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4804 Payroll

 4804-01         EMPLOYEE NAME AND ADDRESS LISTINGS

 
Confidential?        Consult City Attorney's Office for assistance before releasing information.
Vital Record?        No
Record Copy?       Yes

RETENTION:  Final year end report: Permanent; Other reports: 2 years
AUTHORITY:  OAR 166-200-0085(9)
 

4804-05         PAYROLL TIME AND ATTENDANCE BATCH LOGS

Series used to record receipt of batches of Time and Attendance Reports (TARS) from Appropriation Units (AU). Series consists of preprinted list of all AU batches of TARS expected to be received by Payroll each accounting period. Batches are checked in and undesignated batches are entered manually.
                       
Confidential?        Consult City Attorney's Office for assistance before releasing information.
Vital Record?        No
Record Copy?       Yes

RETENTION:  1 year
AUTHORITY:   OAR 166-200-0010(22)
 

4804-06         PAYROLL REGISTERS (PRR 402)

 
Confidential?        Consult City Attorney's Office for assistance before releasing information.
Vital Record?        Yes
Record Copy?       Yes

RETENTION:  Permanent
AUTHORITY:   OAR 166-200-0085(9)
 
 

4804-07         PAYROLL BATCH CONTROL SHEETS

Series used as authorization to process the batch of Time and Attendance Reports (TARS) for the bureau. It consists of transmittal sheets that accompany each batch of TARS sent from the bureaus. Includes total hours, overtime hours, salary, and hours taken off.  
 
Confidential?        Consult City Attorney's Office for assistance before releasing information.
Vital Record?        Yes
Record Copy?       Yes

RETENTION:  4 years
AUTHORITY:   OAR 166-200-0085(3)
 

4804-08         TIME AND ATTENDANCE REPORTS (TARS)

Series used to record employees time. It consists of a two-part form with information on hours worked by employee and time off. 
                       
Confidential?        Consult City Attorney's Office for assistance before releasing information.
Vital Record?        Yes
Record Copy?       Yes

RETENTION:  4 years
AUTHORITY:   OAR 166-200-0085(3)
 

4804-09         SPECIMEN SIGNATURE CARDS

Series is used to authenticate signatures. It is a card file of signatures of Appropriation Unit (AU) chiefs and assigned time keepers who are authorized to certify the established, pre-assigned batches of Time and Attendance Reports (TARs). 
 
Confidential?        Consult City Attorney's Office for assistance before releasing information.
Vital Record?        Yes
Record Copy?       Yes

RETENTION:  6 years after authorization superseded or expired
AUTHORITY:  OAR 166-200-0050(22)
 
 

4804-10         PAYROLL MANUAL ADJUSTMENT WORKSHEETS

Series is used to make corrections in the information in the payroll system's records. It is a single-part form on which corrections are written.  
 
Vital Record?        No
Record Copy?       Yes

RETENTION:  4 years
AUTHORITY:  OAR 166-200-0085(3)
 

4804-11         TAX DISTRIBUTION SUMMARIES (PR 408)

Series used to remit taxes and as a control to balance with Payroll Register.  It is   a computer report that includes total gross taxable income and total Federal, State, Unemployment, and Social Security tax due. Replaces Employee Tax Summary  PRR410.  
 
Confidential?        Consult City Attorney's Office for assistance before releasing information.
Vital Record?        Yes
Record Copy?       Yes

RETENTION:  5 years
AUTHORITY:   OAR 166-200-0085(4)
 

4804-12         EMPLOYEES CURRENT & YTD GROSS PAYROLL INFO RECORDS

Series used to record employee payroll information. Used for budgeting and to compute payments to Public Employees Retirement System (PERS). It consists of lists by Responsibility Unit (RU) number, employee name, Social Security Number, job class, hourly rate, regular pay, current overtime and special pay, and year-to-date amounts of regular, overtime and special pay. 
 
Confidential?        Consult City Attorney's Office for assistance before releasing information.
Vital Record?        No
Record Copy?       Yes

RETENTION:  3 years
AUTHORITY:  OAR 166-200-0085(8)
 
 

4804-13         HOURS REGISTERS (PRR 409)

Series used to verify total hours paid to employees. It includes month-to-date, quarter-to-date, and year-to-date hours reported to pay an employee. Also records adjustments to pay.  
 
Confidential?        Consult City Attorney's Office for assistance before releasing information.
Vital Record?        No
Record Copy?       Yes

RETENTION:  2 years
AUTHORITY:  OAR 166-200-0085(9)
 

4804-14         FAIR LABOR STANDARDS ACT PAYROLL ACTIVITY REPORTS

Series maintained to meet Fair Labor Standards Act (FLSA) requirements. Consists of lists by Responsibility Unit (RU), Social Security number, name of employees, job class, pay code, FLSA rate and current amount paid to the employee.
 
Confidential?        Consult City Attorney's Office for assistance before releasing information.
Vital Record?        No
Record Copy?       Yes

RETENTION:  3 years
AUTHORITY:  29 CFR 516.5
 

4804-15         TRANSACTION VALIDATION      REPORTS

Series used to identify errors in payroll. It includes all payroll input entries.
 
Confidential?        Consult City Attorney's Office for assistance before releasing information.
Vital Record?        No
Record Copy?       No – see 4804-13

RETENTION:  6 months
AUTHORITY:  non-record copy
 

4804-16         PAYROLL TIME CARD BATCH BALANCING RECORDS

Series used to verify entry of time card information. It includes employee by batch and reported hours.
 
Confidential?        Consult City Attorney's Office for assistance before releasing information.
Vital Record?        No
Record Copy?       No – see 4804-13

RETENTION:  Until superseded
AUTHORITY:  non-record copy
 

4804-17         FIRE BUREAU BANKING HOURS REPORTS

Series used to record Fire Bureau personnel hours worked over or under the standard hours. It is a computer printout generated each pay period including employee name and number, pay rate and balance of value.
 
Confidential?        Consult City Attorney's Office for assistance before releasing information.
Vital Record?        No
Record Copy?       Yes

RETENTION:  4 years
AUTHORITY:  OAR 166-200-0085(3)
 
 
 

4804-18         OTHER EARNINGS BY EMPLOYEE REPORTS

 
Confidential?        Consult City Attorney's Office for assistance before releasing information.
Vital Record?        No
Record Copy?       Yes

RETENTION:  6 years
AUTHORITY:  OAR 166-200-0085(7)
 

4804-19         PAYROLL EXCEPTION REPORTS

Series used to report and record exceptions to employees’ time (i.e. salary increase overrides, out of class pays, Retro pays, new hires), so that Accounting can verify that there is an EPAN validating the NEW HIRE and salary increase. They are kept with the payroll backup, Time and Attendance Report (4804-08). 
 
Confidential?        Consult City Attorney's Office for assistance before releasing information.
Vital Record?        Yes
Record Copy?       Yes

RETENTION:  4 years
AUTHORITY:  OAR 166-200-0085(3)
 

4804-22         EMPLOYEE TAX SUMMARY (PRR 410)

Series used to record individual employee's OregonState income tax information.  It includes employee name, social security number, and amounts of OregonState income tax withheld. 
 
Confidential?        Consult City Attorney's Office for assistance before releasing information.
Vital Record?        Yes
Record Copy?       Yes

RETENTION:  5 years
AUTHORITY:  OAR 166-200-0085(12)

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

 

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