General Record Category Type of Record Retention Period OAR #
Assumed Wages Reports Names, dates, social security numbers, requisition numbers, accounts to be charged and total assumed pay for the month 4 years 166-475-0090(1)
Deduction Authorization Records Deduction information on medical, dental, life and disability insurance 4 years after authorization expires or is superseded 166-475-0090(2)
Deduction Authorization Records American Association of University Professors, GCIU, Fair Share, and Oregon Public Employees/Fair Share dues 4 years after authorization expires or is superseded 166-475-0090(2)
Deduction Authorization Records U.S. Savings Bonds 4 years after authorization expires or is superseded 166-475-0090(2)
Deduction Authorization Records United Way and foundation contributions 4 years after authorization expires or is superseded 166-475-0090(2)
Deduction Authorization Records Payment for library fines/lost books, parking permits and institutional credit union accounts 4 years after authorization expires or is superseded 166-475-0090(2)
Deduction Authorization Records Veterans Affairs 4 years after authorization expires or is superseded 166-475-0090(2)
Deduction Authorization Records ACH listings 4 years after authorization expires or is superseded 166-475-0090(2)
Deduction Authorization Records Personal use of stat vehicles 4 years after authorization expires or is superseded 166-475-0090(2)
Deduction Authorization Records Miscellaneous deductions 4 years after authorization expires or is superseded 166-475-0090(2)
Employment Division Summary Reports Records Monthly reports by employee category 10 years for annual reports, 3 for monthly 166-475-0090(3)
Employment Division Summary Reports Records Annual fiscal year reports which summarize the monthly data 10 years for annual reports, 3 for monthly 166-475-0090(3)
Employee Time Records Employee name and other personally identifiable information 5 years after issuance of financial report to awarding agency by the research accounting for records of all students 166-475-0090(4)
Employee Time Records Work schedule 5 years after issuance of financial report to awarding agency by the research accounting for records of all students 166-475-0090(4)
Employee Time Records Day and time worked 5 years after issuance of financial report to awarding agency by the research accounting for records of all students 166-475-0090(4)
Employee Time Records Leave time 5 years after issuance of financial report to awarding agency by the research accounting for records of all students 166-475-0090(4)
Employee Time Records Work-study related time records 5 years after issuance of financial report to awarding agency by the research accounting for records of all students 166-475-0090(4)
Employee Time Records approval signatures 5 years after issuance of financial report to awarding agency by the research accounting for records of all students 166-475-0090(4)
Employee Time Records Employee name and other personally identifiable information 4 year unclassified, classified, management personnel 166-475-0090(4)
Employee Time Records Work schedule 4 year unclassified, classified, management personnel 166-475-0090(4)
Employee Time Records Day and time worked 4 year unclassified, classified, management personnel 166-475-0090(4)
Employee Time Records Leave time 4 year unclassified, classified, management personnel 166-475-0090(4)
Employee Time Records Work-study related time records 4 year unclassified, classified, management personnel 166-475-0090(4)
Employee Time Records approval signatures 4 year unclassified, classified, management personnel 166-475-0090(4)
Employee Time Records Employee name and other personally identifiable information 3 years all other records 166-475-0090(4)
Employee Time Records Work schedule 3 years all other records 166-475-0090(4)
Employee Time Records Day and time worked 3 years all other records 166-475-0090(4)
Employee Time Records Leave time 3 years all other records 166-475-0090(4)
Employee Time Records Work-study related time records 3 years all other records 166-475-0090(4)
Employee Time Records approval signatures 3 years all other records 166-475-0090(4)
Federal and State Tax Records Federal Miscellaneous Income Statement (1099) 5 years 166-475-0090(5)
Federal and State Tax Records Request for Taxpayer Identification Number and Certificate (W-9) 5 years 166-475-0090(5)
Federal and State Tax Records Request for student(s) or borrower(s) social security number and certificate (W-9S) 5 years 166-475-0090(5)
Federal and State Tax Records Employers quarterly federal tax return (941, 941E 5 years 166-475-0090(5)
Federal and State Tax Records Annual withholding tax return for U.S. source of income of foreign persons (1042) 5 years 166-475-0090(5)
Federal and State Tax Records Foreign person(s) U.S. source income subject to withholding (1042S) 5 years 166-475-0090(5)
Federal and State Tax Records Tax deposit coupon (8109) 5 years 166-475-0090(5)
Federal and State Tax Records Withholding allowance certificates (W-4) 5 years 166-475-0090(5)
Federal and State Tax Records Tax statements (W-2) 5 years 166-475-0090(5)
Federal and State Tax Records Related federal and state tax forms 5 years 166-475-0090(5)
Forecast and Actual Pay Reports Records Employee name and identification number 4 years 166-475-0090(6)
Forecast and Actual Pay Reports Records Major account 4 years 166-475-0090(6)
Forecast and Actual Pay Reports Records Salary code 4 years 166-475-0090(6)
Forecast and Actual Pay Reports Records FTE 4 years 166-475-0090(6)
Forecast and Actual Pay Reports Records Rank 4 years 166-475-0090(6)
Forecast and Actual Pay Reports Records Leave status 4 years 166-475-0090(6)
Forecast and Actual Pay Reports Records Position title and class number 4 years 166-475-0090(6)
Forecast and Actual Pay Reports Records Starting date 4 years 166-475-0090(6)
Forecast and Actual Pay Reports Records Appointment 4 years 166-475-0090(6)
Forecast and Actual Pay Reports Records Terms of service 4 years 166-475-0090(6)
Forecast and Actual Pay Reports Records Tenure 4 years 166-475-0090(6)
Forecast and Actual Pay Reports Records Forecast and actual pay broken down by months of the fiscal year 4 years 166-475-0090(6)
Garnishment Records Original writs of garnishment 4 years after resolution 166-475-0090(7)
Garnishment Records Recapitulations of amounts withheld 4 years after resolution 166-475-0090(7)
Garnishment Records Related documents 4 years after resolution 166-475-0090(7)
Pay Authorization Records Payroll/budget request forms 5 years 166-475-0090(8)
Pay Authorization Records Time cards 5 years 166-475-0090(8)
Paycheck Delivery Records Paycheck deposit authorization forms Until superseded or 1 year after employee separation 166-475-0090(9)
Paycheck Delivery Records Payroll check delivery logs 3 years 166-475-0090(9)
Paycheck Delivery Records Related correspondence Until superseded or 1 year after employee separation 166-475-0090(9)
Payroll Adjustment Records Pay/budget action forms 5 years 166-475-0090(10)
Payroll Adjustment Records Time and attendance records 5 years 166-475-0090(10)
Payroll Adjustment Records Pay reduction/termination notices 5 years 166-475-0090(10)
Payroll Adjustment Records Related Documentation and Correspondence 5 years 166-475-0090(10)
Payroll Check Register Records List in check number order that show the check amount, and employee name 6 years 166-475-0090(11)
Payroll Data Entry Summary Reports Records Employee names in alphabetical order 5 years 166-475-0090(12)
Payroll Data Entry Summary Reports Records Batch and document numbers 5 years 166-475-0090(12)
Payroll Data Entry Summary Reports Records Other data 5 years 166-475-0090(12)
Payroll Draws Records Request for emergency payroll draw forms 2 years after draw has been recovered 166-475-0090(13)
Payroll Input Detail Reports Records Social security numbers Until input and verified 166-475-0090(14)
Payroll Input Detail Reports Records Account numbers Until input and verified 166-475-0090(14)
Payroll Input Detail Reports Records Gross pay Until input and verified 166-475-0090(14)
Payroll Input Detail Reports Records Related data Until input and verified 166-475-0090(14)
Payroll Register Records Listing of all paid employees with their earnings and deductions 75 years 166-475-0090(15)
Purge Lists Records Annual list of former employees, in alphabetical order, and includes employees names 3 years 166-475-0090(16)
Purge Lists Records Social security numbers 3 years 166-475-0090(16)
Purge Lists Records Class codes 3 years 166-475-0090(16)
Purge Lists Records Dates that pay started 3 years 166-475-0090(16)
Purge Lists Records Termination dates 3 years 166-475-0090(16)
Purge Lists Records Related data elements 3 years 166-475-0090(16)
Revolving Fund Checks Records Copies of issued checks showing name 6 years 166-475-0090(17)
Revolving Fund Checks Records Date issued 6 years 166-475-0090(17)
Revolving Fund Checks Records Social security numbers 6 years 166-475-0090(17)
Revolving Fund Checks Records Amount 6 years 166-475-0090(17)
Revolving Fund Checks Records Check disposition 6 years 166-475-0090(17)
Revolving Fund Checks Records Other data elements 6 years 166-475-0090(17)
Shift Summary Sheets Records Employee name 2 years 166-475-0090(18)
Shift Summary Sheets Records Descriptions of duties performed 2 years 166-475-0090(18)
Shift Summary Sheets Records Wages paid for each duty 2 years 166-475-0090(18)
Shift Summary Sheets Records Time worked at each duty 2 years 166-475-0090(18)
Shift Summary Sheets Records Output connected with each duty and totals 2 years 166-475-0090(18)
Student Loan Interest and Tuition Payment Statement Records Records may include 1098E and 1098T forms and related correspondence 3 years 166-475-0090(19)
Student Loan Interest and Tuition Payment Statement Records Records that were attempted to be mailed or delivered but were returned or otherwise deemed undeliverable 3 years 166-475-0090(19)
Student Social Security/Medicare Tax Review Reports Student name and ID number 5 years 166-475-0090(20)
Student Social Security/Medicare Tax Review Reports Credit hours carried 5 years 166-475-0090(20)
Study Abroad Foreign Nationals Payroll Records Agreements concerning pay rates 75 years 166-475-0090(21)
Study Abroad Foreign Nationals Payroll Records Accounting information for payments to persons emplo9yed as secretaries and office staff, housing and transportation specialists, and food service workers 75 years 166-475-0090(21)
Study Abroad Foreign Nationals Payroll Records Time sheets 75 years 166-475-0090(21)
Study Abroad Foreign Nationals Payroll Records Related correspondence 75 years 166-475-0090(21)
Transaction Registers Records Employee name 4 years for quarterly registers 166-475-0090(22)
Transaction Registers Records Social security numbers 4 years for quarterly registers 166-475-0090(22)
Transaction Registers Records institution 4 years for quarterly registers 166-475-0090(22)
Transaction Registers Records FICA code 4 years for quarterly registers 166-475-0090(22)
Transaction Registers Records Transaction code 4 years for quarterly registers 166-475-0090(22)
Transaction Registers Records Nature and date of last transaction 4 years for quarterly registers 166-475-0090(22)
Transaction Registers Records Last transaction 4 years for quarterly registers 166-475-0090(22)
Transaction Registers Records Address 4 years for quarterly registers 166-475-0090(22)
Transaction Registers Records Major account 4 years for quarterly registers 166-475-0090(22)
Transaction Registers Records Class status 4 years for quarterly registers 166-475-0090(22)
Transaction Registers Records Sex 4 years for quarterly registers 166-475-0090(22)
Transaction Registers Records Equal Employment Opportunity category 4 years for quarterly registers 166-475-0090(22)
Transaction Registers Records Date of birth 4 years for quarterly registers 166-475-0090(22)
Transaction Registers Records Ethnicity code 4 years for quarterly registers 166-475-0090(22)
Transaction Registers Records Related data 4 years for quarterly registers 166-475-0090(22)
Wage and Tax Statement Records Print-outs from the Controllers Division by year in social security number order which includes names, social security numbers, tax subject earnings, other data required by law, and summary transmittal forms. Forms include IRA forms W-2, W-2C, W-3, and W-3C. 5 years 166-475-0090(23)
Wage and Tax Statement Records Records that were attempted to be delivered but were returned or otherwise deemed undeliverable 5 years 166-475-0090(23)