AGENCY: Box Elder County School District (Utah). Payroll Office
SERIES: 9661
TITLE: Payroll register
DATES: ca. 1940-
ARRANGEMENT: Numerical by location code, thereunder alphabetical by surname
DESCRIPTION: This register provides a complete record of the payment of all district employees. The first registers were books with handwritten notations. In 1960, the register became computerized. It is printed semi-monthly Classified and certified employees are paid monthly. The district is on the Office of Education's computer system. This report includes the location code, name of employee, marital status, number of exemptions, pay status, phone number, check number, social security number, regular rate, regular hourly rate, other rate, other hours, other earnings, current pay, deductions (federal and state taxes, FICA, retirement, insurance), and net pay.
RETENTION
Retain for 53 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
APPROVED: 09/1991
FORMAT MANAGEMENT
Paper: For records beginning in 1940 through 1980. Retain in Office for 53 years or until microfilmed and then destroy provided microfilm has passed inspection.
Microfilm master: For records beginning in 1940 through 1981. Retain in State Records Center for 53 years and then destroy.
Microfilm duplicate: Retain in Office for 53 years and then destroy.
Paper: For records beginning in 1980 and continuing to the present. Retain in Office for 53 years and then destroy.
Computer output microfiche master: Retain in State Records Center for 53 years and then destroy.
Computer output microfiche duplicate: Retain in Office for 53 years and then destroy.
APPRAISAL
Administrative
This disposition is based on the administrative needs expressed by the district's accountant. The Payroll Register is the district's only record of payments to its employees. Since they do not maintain a separate Employee Payroll History, the payroll register is maintained longer than the traditional 7 years. The register is essential for retirement purposes.
PRIMARY DESIGNATION
Private
SECONDARY DESIGNATION
Public. UCA 63G-2-301(1)(b) (2008)