Skip to main content

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

Payroll Check Signature Lists - Account and Employee Levels

This records series lists the employee name, employee number, and employee signature for a specific pay period.

Identification

Record Series Item Number
3.2
Retention Policy Number
183
Series
3.2 - Personnel Records-Payroll

Retention Period

Total Retention
1

Characteristics

Final Repository
PAYROLL/LOCAL UNIT
Vital
No
Remarks
PAYROLL FOR ACCOUNT LEVEL, LOCAL UNIT FOR EMPLOYEE LEVEL

Status

Last Update
9/10/21 14:36
GUID
UNTRRS-979

Income Adjustment Authorization

Used to make increases or decreases to employees' gross pay, FICA, retirement, or in the computation of taxes.

Identification

Record Series Item Number
3.2.004
Retention Policy Number
129
Series
3.2 - Personnel Records-Payroll

Retention Period

Total Retention
2

Characteristics

Final Repository
CONTROLLER/HUMAN RESOURCES
Vital
Yes
Remarks
29 CFR 516.6 (c).

Status

Last Update
10/15/21 13:29
GUID
UNTRRS-983
Subscribe to