UNIVERSITY OF WISCONSIN River Falls
HRS Core Payroll History Data
NOTE: The wording for this record series remains the same as it was in the original GRS. The Department of Administration does not maintain a central payroll roster or data file for the University of Wisconsin System. The responsibility for maintaining a permanent payroll history data will continue with HRS. The retention period is 50 years. Currently, this long term retention requirement is met by ·microfiche.
This electronic file includes the results of personnel transactions affecting employee's payroll such as hires, transfers, terminations, re classifications and reallocations. Files contain data elements for each employee, including appointments, deductions, hours, payroll balances, deduction balances, and retroactive adjustments to hours worked, lump-sum pay adjustments, dollar and hour balance adjustments, refunds, wage assignments and check cancellations. This electronic file functions as the source for federal and state tax reporting, W-2 production and other year end reports.
The HRS Core Payroll data file is created when payroll calc data is created /added to the employee permanent payroll history after the payroll confirmation process has been run.
The payroll microfiche jacket will contain the following types of information: date of payroll,type of payroll, gross earnings, and deferred items. The jacket will be maintained with the Master Payroll Fiche for SO years. REVISED: This paragraph was added by the Public Records Board 11/19/97. Also included under these records series and the SO year retention requirement are the following reports: Audit Tables Query Report (JIRA #6918)
HRS: Master Fiche /Tape for all UW Institutions maintained by
HRS. CR + 50 years Campuses: NA
This series consists of Signed individual timesheets.
Campus: EVT + 5 years EVENT= date of the pay period.
Payroll Processing Reports
Series of reports produced as part of the processing of each payroll. Reports include:Employees NOT processed in Current Payroll, Deductions not Taken, Payroll Error Messages
HRS: Retain to meet administrative need not to exceed 18 months
HRS Payroll Audit logs
This series consist of Audit logs to track changes made during payroll processing.
HRS: CR + 3 years
Campuses: NA Destroy Confidentially.
Payroll Register and Voucher
Payroll listings showing gross and net pay, as well as deductions taken. This series also include the payroll voucher.
Retention:HRS: FISCAL+ 6 years.
Campuses: Retain to meet administrative need not to exceed 18 months.
Work Study Reports
This record series contains various reports that can be produced from the HRS system to monitor Work Study employees. These reports can include some or all of the following: work study award by job type, work study award by department budget, work study adjustment,work study balance control, work study award by person.
HRS: CR + 5 years (34CFR 676.19)Campuses: CR + 5 years
This series includes a hard copy report and transfer file (interface) sent to the Dept. of Workforce Development.
HRS: CR + 6 years
Includes withholding authorizations that initiate deductions from an employee's pay amounts. Records in this series are the paper documents used to initiate payroll actions.
Examples of documents in this series are:
- Contributions-- Charity/Institutional events
- Financial Institution Deducion Authorizations
- Garnishment Action Notice
- Parking Deduction Authorization
- Van Pool Deduction Authorization
- Wage Assignment Notice
Campuses- Retain until termination and transfer to UWPY0030 Terminated Employee Case File
Payroll Audit I Error
Reports A variety of reports run to verify HRS payroll tables settings, pre-audit calculations, payroll error messages, and others produced by the HRS system in the processing of payrolls.
HRS-Retain until administrative need has been met not to exceed 1 year.
A report to vendors of terminated employees who had garnishments taken from their wages.
HRS-CR + 7 years
Campuses-retain to meet administrative need not to exceed 1 year.
Tax Withholding Reporting Files
Records series includes forms and reports related to employees″ federal and state income tax withholding activities and documentation of withholding.Series includes but is not limited to the following forms and reports:.
- Certificate Of Exemption Prepayment Of Taxes
- Employer's Quarterly Federal Tax Return
- Employers Annual Reconciliation Of Wisconsin Income Tax Withheld From Wages
- Federal Bi-Weekly Tax Deposit Coupon
- Federal Income Tax, Social Security, Medicare Bi-Weekly Report
- Form 941 Payment Voucher
- Statement To Correct Information
- Transmittal Of Corrected Income & Tax Amounts
- Undeliverable W-2, W-2C, 1042-S and W-200 forms.
- Wisconsin Tax Deposit Report Coupon
This series also includes MILITARY PAY VOUCHERS that are created for employees.
NOTE: This series includes interface files that transmit data from the university to Federal and State government. The same retention period applies to the interface file as to the report or form.
HRS: FISCAL+ 7 years.
Campuses: Each institution is responsible for maintaining records of its employees' tax withholding records.
Wisconsin PMIS File
This record series is an interface file with certain data extracted from the HRS payroll and used specifically to update other State of Wisconsin data systems (PM IS-Personnel Management Information System). PM IS is a statewide tracking system used to monitor the number of positions in State government. Report is also used by the State Budget Office.The official copy is maintained by the Department of Administration.
HRS: CR + 3 pay periods