Utah Department of Administrative Services

Division of Archives & Records Service

State Agency Schedule 10 Payroll Records

 

 

***ADMINISTRATIVE PAYROLL REPORTS (Item 10-1) OBSOLETE

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

 

BUDGET AUTHORIZATION RECORDS (Item 10-2)

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

Retention

Retain for 2 years 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) OBSOLETE

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

 

EMPLOYEE BENEFIT MATCHING MONEY REPORT (Item 10-4)

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

Retention

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

Suggested Primary Designation

Private.

Suggested Secondary Designation

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

(Approved 07/90)

 

Employee Wage History Records (Item 10-32)

These records document employee cumulative salary for employees needed for retirement purposes. Information includes employee details, department and position information, earnings, deductions, and related records.

Retention

Retain for 65 years and then destroy.

(Approved 07/15)

 

FULL-TIME EMPLOYEE REPORT (Item 10-6)

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

Retention

Retain by agency for 3 years 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) OBSOLETE

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

 

***INSURANCE DEDUCTION FILES (Item 10-9) OBSOLETE

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

 

***LEAVE ADJUSTMENT REPORTS (Item 10-10) OBSOLETE

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

 

***LEAVE APPLICATIONS (Item 10-11) OBSOLETE

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

 

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

Retain by the Division of Finance for 3 years 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) OBSOLETE

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

 

***PAYROLL APPROVAL RECORDS (Item 10-28) OBSOLETE

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

 

Payroll Post Processing Records (Item 10-31)

This schedule is for payroll reporting. Each payroll period is closed out when disbursement information is verified using payroll reports.

Retention: Retain for 7 years and then destroy.

(Approved 07/15)

 

Payroll Processing Records (Item 10-30)

These records verify compensation data for each employee, including salary, hourly rate and type of pay. Deductions are confirmed in processing payroll before employees are paid.

Retention: Retain for 3 years and then destroy.

(Approved 07/15)

 

***PAYROLL REGISTER (Item 10-15) OBSOLETE

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

 

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

Retain by Division of Finance for 1 year or 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)

 

***RETIREMENT BENEFITS ASSISTANCE FILES (Item 10-17) OBSOLETE

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

 

***RETIREMENT FILES (Item 10-18) OBSOLETE

Please refer to the state schedule for Employee Wage History Records, SG 10-32.

 

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

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

Suggested Primary Designation

Private.

(Approved 08/96)

 

***SAVINGS BOND PURCHASE FILES (Item 10-19) OBSOLETE

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

 

SAVINGS BOND PURCHASE SUMMARY (Item 10-20)

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

Retention

Retain by agency for 2 years 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

Retain by the Division of Finance for 3 years 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

Retain by the Division of Finance for 2 years 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

Retain by the Division of Finance for 2 years 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

Retain by the Division of Finance for 3 years 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) OBSOLETE

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

 

***TIME AND ATTENDANCE REPORTS (Item 10-25) OBSOLETE

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

 

Timekeeping Records (Item 10-29)

Information regarding hours worked, paid or unpaid permitted absence from work for family emergency, sickness, personal time, vacation, or other reasons as outlined by policy are included in this schedule.

Retention: Retain for 3 years and then destroy.

(Approved 07/15)

 

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

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

Suggested Primary Designation

Private.

(Approved 04/06)