AGENCY: Department of Government Operations. Division of Finance. Payroll Office

SERIES: 8413
TITLE: Payroll master file
DATES: 1986-2003.
ARRANGEMENT: Numerical by social security number

DESCRIPTION: This is the primary file for all payroll activity. It is the source for the preliminary payroll sent to each agency before the next payroll cycle. It is updated three times during a two week period. One update occurs immediately after the pay period computations have been performed. The next update involves the addition of new employees. The third update occurs during the preliminary payroll run. All updates are based on calendar, not fiscal, year dates. Data is maintained in month-to-date totals until the first payday of the next month. A quarterly total is also maintained until the first payday of the next quarter. Year-to-date totals are maintained until the first payday of the next calendar year.__This is part of the Payroll System.__This record includes employee name and address, social security number, pay period date, rate code, regular hours, overtime hours, other hours, total earnings, position control data, initial and reappointment data, regular earnings, overtime earnings, other earnings, federal tax withheld, FICA, state taxes, local taxes, deductions, net pay, check amount, and check number.

RETENTION

DISPOSITION

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series were specifically approved by the State Records Committee.

APPROVED: 08/1986

FORMAT MANAGEMENT

Computer magnetic storage media: Retain in Tape Library for 90 days and then erase.

APPRAISAL

Administrative

The disposition given in RDR 77-51 to microfilm applied to paper records. This information is duplicated in the Year-end Payroll Master File, which is the file that should be kept.

PRIMARY DESIGNATION

Private

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