Utah Department of Administrative Services

Division of Archives & Records Service

School District Schedule 6 Payroll Records

 

***ADMINISTRATIVE PAYROLL REPORTS (Item 6-1)

Please refer to the state schedule for Payroll Post Processing Records, SG 10-31.

 

BUDGET AUTHORIZATION REFERENCE FILES (Item 6-2)

These are copies of budget authorizations in operating payroll units. They are used to control personnel ceilings and personnel actions.

Retention

Retain until superseded and then destroy.

Suggested Primary Designation

Private.

Suggested Secondary Designation

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

(Approved 12/96)

 

***DEDUCTION ANNUITY AUTHORIZATION FILE (Item 6-3) OBSOLETE

Please refer to the state schedule for Payroll Processing Records, SG 10-30.

 

***DEDUCTION AUTHORIZATION FILES (Item 6-4) OBSOLETE

Please refer to the state schedule for Payroll Processing Records, SG 10-30.

 

***DEDUCTIONS AND OTHER EARNINGS REGISTERS (Item 6-5) OBSOLETE

Please refer to the state schedule for Payroll Processing Records, SG 10-30.

 

DISTRIBUTION REPORTS (Item 6-6)

This monthly computer report lists salary and benefits status. The report may come in two sections: an alphabetical listing by employee's name and numerical by account number. Both reports include the following information: employee names, social security numbers, account numbers, current amount paid, month-to-date total paid, quarter to date paid, and fiscal year-to-date paid.

Retention

Retain for 3 years and then destroy.

Suggested Primary Designation

Public.

Suggested Secondary Designation

Private:social security numbers

(Approved 12/96)

 

***Employee Earnings History Files (Item 6-7) OBSOLETE

Please refer to the following state schedules:

***FIVE YEAR LEAVE DATA SHEET (Item 6-8)OBSOLETE

Please refer to the state schedule for Payroll Post Processing Records, SG 10-31, or Employee Wage History Records, SG 10-32.

 

***GARNISHMENT RECORDS (Item 6-9) OBSOLETE

Please refer to the state schedule for Payroll Processing Records, SG 10-30, or Payroll Post Processing Records, SG 10-31.

 

***INCOME TAX EXEMPTIONS AND WITHHOLDING FILES (Item 6-10) OBSOLETE

Please refer to the state schedule for Payroll Processing Records, SG 10-30.

 

***INDIVIDUAL AUTHORIZED ALLOTMENT FILES (Item 6-11) OBSOLETE

Please refer to the state schedule for Payroll Processing Records, SG 10-30.

 

***INSURANCE DEDUCTION FILES (Item 6-12) OBSOLETE

Please refer to the state schedule for Payroll Processing Records, SG 10-30.

 

***LEAVE ADJUSTMENT RECORD (Item 6-13) OBSOLETE

Please refer to the State schedule for Timekeeping Records, SG 10-29.

 

***LEAVE APPLICATION FILES (Item 6-14) OBSOLETE

Please refer to the State schedule for Timekeeping Records, SG 10-29.

 

***LEAVE DATA FILES (Item 6-15) OBSOLETE

Please refer to the State schedule for Timekeeping Records, SG 10-29.

 

***MONTHLY PAYROLL DEDUCTION BILLINGS (Item 6-16) OBSOLETE

Please refer to the state schedule for Payroll Processing Records, SG 10-30.

 

***PAYROLL ABSENCE SUMMARY REPORT (Item 6-17) OBSOLETE

Please refer to the state schedule for Payroll Post Processing Records, SG 10-31.

 

***PAYROLL REGISTER (Item 6-18) OBSOLETE

Please refer to the state schedule for Payroll Post Processing Records, SG 10-31.

 

***Payroll Report (Item 6-26) OBSOLETE

Please refer to the state schedule for Payroll Post Processing Records, SG 10-31.

 

***PAYROLL VOUCHER (Item 6-19) OBSOLETE

Please refer to the State schedule for Timekeeping Records, SG 10-29.

 

***PERSONNEL ACTION RECORDS (Item 6-20) OBSOLETE

Please refer to the State schedule for Timekeeping Records, SG 10-29.

 

***RETIREMENT FILES (Item 6-21) OBSOLETE

Please refer to the state schedule for Payroll Processing Records, SG 10-30.

 

***RETIREMENT REPORTS (Item 6-22) OBSOLETE

Please refer to the state schedule for Payroll Post Processing Records, SG 10-31.

 

***TAXABLE WAGE EARNING REPORTS (Item 6-23) OBSOLETE

Please refer to the state schedule for Payroll Processing Records, SG 10-30.

 

***TIME SHEETS (Item 6-24) OBSOLETE

Please refer to the State schedule for Timekeeping Records, SG 10-29.

 

WAGE SURVEY FILES (Item 6-25)

These files contain wage survey reports and data, working papers and related correspondence pertaining to area wages paid for each employee class; background papers establishing need, authorization, direction, and analysis of wage surveys; development and implementation of wage schedules; and development of specific rates (excluding authorized wage schedules and wage survey recapitulation sheets).

Retention

Retain until completion of second succeeding wage survey and then destroy.

Suggested Primary Designation

Private.

(Approved 12/96)