Schedule UNIVERSITY OF NEBRASKA BOARD OF REGENTS

Transcription

1 Schedule UNIVERSITY OF NEBRASKA BOARD OF REGENTS EMPLOYMENT RECORDS April 15, 2011 Nebraska Management Division 440 South 8 th Street, Suite 210 Lincoln, NE (402)

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3 INSTRUCTIONS FOR USING THIS SCHEDULE retention and disposition schedules are designed to serve as your records management guideline for storing and disposing of agency records, regardless of the media on which they reside, including paper, microfilm, diskettes, optical disks, CDs, DVDs, servers, computer hard drives, etc. State Agencies General Schedule No. 124 contains those records common to most state government agencies. This schedule takes precedence over General Schedule 124. This schedule provides authority to dispose of paper records that do not have a permanent retention period after electronic copies have been made in accordance with Neb. Rev. Stat ,112 (Reissue 1995) and to dispose of paper or electronic records once the record s retention period has expired unless it is subject to a legal hold. The University of Nebraska assumes the responsibility to migrate these electronic records to a new system, software, and/or storage medium when the current system, software, and/or storage medium become obsolete, to ensure that this information remains accessible for the entire required retention period. DISPOSING OF RECORDS 1. Check your schedules to see what the retention period is. 2. Dispose of records that have met their retention periods unless they are subject to a legal hold. 3. Complete a Disposition Report for the records you dispose. The Disposition Report form is the last page of this schedule. Remove the form, copy it, complete the form, copy it for your records, and send the completed form to the Management Division at the address below. If you wish, you may receive this form electronically by contacting the Management Division. The completed report establishes that the destruction or other disposition of records was done in the normal course of office activities. Nebraska Secretary of State Management Division 440 South 8th Street, Suite 210 Lincoln, NE SOS.Management@nebraska.gov QUESTIONS If you have any questions about these procedures, please contact your University human resources office.

4 SCHEDULE UNIVERSITY OF NEBRASKA BOARD OF REGENTS EMPLOYMENT RECORDS University of Nebraska Employment Retention and Disposition Schedule Legend: D=Days; CY=Calendar Year End: December 31; FY=Fiscal Year End: June 30; Y=Years; E=Expiration; S=Separation; P=Permanent; ELECTRONIC RECORDS - retention follows the same retention as retention of paper records. PRESERVATION HOLD - no destruction of records may take place while there is a Preservation Hold in effect. *Dispose after the required retention period provided the audit has been completed with the audit report released and all related audit comments resolved. Code Grouping Category Sub-Category Record Retention Recruitment Materials Recruitment Recruitment Recruitment Recruitment Recruitment Recruitment Recruitment Recruitment Report Recruitment Recruitment Recruitment Recruitment Active Recruitment Recruitment Materials Recruitment Materials Recruitment Materials Recruitment Materials Recruitment Materials Recruitment Materials Process Certification Statement - Equity, Access and Diversity (UNMC - Certification EEOC, AA including harassment) Process Job Description for Recruitment Process Personnel Requisition/Justification Forms Process Reclassification Requests Process Salary Analysis - Internal/External Competitive Process Work Study Authorization Advertisements Affirmative Action Reports/ - Not Hired Affirmative Action Reports/ - Hired Summary Log Background Check Information - Credit Reports Background Check Information - Mandatory (may or may not include Child andadult Registry Checks) Background Check Information - Optional (may or may not include Child and Adult Registry Checks) Certification Statement - Equity, Access and Diversity Employment (where applicable) 6Y 6Y 6Y

5 4 University of Nebraska Employment Retention and Disposition Schedule Legend: D=Days; CY=Calendar Year End: December 31; FY=Fiscal Year End: June 30; Y=Years; E=Expiration; S=Separation; P=Permanent; ELECTRONIC RECORDS retention follows the same retention as retention of paper records. PRESERVATION HOLD no destruction of records may take place while there is a Preservation Hold in effect. *Dispose after the required retention period provided the audit has been completed with the audit report released and all related audit comments resolved. Code Grouping Category Sub-Category Record Retention Recruitment Active Recruitment Recruitment Active Recruitment Recruitment Recruitment Recruitment Recruitment Pre-employment Recruitment Recruitment Recruitment Preemployment Preemployment Preemployment Contracts and Agreements Active Active Miscellaneous Employment Ongoing Employment Ongoing Labor Contract Employment Information Not Hired Employment Information Hired Faculty Recruiting Files Memos of Record (files for past applicants, applications/resumes of unsuccessful candidates) Memos of Record (files for past employees, applications/resumes of successful candidates) Non-Selection Notification References/Reference Letters Resume/Vita/Cover Letters Not Hired Resume/Vita/Cover Letters Hired Search Committee Notes (interview questions, screening criteria, etc.) Letter of Offer Physician s Certification ADA UNMC Physician s Certification ADA Current s (WC or FMLA or Medical) Pre-employment Physical Employment Contracts Active Benefits Interruption in Tenure Faculty Agreements Union Labor Contracts/Negotiations E + 20Y Phased Retirement Contracts (Benefits) *

6 5 University of Nebraska Employment Retention and Disposition Schedule Legend: D=Days; CY=Calendar Year End: December 31; FY=Fiscal Year End: June 30; Y=Years; E=Expiration; S=Separation; P=Permanent; ELECTRONIC RECORDS - retention follows the same retention as retention of paper records. PRESERVATION HOLD - no destruction of records may take place while there is a Preservation Hold in effect. *Dispose after the required retention period provided the audit has been completed with the audit report released and all related audit comments resolved. Code Grouping Category Sub-Category Record Retention Recruitment Active Benefits Preemployment Pre-employment Contracts Active Benefits Active Benefits Hours/Time Report Benefits Report Benefits Active Worker s Compensation Active Benefits Report Benefits Physician Information Active Benefits SAP Confidentiality Statement/Security Agreements Benefits Enrollment Form (including NUFLEX and Health Information for Life Insurance ) Crisis Leave Donation/Request/ Reports Federal Benefits ACH Reports (IANR) Federal Notification and Medicare Eligibility Form (IANR) First Report of Alleged Occupational Injury FMLA Documentation (with or without Physician s Certification included) Monthly Exception Reports - Vacation/Sick Leave Requests Reimbursement Account - Enrollment and Claims * * * * S + 30Y * Active Benefits Retirement and Pension Report Benefits TIAA - CREF Separation Report Report Benefits Tuition Remission Data Report Benefits Vacation/Sick Leave/Comp Time Reports * Active Benefits Hours/Time Vacation/Sick Leave Requests Active Worker s Compensation Employment Report Active Active Compliance Reporting Worker s Compensation - insurance Claims/Forms AAUP Faculty Rosters Annual Salary Notification including Faculty - Electronic Appointment Letters and Ongoing Employment S + 30Y

7 6 University of Nebraska Employment Retention and Disposition Schedule Legend: D=Days; CY=Calendar Year End: December 31; FY=Fiscal Year End: June 30; Y=Years; E=Expiration; S=Separation; P=Permanent; ELECTRONIC RECORDS - retention follows the same retention as retention of paper records. PRESERVATION HOLD - no destruction of records may take place while there is a Preservation Hold in effect. *Dispose after the required retention period provided the audit has been completed with the audit report released and all related audit comments resolved. Code Grouping Category Sub-Category Record Retention Active Active Active Report Active Active Active Active Active Active Active Active Active Miscellaneous Active Active Active Compliance Reporting Compliance Reporting Evaluation Physician Information Evaluation CIEQ Form earfa - Faculty Evaluation Questionnaire and Accomplishments (Business Center) CDL Drug and Alcohol Test S + 30Y* Corrective Action Form EEO-6 Report (IPEDS) Expense Reports FY + 7Y* Evaluation Evaluations on Faculty Grievance Grievance Forms Grievance Grievance Grievance Hearing Documents and Notes - EEO Grievance Hearing Documents and Notes - Employment I-9 * Job Description (since last change) Memos of Record - MFR: (appointment, budgets, letter of commendation, corrective action, termination, service awards documents, s, memos, notes on promotion, tenure, notes/ s to self regarding an employee) N-Card, Photo ID, NU ID Number NEOC Files Outside Activity Forms Overtime/Compensatory Agreement Form PAF (Personnel Action form) [Faculty appointment data] etc.

8 7 University of Nebraska Employment Retention and Disposition Schedule Legend: D=Days; CY=Calendar Year End: December 31; FY=Fiscal Year End: June 30; Y=Years; E=Expiration; S=Separation; P=Permanent; ELECTRONIC RECORDS - retention follows the same retention as retention of paper records. PRESERVATION HOLD - no destruction of records may take place while there is a Preservation Hold in effect. *Dispose after the required retention period provided the audit has been completed with the audit report released and all related audit comments resolved. Code Grouping Category Sub-Category Record Retention Active Active Active Active Miscellaneous Active Active Active Active Report Active Payroll Compliance Reporting Compliance Reporting Evaluation Performance Appraisals Personal Data Form - PDF: (address changes, credentialing, supervisory training, safety training, CDL driver s license, etc.) Physician s Certification - ADA Purchase Card - Ownership and Number Radiation Dosimetry and Exposure S + 30Y Reclassification Requests Active Payroll Hours/Time Active Payroll Data Pay Related Active Payroll Tax Reporting Miscellaneous Payroll Recurring Payments (temporary overloads, etc.) Salary Analysis - Internal/External Competitive Salary Notification Letters - including Faculty VETS-100 Report * Visa Forms and Work Permits * Biweekly Time Sheets (including work study) Direct Deposit - ACH: (initial enrollment or not to enroll, amount adjustment request, changes) 8233 Forms (Claim Tax Treaty Benefit) Employment Verifications (for loans etc.) * * 90D after response provided Active Payroll Tax Reporting Exempt from Withholding (nonresident alien) * Report Payroll Formulated Payment Logs * Report Payroll Foundation Payments Log *

9 8 University of Nebraska Employment Retention and Disposition Schedule Legend: D=Days; CY=Calendar Year End: December 31; FY=Fiscal Year End: June 30; Y=Years; E=Expiration; S=Separation; P=Permanent; ELECTRONIC RECORDS - retention follows the same retention as retention of paper records. PRESERVATION HOLD - no destruction of records may take place while there is a Preservation Hold in effect. *Dispose after the required retention period provided the audit has been completed with the audit report released and all related audit comments resolved. Code Grouping Category Sub-Category Record Retention Active Payroll Pay Related Garnishments/Letters * Report Payroll LOA Report/Negative/P00 Report/ Negative/5PY Report * Report Payroll Manual Check Log/Emergency Check Requests * Active Payroll Hours/Time Off Campus and other Timesheets input by Payroll * Report Payroll Payroll Closing Documents (edits, time errors etc. audit trail) * Active Payroll Data Pay Related Remuneration Statement (Access to Pay Advice) Active Payroll Tax Reporting Tax Treaty Affidavit * Active Payroll Data Tax Reporting 1042-S Tax Form (nonresident aliens) * Report Payroll Warrant Voids (reverse/delete documentation) * Active Payroll Data Tax Reporting W-2 * Active Payroll Data Tax Reporting W-4 * Active Payroll Data Tax Reporting W-9 for Nonresident Alien Meeting SPT Separation Separation Separation Checkout Forms Separation Separation Exit Interviews Separation Separation Letter of Resignation * Separation Separation Letter of Termination * Report Separation Retirement Register of Separation and Transfer of Federal s (IANR) Separation Separation RIF Notification Report Separation Unemployment Claim/Notification/ Response/Billing Separation Separation Vacation Payout * 9

10 RECORDS DISPOSITION REPORT TO: SECRETARY OF STATE RECORDS MANAGEMENT DIVISION 440 S. 8 TH STREET SUITE 210 LINCOLN, NE AGENCY Board of Regents of the University of Nebraska DIVISION SUB-DIVISION REQUIRED INFORMATION: In accordance with the Management Act, Neb. Rev. Stat (Reissue 1999) records of this agency have been disposed of under the authorization granted by the following schedule(s): SCHEDULE NUMBER(S) ONLY (DO NOT INCLUDE SECTION AND ITEM NUMBERS) TOTAL VOLUME DISPOSED (SEE REVERSE) OPTIONAL INFORMATION (FOR YOUR USE ONLY): You may include detailed information which will be useful to you in recording exactly what records were disposed of and under what authority. This might include such things as schedule section and item numbers, title of records, inclusive dates of records, etc. This information is not required to be filed with Management. DATE SIGNATURE SEND ORIGINAL TO RECORDS MANAGEMENT. MAKE A PHOTOCOPY FOR YOUR RECORDS. RMA 03006D

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12 VOLUME ESTIMATING GUIDE (PLEASE NOTE THAT FOR REPORTING PURPOSES, A BALLPARK ESTIMATE OF THE TOTAL VOLUME OF MATERIAL DISPOSED IS ADEQUATE.) Container Cubic Feet Weight (lbs) N/A center carton Vertical File Cabinet, 4 drawer lettersize Vertical File Cabinet, 4 drawer legalsize About a pickup load N/A 2,204 lbs (1 metric ton) Sheets of Paper (8.5 x 11 ) Electronic Data Equivalent 1 20 Kb 52 1 Mb (1024 Kb) 53,687 1 Gb (1024 Mb) 220, Gb 1 Cu. Foot lbs 1, Mb 6 Cu. Feet 100 lbs 10, Mb 8 Cu. Feet lbs 13, Mb 50 Cu. Feet 7,500 lbs 748, Gb 11