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Fact Sheet: Payroll Records |
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Fact Sheets > Payroll RecordsPayroll Records - Frequently Asked Questions (FAQs)The questions on this Fact Sheet were gathered from the Getting Paid: Documentation and the Payroll Process workshops held in July 2001. Each answer is followed by the date the answer was posted or changed. If you have a question about payroll records that is not answered here, please contact us at recmgmt@library.wisc.edu or call 262-3284. As new questions and information are received, the contents of this page will be updated. More detailed information on payroll records can be found with the Payroll Records General Schedule. Can I scan my department's time sheets, destroy the paper, maintain the images in my computer for 1 year, and then burn a CD to be retained for 5 years? There is nothing in Wisconsin public records law that indicates that you must use a particular records storage technology. However, the law does require that public records remain accessible, retrievable, and reproducible over their specified retention life. The retention life of a record is determined by records appraisal and is formally established through the records retention disposition authorization, or RDA, process. Electronically formatted records require more planning and maintenance activities to insure that they will be accessible, retrievable, and reproducible throughout their approved retention life. Thus, while the storage of public records on CD is not prohibited, offices need to be certain that they will have the hardware and software to read the information on the CD for the 5 years or whatever the approved retention life might be. (07/16/2001) IADS documents: Are they personnel or payroll documents or both? If they are payroll records, would they fall under time and attendance records on the general records schedule? IADS forms are considered personnel records and are covered by the Faculty and Academic Staff Personnel Records General Schedule, RDA# 710. At the Dean's level, IADS forms are to be retained 2 years and destroyed; department copies need only be retained for six months. IADS forms may have some reference value for payroll purposes, but it is not necessary to retain them for a longer period of time than that specified by RDA# 710. (07/16/2001) Records disposal: Is it ok to put payroll information in a black garbage bag and then place with other recyclable material? This procedure, while it may disguise records temporarily, is not an approved records disposal practice and would not satisfy requirements to dispose of material confidentially. If you are concerned about the disposal of confidential or sensitive records or documents that may have personal identifiers such as the SSN on them, you should contact the State Records Center for information on confidential disposal. You can also contact the Campus Records Officer at 262-3284 for information on this topic. (07/16/2001) If I do my payroll entry electronically, do I need to retain the printout of the check sheet? Payroll check sheets are governed by RDA# 9560 of the Payroll Records General Schedule which indicates a retention period of 5 years for the institutional copy of the check sheet. This retention time is to be applied regardless of the format on which the institutional copy is to be maintained. Because the campus has not yet established guidelines with regard to electronic record keeping in this and other administrative functional areas, it is recommended that a paper copy be printed and retained even though the actual payroll entry is done online. (07/16/2001) If my department is using Kronos, what should I be retaining? Should I maintain a signed time sheet anyway? The response to this question is similar to the previous one. The University has an obligation to retain signed time sheets for a period of 5 years. At the present time, the retention of this information electronically has NOT been incorporated into University planning for these systems, therefore, a paper copy needs to be retained unless your department has the capability to retain, retrieve, and reproduce the time sheet electronically for the 5 year time period. It would also be necessary to retain the security logs or whatever is being used for electronically signing the time sheet. (07/16/2001) Should we be using the Social Security Number (SSN) on time sheets? The SSN should not be used as an identifier on time sheets. Pending legislation in Wisconsin will require agencies to explore ways to identify individuals without using the SSN. Federal law does not require individuals to divulge their SSN as a condition for receiving a benefit. (07/16/2001) What is the difference between confidential and personally identifiable records? It is important to remember that as a state agency the University is governed by Wisconsin public records law which has a presumption of openness. If there is not a specific governing law or administrative rule that makes a record confidential, it is considered open. Many public records are personally identifiable, but few are confidential. (07/16/2001) Is there a standard "certificate of employment" form used when staff need to verify employment for loan applications or other purposes? There is not a standard UW certificate of employment form. Many financial organizations have their own versions of certificates of employment that they will ask their customers to complete. If you are asked to verify employment or past dates of employment for an individual, the best procedure is to refer that request to the Employee Compensation and Benefits office in the Peterson Building. (07/16/2001) |