Scope

This general schedule applies to all University of Wisconsin institutions that use the University of Wisconsin Service Center (UWSC) 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 Office of Human Resources and Business Services web pages.

Scope
Programs and Functions Included
Organizational Units Included
Records Not Included
Electronic Records

Scope

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 Employee 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)
• Service 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 UWSC Payroll system. Records may be maintained at any of the following

• UWSC 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 UWSC 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.