University Policies

Payroll Retention Policy

Administration and Finance

The Department will categorize its document types to ensure that the University's data retention guidelines are in compliance with federal, state and local mandates.
All Document Types within the Department will be reviewed for compliance, at which time they will be available via the University’s electronic storage system. At such time the electronic versions will be considered ‘originals’ and the paper versions shredded.

As of 04/15/2009 the following Document Types will be kept as originals in electronic format only, for the period specified by existing Federal and State mandates.

  • Employee Payroll files
  • Payroll Administration Records
  • Payroll Registers
  • Form W-2’s
  • Form I-9’s
  • HIRD Forms
  • Form W-4 (contractor employees only)
  • Direct Deposit Authorizations (contractor employees only)
  • Weekly Time Sheets and Summary Sheets (including emailed changes)

Exception: The University will retain paper/original documents for any matter that is "in controversy" (internally or externally) or that has concluded but subject to an appeal period.
Active Employee Payroll Files will be retained in paper form as well as electronic for employee review.
See also “Institutional Data Classification” policy.