Records Management

Purpose

The purpose of this schedule is to:

1. Provide institutions with uniform guidelines for the retention and disposition of common payroll and related records;
2. Ensure that institutions retain payroll records as long as needed for internal administration, and to meet, legal, fiscal, audit and other State and Federal requirements;
3. Promote cost-effective management of records; and
4. Provide institutions with legal authorization to dispose of obsolete records on a regularly-scheduled basis after minimum retention periods.

• Applying the Schedule

• Scope
• Programs and Functions Included
• Organizational Units Included
• Records Not Included
• Electronic Records

• How to Use This Schedule

• Official Copy
• Institution Record Copy
• Working Copies
• Identify Records Series Titles and Categories
• Develop and Maintain Documentation of Payroll Policies, Procedures
• Control Retention and Disposition of Payroll Records
• Retaining Records
• Delaying Records Destruction
• Maintaining Inactive Records

• Interface Systems and Applications

• State Accounting System
• WRS Systems
• PMIS - Personnel Management Information System
• Institution Systems

• Records Related To Use Of Federal Funds

• General Federal Guidelines
• Other Federal Requirements

• Indexes

• Title Index to Selected Payroll Files, Forms and Documents
• Function Index to Selected Payroll Files, Forms and Documents

• Records Series Descriptions and Numbers

• 9560 Time and Attendance Records
• 9561 Payroll History Database
• 9562 Payroll Master File
• 9563 Leave Accounting Master File
• 9564 Leave Accounting Paper Output Reports
• 9565 Wisconsin Retirement System File
• 9566 PMIS File
• 9567 Routine Withholding Records
• 9568 Routine Withholding Authorizations
• 9569 Employe Payroll Case File
• 9570 Service Center Administrative Reports
• 9571 Service Center Accounting Documents
• 9572 Terminated Employe Payroll Case File
• 9573 Tax Withholding Reporting Files
• 9574 DETF Active Participant Case File Records
• 9575 DETF Benefits Reports

For Additional Information And Assistance

Training with regard to this schedule will be conducted in conjunction with University of Wisconsin Service Center payroll staff and campus records officers.

Each institution has a designated Records Officer who serves as liaison to the Public Records Board. The Records Officer is responsible for institution-wide records management planning, program development and assistance.

The Public Records Board approves general records schedules establishing statewide policy guidance for retention of these types of records. Retention periods specified in the general schedule are sufficient to meet administrative, fiscal, and legal needs.

The University Archives assists institutions with records management, particularly in identifying the small percentage of records that have historical value. None of the records covered in the general schedule for payroll records have secondary historical or research value. However, some of the records series in this schedule have been identified as having long term administrative value.

ARMS also maintains a fact sheet on managing payroll records based on questions relating to this schedule. To submit a question, please contact recmgmt@library.wisc.edu. The schedule is available at: http://archives.library.wisc.edu/records/rda.html#general-records

Approved by Wisconsin Public Records Board, 8/16/95. This general schedule applies to all University of Wisconsin institutions that use the University of Wisconsin Service Center (UWSC) Payroll system for payroll record keeping functions.

File last updated: March 14, 2008
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