INFORMATION FOR YALE OFFICES :: RECORDS SCHEDULES
In an effort to preserve
and maintain its history, Yale University seeks to retain certain documentation
concerning payroll administration at Yale. Specific topics of interest
include:
- Development of policies and procedures for paying employees, and
- Relationships with other Yale offices in the payroll process.
Archival records
(Permanent records should be transferred to the Archives.
Please arrange timing and frequency of records transfer with Archives
staff.)
- Policies, procedures, guidelines, and instructions for paying employees
- Annual summaries and reports of payroll activity
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Office of record
The Payroll Office and the associate vice president
for administration maintain the record copy of documentation about
payroll. Business and office managers may also hold record copies
of certain materials relevant to payroll. Individual units that
are not responsible for the creation of such records, but that maintain
duplicates of such works or related materials, should destroy these
files after they are no longer needed. |
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Non-permanent records
requiring temporary retention for legal purposes
(Unless
otherwise noted, destroy 7 years following active use or fiscal year of
creation, whichever is later.)
- Deduction records
- Employee payroll
records, including payroll histories, pay authorization records, paycheck
delivery records, paycheck deposit records, adjustment records, and
payroll advance records
- Garnishment records
- Payroll and transaction registers
- Payroll checks
- Retirement records
- Social security records
- Tax withholding records
- Time and attendance records
- Tuition reimbursement records
- Union dues records
- Vacation, sick, and leave records
- W-2 forms
Routine administrative
records
(Destroy following their immediate administrative
use.)
- Data entry records
- Distributed copies of rainbow reports
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