Public:UCA 63G-2-301 (1)(b) (2008)

(Approved 07/90)

TAXABLE WAGE EARNING REPORTS (Item 10-24)

Returns on income taxes such as IRS Form W-2 and reports of withheld federal taxes, such as IRS Form W-3, with related records, including reports regarding income and social security taxes.

RETENTION

Record copy: Retain by the Division of Finance for 4 years and then destroy.

Duplicate copies: Retain for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Private.

(Approved 07/90)

TIME AND ATTENDANCE REPORTS (Item 10-25)

State employee time sheets, including flextime attendance reports, supplemental time and attendance records (such as sign-in/sign-out sheets), and work reports that are used for time accounting under flextime systems.

RETENTION

Record copy: Retain by agency for 3 years and then destroy.

Duplicate copies: Retain for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

W-4 INCOME TAX WITHHOLDINGS CERTIFICATES (Item 10-8)

Records of withholding tax allowances completed by state employees which certify the withholding tax status of the employee and any additional withholding from his paycheck.

RETENTION

Record copy: Retain by the Division of Finance for 4 years and then destroy.

Duplicate copies: Retain for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Private.

(Approved 04/06)