WWU05 - Personnel/Payroll Records

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WWU05 - Personnel/Payroll Records

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Section WWU05 covers personnel- and payroll-related records.  Personnel records pertain to conditions of employment, including recruitment and hiring, evaluations, and documentation related to awards and other employment history. Payroll records document time worked, leave taken, retirement contributions, and other deductions.

Records Series Title and Statement of Function/Purpose Location and Retention of Official Copy Retention of One Other Copy
Accidental Injury/Occupational Illness Report. Internal report used by employees and volunteers to report all accidental injuries or occupational illnesses/exposure sustained while working at WWU. Includes supervisor and Environmental Health & Safety Office reports. Environmental Health & Safety: 10 years after end of calendar year

 

Employee Electronic Time/Leave Entry System. Used for web input and approval of time and leave by employee or department keyer, using Western employee ID number and employee pin number. (Includes student employees.)

Note: Departments are required to maintain paper reports detailing time and leave use downloaded from the system, signed by the employee, if the employee does not input time and leave directly, for six years. Departments are also responsible for maintaining leave request forms. (See records series for Leave Requests, Exempt and Classified Staff.)

Payroll Services: 6 years after end of calendar year

 

 

Employee Performance Evaluation, Department of Personnel. Used to evaluate performance of classified staff. Human Resources: 3 years after end of fiscal year (WAC 251-20-040 requires that performance evaluations be retained no longer than 3 years.) Any office: 3 years after end of fiscal year (WAC 251-20-040 requires that performance evaluations be retained no longer than 3 years.)

Employment Applications--Classified Staff, Hired. Includes employment applications, resumes, and related information. Provides information abut applicants for classified staff positions.

Note: All applications for public employment, including the names of applicants, resumes, and other related materials submitted with respect to an applicant, are exempt from public inspection and copying
(reference RCW 42.56.250)

Human Resources: 50 years after termination of employment (Included in personnel file) Hiring department: 3 years after termination of employment

Employment Applications--Classified Staff, Not Hired. Includes employment applications, resumes, and related information. Provides information abut applicants for classified staff positions.

Note: All applications for public employment, including the names of applicants, resumes, and other related materials submitted with respect to an applicant, are exempt from public inspection and copying
(reference RCW 42.56.250)

Human Resources: 3 years after date of application Hiring department: 3 years after completion of hiring process

Employment Applications--Student Positions, Hired. May include resumes, applications, correspondence, references and other material from students applying for positions in the department.

Note: All applications for public employment, including the names of applicants, resumes, and other related materials submitted with respect to an applicant, are exempt from public inspection and copying
(reference RCW 42.56.250)

Hiring department: 3 years after termination of employment

 

 

Employment Applications--Student Positions, Not Hired. May include resumes, applications, correspondence, references and other material from students applying for positions in the department.

Note: All applications for public employment, including the names of applicants, resumes, and other related materials submitted with respect to an applicant, are exempt from public inspection and copying
(reference RCW 42.56.250)

Hiring department: 3 years after completion of hiring process

 

 

Employment Eligibility Verification Forms. (I-9) Provides a record of employment eligibility for faculty and staff in compliance with U.S. Department of Justice Immigration and Naturalization Service requirements. Human Resources: 3 years after termination of employment I-9's should only be retained by Human Resources.
Employment Eligibility Verification Forms. (I-9) (Students) Provides a record of employment eligibility for students in compliance with U.S. Department of Justice Immigration and Naturalization Service requirements. Human Resources: 3 years after termination of employment

I-9's should only be retained by Human Resources.

 

Leave, Monthly Report By Leave Type and Usage. Provides a record of annual, sick and other leave and compensatory time accrued and taken and personal holidays of classified staff. Includes previous month's totals and current year to date and the employee's current accrual rate. Human Resources: 6 years after end of calendar year Department: 1 year after end of calendar year
Leave Request, Departmental, Classified and Professional Staff. To request department supervisor's approval for vacation or sick leave, personal holidays and compensatory time. Department: 6 years after end of calendar year

 

 

Leave Request, Human Resources, Faculty, Professional, Classified Staff. To request advance approval for leave without pay, or military, civil, bereavement or extended sick leave. Human Resources: 50 years after termination of employment

 

Department: 3 years after end of calendar year
Payroll Authorized Signatures List. Indicates person(s) designated by each department to sign various payroll forms. Payroll Services: 6 years after superseded Any office: Until superseded
Payroll Register, A4, Copy 1. Alpha listing of net and gross pay and taxes deducted by pay period. Used to verify length of service, salary paid, retirement contributions and other deductions. Payroll Services: 50 years after end of calendar year

 

 

Personnel/Benefit Records, Classified Staff Employees. Includes Employee Information form, Personnel Action form, copies of resumes, letters of recommendation and related correspondence; insurance and retirement benefit records, and other material related to employment history. Maintained as an employment record documenting position held, status, attendance, leaves, enrollment in insurance and retirement programs, and other related records as may be necessary for the administration of regulations. Human Resources: 50 years after termination of employment Hiring office: 3 years after termination of employment
Personnel/Benefit Records, Professional Staff Employees. Includes Employee Information form, Personnel Action form, copies of resumes, letters of recommendation and related correspondence, insurance and retirement benefit records, and other material related to employment history. Maintained as an employment record documenting position held, status, attendance, leaves, enrollment in insurance and retirement programs, and other related records as may be necessary for the administration of regulations. Human Resources: 50 years after termination of employment Hiring department: 3 years after termination of employment
Personnel Records, Faculty. Includes updated vita, annual reports as submitted to the dean; copies of all communications with the faculty member regarding appointment and terms of contract, the chairperson's annual letters of evaluation of non-tenured faculty; correspondence related to personnel actions. Provides an official employment record for academic faculty. Provost: 60 years after termination of employment; Vita potentially archival Appropriate Dean or Department: 3 years after termination of employment
Personnel Records, Temporary Employees. Includes Employee Information form, Personnel Action form, copies of resumes, letters of recommendation, and related correspondence. Provides an employment record for temporary faculty, classified and professional staff, and graduate assistants. Human Resources: 6 years after termination of employment Hiring office: 3 years after termination of employment
Release Time Request Form. Form used by classified staff to request release time from normal working duties for purposes of training and staff development. Form contains supervisor approval/denial. Release time is monitored by supervisor for the current year. Human Resources: 6 years after end of calendar year

Appropriate Supervisor:1 year after end of calendar year

Staff Training and Development Records. Used to maintain a record of staff participation in training workshops, seminars, conferences and staff development meetings. Any office: 3 years after end of fiscal year

 

 

Student Authorized Earnings By Department Report. Used to monitor earnings of students receiving aid through federal and state work-study programs. Student Financial Resources: 6 years after end of fiscal year Budget unit: 3 years after end of fiscal year
Student Employee Information Form. Includes personal student information, job information, including rate of pay, and student signature verifying that he/she has read and understood the information in the Student Employment Guide and accepted the terms of employment as stated. Hiring Department:6 years after end of fiscal year

 

 

Tenure and Promotion Files. Includes faculty evaluations of individual applicants for tenure and/or promotion, reports, merit increases, professional leaves, teaching awards and other faculty awards and honors, correspondence and other materials from college departments and committees that provide support documentation for recommendations made by the Dean to the Provost. Appropriate Dean: 6 years after end of fiscal year

 

 

Unsolicited Employment Applications (Not Hired). May include resumes, applications, correspondence, and other documents pertaining to unsolicited requests for employment not related to recruitment searches for specific positions. Any office: 1 year after end of fiscal year

 

 

Volunteer's Hourly Time Record. Hourly time record completed by volunteer and signed by authorizing departmental employee. Used to register volunteers, authorize services performed, and provide number of service hours. Total number of service hours reported to Human Resources monthly for submittal to Department of Labor and Industries for medical aid benefits and premium assessment. Any Office: 6 years after end of calendar year

 

 

 

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