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4805 Payroll Reporting

4805-01         VACATION, SICK & COMPENSATORY REPORTS

Series is used to record by employee information indicated in title.  It is a computer generated report giving information on vacation, sick and compensatory hours for each employee.
 
Confidential?        Consult City Attorney's Office for assistance before releasing information.
Vital Record?        No
Record Copy?       Yes
RETENTION:  Permanent
AUTHORITY:  OAR 166-200-0085(7)
 

4805-02         EMPLOYEE BENEFITS LISTINGS

Series used as basis for payment to carrier for eligible employees. It consists of monthly computer printout that includes name, social security number, birth date, type of plan, and amount paid. 
 
Confidential?        Consult City Attorney's Office for assistance before releasing information.
Vital Record?        No
Record Copy?       Yes
RETENTION:  5 years
AUTHORITY:  OAR 166-200-0085(8)
 

4805-03         EMPLOYEE FISCAL YEAR CURRENT & YEAR TO DATE RECORDS

Series created to track employee gross payroll by bureau as well as by employee.  It is a biweekly printout that includes employee name, Social Security number, job class, hourly rate, special pay, and total pay.  
 
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(8)
 

4805-04         DEDUCTIONS & OTHER EARNINGS BY EMPLOYEE REPORTS

Series used to record deductions authorized by city employees.  It is a computer print-out listing specific types of deductions authorized by city employees. Indicates the difference between deductions to date and the maximum amount of each deduction specified for the year; amount of deductions by employee; and totals for the city by type of deductions. 
 
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(2)
 

4805-06         PAYROLL VOLUNTARY DEDUCTION AUTHORIZATIONS

Series used to document employees' authorization for deductions from pay. It includes responsibility unit number, social security number, authorization to deduct wages, amount, purpose, date, employee signature.
 
Vital Record?        No
Record Copy?       Yes
RETENTION:    3 years after superseded, terminated or employee separation
AUTHORITY:  OAR 166-200-0085(1)
 

4805-07         ACTIVE EMPLOYEE BY EMPLOYEE CODE REPORTS

Series created to record total number of city employees. It is a computer printout  produced each pay period. Indicated total number of employees, total full time and total part time.  
 
Confidential?        Consult City Attorney's Office for assistance before releasing information.
Vital Record?        No
Record Copy?       Yes
RETENTION:  5 years
AUTHORITY:  OAR 166-200-0085(8)
 

4805-08         SIX MONTH ELIGIBILITY LISTS

Series used to determine whether employee is eligible for city benefits.  It is a monthly computer printout that includes employee name, social security number, RU number, hire date, job class, union code, birthday and benefit plan.
 
Vital Record?        No
Record Copy?       Yes
RETENTION:  6 years
AUTHORITY:  OAR 166-200-0085(8)
 

4805-09         WITHHOLDING ALLOWANCE CERTIFICATES (W-4)

Series used to document employees' tax exemption status. It consists of federal forms filled out by employees. 
 
Confidential?        Consult City Attorney's Office for assistance before releasing information.
Vital Record?        Yes
Record Copy?       Yes
RETENTION:  5 years after superseded or employee separation
AUTHORITY:  OAR 166-200-0085(13)
 

4805-13         UNEMPLOYMENT RECORDS

Series used to track unemployment benefits charged against City and record employee eligibility for unemployment benefits. It consists of a quarterly report retained in hard copy at the Bureau and a computer tape sent to the State of Oregon Division of Employment. The report contains employees' names, weeks employed, salaries, and number of unemployment benefits drawn. 
 
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(10); (11)
 
 

4805-14         FEDERAL AND STATE AGENCY REPORTS

Series used to record taxes withheld from employees' pay and City's payment of withheld taxes to government agencies. It contains employees' names, social security number, and amounts withheld. Computer tapes of information are sent to government agencies.  
 
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)
 

4805-15         EMPLOYEE GARNISHMENT ORDERS AND WORKSHEETS

Series used to calculate and record garnishments against City employees. It includes Writ of Garnishment and worksheets for each employee who has a garnishment against their wages.
 
Confidential?        Consult City Attorney's Office for assistance before releasing information.
Vital Record?        No
Record Copy?       Yes
RETENTION:   3 years after resolution
AUTHORITY:    OAR 166-200-0085(5)
 

4805-16         PAYROLL ACCOUNTS WORKING PAPERS

Series used as a check of data entry. It contains ledger sheets attached to computer output and includes benefits payable, deductions payable and payrolls payable.
 
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(9)
 

4805-17         ONLINE AUDIT TRAIL RECORDS

Series used as an audit trail and input transaction listing. It consists of  biweekly computer printouts which include updates to IBIS of employee pay records recording what was changed, who made change, and the date and time. 
 
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)
 

4805-19         PERS ANNUAL REPORTS

Series used to report all Public Employees Retirement System (PERS) activity for City employees.  It includes employee name, social security number, total salary, and amount of PERS contribution.  Includes both active and terminated employees.  
 
Confidential?        Consult City Attorney's Office for assistance before releasing information.
Vital Record?        No
Record Copy?       Yes
RETENTION:   Permanent
AUTHORITY:  OAR 166-200-0010(3); 166-200-0085(9)
 
 

4805-20         NOTICE OF PERS COVERED EMPLOYMENT

Series used to notify Public Employees Retirement System (PERS) of employees eligible for membership.  It is a form that includes employee name, address, social security number, salary, and employment information.  The record copy is maintained by PERS.
 
Confidential?        Consult City Attorney's Office for assistance before releasing information.
Vital Record?        No
Record Copy?       Yes
RETENTION:   5 years
AUTHORITY:    OAR 166-200-0085(8)
 

4805-21         NOTICES OF SEPARATION FROM PERS COVERED POSITION

Series used to notify Public Employees Retirement System (PERS) when members leave city employment.  It is a form that includes member name, last day worked, final payment, net unused sick leave, and contributions to PERS for current year.  The record copy is maintained by PERS.
 
Confidential?        Consult City Attorney's Office for assistance before releasing information.
Vital Record?        No
Record Copy?       Yes
RETENTION:   5 years
AUTHORITY:    OAR 166-200-0085(8)
 

4805-22         PERS EMPLOYEE SALARY CERTIFICATION FORMS

Series used to inform PERS of each employee's salary for purposes of computing amount of retirement.  It is a form including employee name and amount of salary.  The record copy is maintained by PERS.  
 
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)
 

4805-23         PERS BI-WEEKLY REPORTS

Series used to record date of payments for Public Employees' Retirement System.  It includes current, year-to-date and month-to-date employer pickup, employee pickup, and gross contributions to PERS.  The record copy is maintained by PERS.  
 
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)
 

4805-24         FISCAL PERS EMPLOYEE PICK-UP LISTINGS

Series used to record amount paid by City to Public Employee's Retirement System (PERS) for each employee.  It consists of a computer printout printed for every pay period.  Includes employee name, social security number, PERS number, birthdate, Responsibility Unit Number, employer payment by employee for period and year-to-date, and total amount paid by City for the pay period and year-to-date.  
 
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); 166-200-0050(1)
 
 

4805-26         EMPLOYMENT VERIFICATION RECORDS

Series is used to document requests by financial institutions and at employee's behest for financial information and to document the actual information given to the requesting institution. Records contain financial information about the employee including employee name, address, social security number and specific financial information. Information also includes a copy of the request by the lending institution. 
 
Confidential?        Consult City Attorney's Office for assistance before releasing information.
Vital Record?        No
Record Copy?       Yes
RETENTION:   2 years after last action
AUTHORITY:    OAR 166-200-0010(21)

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

 

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