Utah Department of Administrative Services

Division of Archives & Records Service

Salt Lake City (Utah). Department of Finance. Payroll

102--W-2 forms
104--Salary action forms
105--Gross to net regular payroll report
106--Payroll time register
107--Gross to net adjustment payroll report
108--Miscellaneous payroll reports
109--Human Resource Information System
110--Library payroll

AGENCY: Salt Lake City (Utah). Department of Finance. Payroll

SERIES: 102
TITLE: W-2 forms
DATES: 1940-
ARRANGEMENT: Alphabetical by name.
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: This is the city's copy of W-2 forms prepared for the Internal Revenue Service for income purposes. The forms include gross earnings, federal state, and FICA tax paid and non-taxable allowances, along with employee's name, address, social security number, etc.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years and then destroy.

APPRAISAL


AGENCY: Salt Lake City (Utah). Department of Finance. Payroll

SERIES: 104
TITLE: Salary action forms
DATES: 1940-
ARRANGEMENT: Alphabetical by name.
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These are forms that record employee salary information. These forms include name of employee, hire date, salary, payment history, pension, deferred compensation, job classification, department, dependents, EEO information, etc.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years after termination of employment and then microfilm and destroy provided microfilm has passed inspection.

Microfilm master: Retain in Office permanently.

APPRAISAL


AGENCY: Salt Lake City (Utah). Department of Finance. Payroll

SERIES: 105
TITLE: Gross to net regular payroll report
DATES: 1980-
ARRANGEMENT: Alphabetical by name.
ANNUAL ACCUMULATION: 5.00 cubic feet.

DESCRIPTION: This is a computer printout received after each pay period detailing payroll for each city employee. This printout includes name of city employee showing gross pay, deductions, net pay for each employee, as well as social security number, job title, pay class, department code, and year to date payroll and deduction information.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then destroy.

Computer output microfiche master: Retain in Office permanently.

APPRAISAL


AGENCY: Salt Lake City (Utah). Department of Finance. Payroll

SERIES: 106
TITLE: Payroll time register
DATES: 1980-
ARRANGEMENT: Chronological by pay period.
ANNUAL ACCUMULATION: 3.30 cubic feet.

DESCRIPTION: This is a bimonthly computer printout received from each city department containing hours worked by city employees to determine payroll. This printout includes inclusive dates for pay period, department name, name, social security number, pay class, title, cost center, number of regular and overtime hours worked each week, and accumulated vacation and sick time for each employee.

RETENTION

Retain 5 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to Agency Record Center. Retain in Agency Record Center for 3 years and then destroy.

APPRAISAL


AGENCY: Salt Lake City (Utah). Department of Finance. Payroll

SERIES: 107
TITLE: Gross to net adjustment payroll report
DATES: 1980-
ARRANGEMENT: Chronological by pay period.
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: This is a bimonthly computer printout of adjustments to previous payroll. This printout includes social security number, name, deductions, gross pay, and year to date payroll and deduction information.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to Agency Record Center. Retain in Agency Record Center for 3 years and then destroy.

Computer output microfiche master: Retain in Office permanently.

APPRAISAL


AGENCY: Salt Lake City (Utah). Department of Finance. Payroll

SERIES: 108
TITLE: Miscellaneous payroll reports
DATES: 1980-
ARRANGEMENT: Chronological by pay period.
ANNUAL ACCUMULATION: 3.30 cubic feet.

DESCRIPTION: These are various computer printouts concerning payroll deductions. These printouts include printouts organized by type of deduction including: Control Totals, credit unions, associations, unions, U.S. Savings Bond Ledgers, donations, retirement records, insurance records, deferred compensation records, and liens. Provides name of employee, department, pay period, amount of deduction, and total amount of deductions.

RETENTION

Retain 1 year.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then destroy.

APPRAISAL


AGENCY: Salt Lake City (Utah). Department of Finance. Payroll

SERIES: 109
TITLE: Human Resource Information System
DATES: 1940-
ARRANGEMENT: None.

DESCRIPTION: This is an automated system of employee status information. The system is continuously updated with individual employee records being purged two years after the employee terminates. Three separate tapes are created and stored of payroll information: Tape 1 regular payroll and adjusted payroll, taped before and after payroll run; Tape 2 is a sequential file for each payroll run; and Tape 3 payroll at calendar year end as a sequential file. The complete system is backed up on tape biweekly. This system includes employee name, hire date, salary, payment history, pension, deferred compensation, job classification, department, dependents, EEO information, etc.

RETENTION

Retain 15 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer magnetic storage media: Retain in Agency Record Center for 2 years after employee termination and then purge.

Computer magnetic storage media: Retain in Agency Record Center for 3 years and then erase.

Computer magnetic storage media: Retain in Agency Record Center for 7 years and then erase.

Computer data files: Retain in Agency Record Center for 15 years and then erase.

APPRAISAL


AGENCY: Salt Lake City (Utah). Department of Finance. Payroll

SERIES: 110
TITLE: Library payroll
DATES: undated
ARRANGEMENT:

DESCRIPTION: This is an automated information system containing library employee status information. Three separate payroll information tapes are created and stored: Tape 1--regular and adjusted payroll, before and after payroll run; Tape 2--sequential file of each payroll run; and Tape 3--payroll at calendar year end as a sequential file. A backup tape is created biweekly. This system includes name of employee, hire date, salary, payment history, pension, deferred compensation, job classification, departments, and EEO.

RETENTION

Retain 15 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer magnetic storage media: Retain in Agency Record Center for 2 years after employee terminates and then erase.

Computer magnetic storage media: Retain in Agency Record Center for 3 years and then erase.

Computer magnetic storage media: Retain in Agency Record Center for 7 years and then erase.

Computer magnetic storage media: Retain in Agency Record Center for 15 years and then erase.

APPRAISAL