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

SERIES: 8428
TITLE: Employee tax and earnings quarterly history report
DATES: 1944-2003.
ARRANGEMENT: None

DESCRIPTION: This is a quarterly report which documents an employee's taxes and earnings for each pay period within a calendar year. It is used as a reference tool by payroll to handle inquiries by current and former employees regarding their pay. A copy of the fiche is furnished by Gibbons Company who insures the state for unemployment claims. This information is referenced 5 times a month, during the first three years. Two copies of 64 masters are produced quarterly. This is part of Payroll System. These reports include employee's name, social security number, pay period date, rate code, regular hours, overtime hours, other hours, total earnings, regular earnings, overtime earnings, other earnings, federal tax withheld, FICA, state taxes, local taxes, total deductions (it does not break down the kinds of deductions), net pay, check amount, check number, and quarter-to-date totals.

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 output microfiche master: Retain in Office for 5 years and then destroy.

Computer magnetic storage media: Retain in Tape Library for 1 year and then erase.

Microfilm master: Retain in Archives for 5 years and then destroy.

APPRAISAL

Administrative Fiscal Legal

This is needed a s reference tool. The appraisal is based on the Fair Labor Standards Act and CFR 29-516 which allows for a three year retention, but the reference needed is five years. Previous decision: RDR 81-01: 1 year after audit/private.

PRIMARY DESIGNATION

Private

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