RRS_Series: Employee Benefits

Activity
V.02. HUMAN RESOURCES/Benefits
Series Name
Employee Benefits
Series ID
502-20-110
Description

Document employees benefit information such as selection of insurance plans, retirement, pension, and disability plans, deferred compensation plans, and other benefit program information.  These records found in all media (paper, digital, or other) may include but are not limited to: 

  • plan selection and application forms,  
  • enrollment records,  
  • contribution and deduction summaries,  
  • personal data records,  
  • authorizations,  
  • beneficiary information,  
  • Staff Fee Privileges Request form and form data;
  • related documentation and correspondence, including e-mail.  

Note: Optional Retirement Plan and the 403(b) Plan data and documents are managed by Oregon Public Universities Retirement Plans office and are transferred to that office as per terms of the Oregon Public Universities Retirement Plans (OPURP) Records Retention Agreement. 

Retention and Disposal Instructions

(a) PERS enrollment records: 75 years, purge;  

(b) optional plan enrollment records other than ORP and 403(b): 75 years, purge;  

(c) Staff Fee Privileges Request form and form data, 4 years after filed, purge;

(d) all other benefits records: 3 years after employee separation or eligibility expired, purge. 

Exception: In the event of a subpoena, audit, legal hold, public records or similar state or federal information request, halt until further instructed any scheduled disposal activities, including purging or transferring material to University Archives. 

Custodian
Human Resources Benefits Office. For GTFF: Graduate School administers any other benefits records unrelated to insurance (example, tuition remissions); and the Graduate Teaching Fellows Federation administers all insurance matters.
OAR Predecessors
OAR 166-475-0095 (20) Employees Benefits Records