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Equal Pay Records

Reports, studies, aggregated or summary data, and similar documentation compiled to monitor and demonstrate compliance with the Federal Equal Pay Act.

Identification

Record Series Item Number
3.3.032
Retention Policy Number
98
Series
3.3 - Personnel Records-Personnel Administration

Retention Period

Total Retention
3

Characteristics

Final Repository
EQUITY AND DIVERSITY
Vital
Yes
Remarks
29 CFR 1620.32(C).

Status

Last Update
10/15/21 13:41
GUID
UNTRRS-1010

Agency Staffing Reports

Employee Listings. Detailed listings of employees within organizational structure. Any reports compiled by an agency on aspects of personnel staffing, including listings of all staff by program or name, staff hired during a month, position vacancies, analyses of turnover rates and seasonality of employment, etc.

Identification

Record Series Item Number
3.3.026
Retention Policy Number
89
Series
3.3 - Personnel Records-Personnel Administration

Retention Period

Total Retention
US + 3

Characteristics

Final Repository
HUMAN RESOURCES
Vital
No

Status

Last Update
10/15/21 13:38
GUID
UNTRRS-1003

EEO Reports and Supporting Documentation

Includes documentation used to complete EEO reports.

Identification

Record Series Item Number
3.3.031
Retention Policy Number
82
Series
3.3 - Personnel Records-Personnel Administration

Retention Period

Total Retention
3

Characteristics

Final Repository
EQUITY AND DIVERSITY/HUMAN RESOURCES
Vital
No
Remarks
29 CFR 1602.30, 1602.32, 1602.39, 1602.41, 1602.48, and 1602.50.

Status

Last Update
10/15/21 13:41
GUID
UNTRRS-1009

Benefit Plans/Group Insurance

Employee benefit plans such as pension, life, health, and disability insurance; deferred compensation, etc; including amendments.

Identification

Record Series Item Number
3.3.004
Retention Policy Number
23
Series
3.3 - Personnel Records-Personnel Administration

Retention Period

Total Retention
US + 3

Characteristics

Final Repository
HUMAN RESOURCES
Vital
Yes
Remarks
29 CFR 1627.3 (b)(2).

Status

Last Update
10/15/21 13:34
GUID
UNTRRS-993

Affirmative Action Plans

Affirmative action plans for both regular employees and apprenticeship programs.

Identification

Record Series Item Number
3.3.001
Retention Policy Number
9
Series
3.3 - Personnel Records-Personnel Administration

Retention Period

Total Retention
6

Characteristics

Final Repository
EQUITY AND DIVERSITY
Vital
No
Remarks
29 CFR 30.8 (e) for apprenticeship plans.

Status

Last Update
10/15/21 13:34
GUID
UNTRRS-992

Wage Rate Tables

Wage/rate tables for employees (salary ranges, positions, etc). May include survey data compiled for the creation of a pay plan.

Identification

Record Series Item Number
3.2.006
Retention Policy Number
340
Series
3.2 - Personnel Records-Payroll

Retention Period

Total Retention
2

Characteristics

Final Repository
FINANCE AND ADMINISTRATION
Vital
No
Remarks
29CFR516.6(a)(2). Wage, Salary Compensation Study (2008). Also called pay plan. Both electronic and paper records kept for 2 years.

Status

Last Update
10/15/21 13:30
GUID
UNTRRS-985

W-4 Forms

Employer's copy of Employee Withholding Exemption Certificate

Identification

Record Series Item Number
3.2.005
Retention Policy Number
339
Series
3.2 - Personnel Records-Payroll

Retention Period

Total Retention
US + 4

Characteristics

Final Repository
CONTROLLER
Vital
Yes
Remarks
26 CFR 31.3001-1 (e)(2).

Status

Last Update
10/15/21 13:30
GUID
UNTRRS-984

State Deferred Compensation Records

Identification

Record Series Item Number
3.2.009
Retention Policy Number
259
Series
3.2 - Personnel Records-Payroll

Retention Period

Total Retention
AC + 5

Characteristics

Final Repository
HUMAN RESOURCES
Vital
Yes
Remarks
AC = All accounts with a vendor or vendors for the individual participant have been closed. For instructions regarding the determination of the closure of accounts and for additional information regarding the retention period see the most current edition of the Agency Coordinator Procedures Manual issued by the Employees Retirement System of Texas.

Status

Last Update
10/15/21 13:32
GUID
UNTRRS-988
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