General Record Schedule 3: Payrolls and Authorizations

General Schedule Number: 3 Payrolls & Authorizations

1 PAYROLL REGISTER - EXCEPTION COPY

(Last page only.) Contains gross wage and deductions for given pay date and authorized signatures of agency.

Agency of Record: Accounts & Control

Date Adopted: 9/20/89 Obsolete or Current: C Disposal: D

Retention of Record Copy: 8

Retention of Copies: 3

State Audit Requirement?: Y Federal Audit Requirement?: Y

2 PAYROLL REGISTER - PAID COPY

Actual paid copy of payroll registers, contains all paycheck information for each State employee.

Agency of Record: Accounts & Control

Date Adopted: 9/20/89 Obsolete or Current: C Disposal: D

Retention of Record Copy: 60

Retention of Copies: 3

State Audit Requirement?: Y Federal Audit Requirement?: Y

3 HUMAN RESOURCE PROFILE

(Formerly Personnel Management Data Form--"Turnaround Form.") Personnel authorizations effecting changes in employee's pay. Retention periods counted from date file becomes inactive.

Agency of Record: Bureau of Human Resources

Date Adopted: 4/18/86 Obsolete or Current: C Disposal: D

Retention of Record Copy: 40

Retention of Copies: 3

State Audit Requirement?: Y Federal Audit Requirement?: Y

4 PAYROLL DEDUCTION AUTHORIZATIONS

Listing of all voluntary payroll deductions from employee checks (i.e., health insurance, union dues, credit union, etc.) Agency copy's retention period counted from termination of employee.

Agency of Record: Agency of Employment

Date Adopted: 9/11/2003 Obsolete or Current: C Disposal: D

Retention of Record Copy: 3

Retention of Copies: 1

State Audit Requirement?: Y Federal Audit Requirement?: N

5 HEALTH AND DENTAL INSURANCE EXCEPTIONS

Lists all payroll deductions to the monthly health and dental insurance billings.

Agency of Record: Accounts & Control

Date Adopted: 9/11/2003 Obsolete or Current: C Disposal: D

Retention of Record Copy: 3

Retention of Copies: 3

State Audit Requirement?: Y Federal Audit Requirement?: Y

6 TIME SLIPS

Original weekly time slips signed by employee indicating amount of time worked, vacation, sick leave and overtime. Retain last audited year through current State audit.

Agency of Record: Creating Agency

Date Adopted: 9/20/89 Obsolete or Current: C Disposal: D

Retention of Record Copy: 3

Retention of Copies: Not Applicable

State Audit Requirement?: Y Federal Audit Requirement?: Y

8 STATE VEHICLES FOR COMMUTING FORMS

Information collected each year documenting the value of using an employee-assigned state vehicle for commuting from home to work site. The Controller's office maintains this as part of the supporting records to Form W-2.

Agency of Record: Accounts & Control

Date Adopted: 9/24/2003 Obsolete or Current: C Disposal: D

Retention of Record Copy: 3

Retention of Copies: 3

State Audit Requirement?: Y Federal Audit Requirement?: Y