Summary: A staff employee's payroll file includes department copies of documents that are related to the employee's time record. The payroll file is part of an employee's personnel record. |
Access and Storage
Only those with an immediate “business need to know” (including the employee) may have access to the employee's payroll file. Others may gain access through subpoena.
We recommend that you keep the payroll file with the general employee file but separate from the confidential and medical files. Departments may also place these documents in the employee’s confidential file in lieu of creating a separate payroll file.
Timesheet retention is 5 years unless employee is paid on contract and/or grant or on a student workstudy program.
Relevant Content
_______ IDOC or PAF
_______ Timesheets
_______ BELI Forms (Original to Payroll)
Note: For employees paid on contracts and/or grants (including clinical trials), the department may want to retain these documents with their contract/grant files in case the documents are required for audit purposes. Additionally, timesheets for workstudy students should not be purged.
For more information refer to the Personnel Records Management menu.Need an expert? If you have any questions, contact Human Resources, (949) 824-5210 or HRQuestions@uci.edu. Notice: University policies, procedures and applicable collective bargaining agreements shall supersede information in this document or elsewhere on this site. |
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