RRS_Series: Time and Attendance

Activity
V.03. HUMAN RESOURCES/Compensation and Payroll
Series Name
Time and Attendance
Series ID
503-10-115
Description

Document hours worked and leave hours accrued and taken by university and student employees, including Federal Work-Study. Information may include employee name and other personally identifiable information, work schedule, days and time worked, leave time, and approval signatures.

These records found in all media (paper, digital, or other) may include but are not limited to:

  • time entry forms and form data;
  • timesheets;
  • daily time forms and form data;
  • daily time sheets;
  • vacation/sick leave documentation;
  • leave of absence request/form and form data;
  • HR request for vacation cash-out;
  • request for leave form and form data;
  • SEA self entry authorization forms and form data;
  • FMLA/OFLA attendance record;
  • flexible work schedule agreement;
  • Single Day meal fringe benefit;
  • related documentation and correspondence, including e-mail.
Retention and Disposal Instructions

(a) 6 years for unclassified/classified/management employees, unless position is funded in any part by grants and required to support sponsored awards effort reporting, purge;

(b) 3 years after award year for students employed under Federal Work-Study, purge;

(c) 3 years for all others (including student employees who are not paid from Federal Work-Study funds), 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.