2001-002
Bi-Weekly Time and Absence Records
Payroll
| Records | Active retention (in office) | Semi-active (records centre) | Total retention | Final disposition |
|---|---|---|---|---|
| Payroll's paper records (originals) | CY + 2 years | 5 years | CY + 7 years | Destruction |
| Electronic records in Financial Services' database | Not yet scheduled | Not yet scheduled | Not yet scheduled | Not yet scheduled |
| Paper copies and supporting documentation in all other university departments | CY + 2 years | Nil | CY + 2 years | Destruction |
CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.
Records used to track work time and absences of non-academic staff in order to calculate wages and benefits. Records consist of standardized forms.
Forms are completed bi-weekly by departments and sent to Financial Services (Payroll), which has primary responsibility for this series. There are two types of forms, depending on the method of reporting: "positive" for employees paid by the hour (hours worked are recorded) and "exception" for salaried employees (hours absent are recorded).
Departments retain a copy for their own records and send the original to Payroll, which enters the information into the Financial Services database. Payroll maintains separate files for "positive" and "exception" forms and files the forms by pay period, then within this grouping alphabetically by department.
These records are created, used, retained and managed in accordance with the following authorities:
The FOI / POP Act (RSBC 1996, c. 165, s. 31) requires that personal information used to make a decision that directly affects an individual must be retained for at least one year. The paper forms contain more detail than the electronic record (dates, hours, signing off authority), and are sometimes required as evidence in the event of a legal dispute. Section 3(5) of the Limitation Act (RSBC 1996, c. 266) states that any action not specifically provided for by that Act or any other Act may not be brought after the expiration of 6 years after the date on which the right to do so arose. Total retention period ensures that the university meets statutory requirements and has the evidence it needs for conducting litigation.
Financial Services - Payroll (OPR)
Keep current year's records in office, and two previous years' records in office storage, then transfer to the University Records Centre for semi-active storage.
All other university departments (Non-OPR)
Retain for current year plus two additional years, then destroy. If departments require access to information contained in these records (e.g. in the context of managing a particular employee), they should develop a method and procedure for summarizing the required information in a new record and file it on the employee's personnel file.
These records contain personal information and must be destroyed by confidential shredding; contact Facilities Management to make arrangements.
RRSDA is in force.
Approved by the University Archivist: 2 Apr 2003