SNAP : HOW TO: Prepare a Personnel Record of a Separated Staff Employee for Storage

HOW TO: Prepare a Personnel Record of a Separated Staff Employee for Storage

Summary: Use this information to assist you with the disposition of the personnel record of a separated employee, including those transferring to another UC.

For staff employees transferring to another UC Irvine department, see How to Transfer a Staff Employee’s Personnel Record.

What you should do: How you should do it:
1 Pull the employee’s entire personnel record
This includes the following:

General File
Payroll File
Confidential File
Medical File

2 Determine if an employee is presently employed on campus
Using the EDB, access the 'WHO' browse screen
If employee is active, refer to How to Transfer a Staff Employee's Personnel Record for instructions.
If employee has separated, go to next step.

3 Ensure the record contains the appropriate documents
Refer to specific checklists:
General File
Payroll File
Confidential File
Medical File

4 Determine if the employee has been paid on a contract and/or grant
Review IDOC for funding information:
If yes, separate the employee’s payroll file and retain in the department
If no, purge the employee’s payroll file of all time records that are more than 5 years old

If an employee is a work-study student, do not purge any timesheets; forward with rest of documents.
5 Prepare the personnel records to be forwarded to Human Resources
Departments should maintain separated files for 6 months after an employee separates in case the employee returns to employment.
Personnel files should be placed in banker's boxes and forwarded to the Personnel Records Coordinator in Human Resources. Do not pack the boxes tightly. Use a second box if necessary. Please include the name of the sender and a return address when forwarding records to HR.

The contents of each box should be organized alphabetically, by destruct year.
Place a contents list inside the box listing the employee's ID number, name, and separation date in that order.
Forward personnel files to: Personnel Records Coordinator, Human Resources, 111 Theory, Suite 200, ZotCode 4600.

For more information refer to the Personnel Records Management main menu.

Need an expert? Contact Anne Krinsky in Human Resources, (949) 824-7127.

Notice: University policies, procedures and applicable collective bargaining agreements shall supersede information in this document or elsewhere on this site.