Applying the Payroll General Schedule

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© 1996-2007 by the Regents of the University of Wisconsin.

Last updated:
April 2007

Originally published:
prior to 2001

General Records Schedules > Payroll > Applying the Payroll General Records Scedule

Applying the Payroll General Records Schedule

This general schedule applies to all University of Wisconsin institutions that use the University of Wisconsin Processing Center (UWPC) Payroll system for payroll record keeping functions.

This general schedule supersedes existing records retention schedules relating to payroll records at the institutional and processing center level. Specifically, this schedule supersedes RDA #027/84 Items #248-288 and any other items within that RDA that relate to payroll documentation.

A copy of the schedule is available on the University Archives home page with links to the Business Services web page.

Programs and Functions Included

This General Schedule governs records produced and/or maintained to support the following payroll and benefit programs and functions:

• Benefit Programs administered by the Department of Employe Trust Funds, including health insurance, life insurance, income continuation insurance records.

• Benefit Programs administered by the University of Wisconsin

• Leave Accounting (Classified)

• Leave Accounting (Unclassified)

• Processing Center Reports and Documents

• Tax Withholding records (Payroll copies)

• Time and Attendance Systems

• Other withholding records (Payroll copies)

• Deferred Compensation program

• Dental, Accidental Death and Dismemberment Insurance

• Employee Reimbursement Account program À À Garnishment actions

• Routine deductions: credit union, charity pledges, parking, van pool and other voluntary deductions

• Savings Bonds

• Tax Sheltered Annuities

• Wage Assignments

Organizational Units Included

This schedule covers all paper, microfiche and electronic file copies of payroll records that are generated by the UWPC Payroll system. Records may be maintained at any of the following

• UWPC Payroll
• UW System Institution
• UW System Institutional Departments

Records Not Included

This general schedule does not cover personnel forms, documents and reports, related to individual employes, positions or personnel contracts and bargaining, personnel policies and procedures, Workers Compensation records and Unemployment Compensation records.

Electronic Records

This schedule was written to cover the electronic data and tapes maintained by the UWPC as well as institution payroll record keeping systems.. Institution offices may receive copies of this data and/or generate their own electronic payroll records. Although institutions often maintain their own payroll records they do not differ substantially in character or content and the use of central information resources is encouraged whenever possible.

Approved by Wisconsin Public Records Board, 8/16/95

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