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POL Government Elected Officials Auditor Griffin-Valade Divisions Archives & Records Retention Schedules Human Resources
7408 Employee Benefits

7408-01         BENEFIT ENROLLMENT RECORDS & BALANCE / FINANCIAL REPORTS                   

Series used to reference employee election of benefits and confirmation of elections.  Series includes employee’s name, social security number, address, benefit election, dependent information, and life insurance beneficiary information.  Series also applies to retiree’s who have elected to continue under the city’s plan at their own expense.  Series includes COBRA (Consolidated Omnibus Budget Reconciliation Act) records. Series also includes all financial reporting associated with elected plans.
Confidential?        Consult City Attorney's Office for assistance before releasing information.
Vital Record?        Yes
Record Copy?       Yes
 
RETENTION:       75 years after employee separation
 
AUTHORITY:      OAR 166-200-0090(5); 166-200-0090 (22) 
 

7408-03         MEDICAL EXPENSE REIMBURSEMENT PLAN & DEPENDENT CARE ASSISTANCE PLAN (MERP/DCAP) RECORDS

Series tracks reimbursement claim forms from employees for their Medical Expense Reimbursement Plan & Dependent Care Assistance Plan (MERP/DCAP) funds.  Series includes reimbursement request forms and supporting documents.  Forms include name, social security number, address, dollar amount requested for reimbursement, patient’s name, date of service, and provider.
Confidential?        Consult City Attorney's Office for assistance before releasing information.
Vital Record?        No
Record Copy?       Yes
 
RETENTION:       7 years after employee separation or eligibility expired
 
AUTHORITY:      OAR 166-200-0090(5)
 
 

7408-04         INSURANCE PLAN CONTRACTS & ADMINISTRATION

Series tracks City of Portland insurance contracts.  Series consists of copies of plans and contracts with private sector providers and vendors. Official copy retained in City Auditor’s Office.
Confidential?        No
Vital Record?        No
Record Copy?       No
Where?                  Office of the Auditor (2010-03)
 
RETENTION:       Retain as needed.
 
AUTHORITY:      OAR 166-200-0135 (4)
 

7408-05         MEDICAL CLAIMS REPORT

Series documents vendor’s (third party administrator) payment to provider.  Series is a summary of the medical claims for the City’s self-insured programs.  Series includes provider name, date of service, employee name, and dollar amount paid to vendor.
Confidential?        Consult City Attorney's Office for assistance before releasing information.
Vital Record?        No
Record Copy?       Yes 
 
RETENTION:       7 years after expiration if no claims pending
 
AUTHORITY:      OAR 166-200-0140(7)
 
 

7408-06         VENDOR PAYMENT AUTHORIZATIONS

Series documents payment to vendors for administrative fee and/or purchase of insured products.  Series is comprised of monthly invoice and supporting documents which include number of participants, services rendered, amount paid to vendor, vendor number, and address.  Official copy in Office of Management & Finance.
Confidential?        No
Vital Record?        No
Record Copy?       No
 
RETENTION:       10 years
 
AUTHORITY:      OAR 166-200-0050(1)

Contact Information
Archives & Records
1800 SW 6th Ave, Suite 550
Portland, OR 97201
phone: 503-865-4100 (new)

 

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