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General Schedule for Your Input

June 26, 2015

As part of the General Schedule Update Project, the Utah State Archives is proposing six new schedules for your consideration. We would like these to be submitted to the State Records Committee’s July 9th meeting. Remember, there is no designation or classification of general schedules because that needs to be determined by the record series.

The first four are payroll records, the last two are personnel schedules.

– Timekeeping Records –
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. 
CNT 7-5, 7-10, 7-11, 7-12, 7-14, 7-15, 7-17,

MUN 8-9, 8-10, 8-11, 8-14, 8-17, 8-18, 8-19,

SG 10-10, 10-11, 10-25,

SD 6-13, 6-14, 6-15, 6-19, 6-20, 6-24,

 

3 years. 29 U.S.C. §211(c)(2011);
29 USC 2601 (1993) (FMLA)29 C.F.R. §§516.6(2012) and 1620.32(2012)
USC 49-11-602 (2010)

Employees funded by grants would make those timesheets grant records, not timekeeping records.

absence from work for reasons outlined by policy.

– Payroll Processing Records –
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.
CNT 7-3, 7-4, 7-6, 7-7, 7-8, 7-9, 7-16, 7-19, 7-20,

MUN 8-3, 8-5, 8-6, 8-7, 8-8, 8-11, 8-13, 8-20, 8-21, 8-22,
SG 10-3, 10-7, 10-9, 10-17, 10-19, 10-24, 10-28,
SD 6-3, 6-4, 6-5, 6-7, 6-9, 6-10, 6-11, 6-12, 6-16, 6-21, 6-23,

3 years. Type of pay: bonus, severance, reimbursement, retroactive pay, etc
Deductions: may include garnishments, taxes, union dues, retirement, insurance
– Payroll Post Processing Records –
This schedule is for payroll reporting. Each payroll period is closed out when disbursement information is verified using payroll reports.
CNT 7-1,

MUN 8-1,

SG 10-1, 10-13, 10-15,

SD 6-1, 6-6, 6-7, 6-8, 6-17, 6-18, 6-22, 6-26,

7 years
– Employee Wage History Records –
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.
MUN 8-4, 8-11, 8-12,

CNT 7-4, 7-13,

SD  6-7, 6-8,

65 years MUN 8-4. CNT 7-4 SD 6-7 & 6-8 Employee earnings as long as personnel file.

This one may include the payroll register. Other offices request this be 65 years with the personnel file.

-Grievance Records-

Initial documentation responding to working condition grievances that result in any type of investigation for possible personnel or administrative action.

Retain 3 years after resolution and then destroy. SD 14-27,
SG 11-1, 11-19,MUN 9-9, 9-16,

CNT 8-1, 8-14,

Utah Code 67-19a-303(4)(d)(2015)
grievances and complaints are different things. A grievance can be about working conditions, which may not involve another employee.
-Complaint Investigation Records-

Initial documentation of complaints that result in an investigation but do not result in disciplinary action.

 

7 years after end of employment or case closed, whichever is greater SG 11-6, 11-15

CNT 8-7

MUN 9-19, 9-36

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