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RECMGMT-L  August 2004

RECMGMT-L August 2004

Subject:

Re: Retention for Private Sector Companies

From:

Gary Vocks <[log in to unmask]>

Reply-To:

Records Management Program <[log in to unmask]>

Date:

Fri, 20 Aug 2004 11:22:05 -0500

Content-Type:

text/plain

Parts/Attachments:

Parts/Attachments

text/plain (97 lines)

Folks, again, maybe what we need to do is decide on a definition of "time
sheets" before we start throwing around suggested retentions.

David is making an excellent point here in showing that various states have
set (and in most cases published) retention requirements.  However, in my
experience, I would not consider any of the examples cited here to be "time
sheets"!  I may be wrong (as usual, many people will say) but to me a "time
sheet" is simply a printed or electronic form submitted by an employee or
supervisor to a payroll department to show time worked.

Of course this is why we do records inventories before we research retention
periods.  It's very, very hard to set a retention period if we don't know
exactly what kind of record we're dealing with.

Gary Vocks
Records Management Officer
Southern Illinois University
School of Medicine
Springfield, Illinois  USA

----- Original Message -----
From: "David Gaynon" <[log in to unmask]>
To: <[log in to unmask]>
Sent: Friday, August 20, 2004 10:52 AM
Subject: Retention for Private Sector Companies


In response to prior posts on retention for personnel and time sheets it
is very important to be familiar with applicable laws and regulations.
Often retention rules are not in state laws but rather administrative
codes.  I thought I would offer to examples for readers of the list.

Minnesota Administrative Code 3315.1010 states the following

3315.1010 RECORDS. Subpart 1. Record keeping. Ea. employing unit shall
establish, maintain, & preserve records w/ respect to individuals
performing personal services for it, including individuals who perform or
assist in performing the work of any employee of the employer if the
employer had actual or constructive knowledge that the work was being
performed. The records shall be preserved for a period of not less than 8
yrs after the calendar year in which the remuneration for the services was
paid or payable, , & shall show for ea. individual the following: A. name;
B. social security number; C. days in which the individual performed
personal services; D. location where services were performed; E. wages
paid & wages due but not paid for personal services, showing
separately:(1) money wages, excluding special payments;(2) wages paid &
wages due but not paid, in any medium other than money, excluding special
payments;(3) special payments such as bonuses, gifts, & prizes, showing
separately money payments, other special payments, & the character of the
payments; &(4) tips & gratuities paid to an employee by a customer &
accounted for by the employee to the employer as defined in part
3315.0211, subparts 1 & 2; F. rate & base unit of pay; G. amounts paid as
allowances or reimbursement for travel or other activity pertaining to the
furtherance of the employing unit's business which were not included as
wages. The account shall show ea. item of expense incurred during ea. pay
period or calendar month; H. the date of separation & the reason, in
detail, for the termination; ...
 Statutory Authority: Minn. Stat.  268.021 History 13 SR 1057

Or if you prefer West Virginia you might want to look at

WV CSR   85-9-4 (2004)

  85-9-4. Auditing; Classifications; & Inspections.

4.1.  Preservation of records.  Ea. employer subject to the workers'
compensation law shall keep, preserve & maintain complete records showing
in detail all expenditures for gross wages & the separation of such
expenditures in the various classifications of the employer's business.
The employer shall keep such additional information necessary to determine
classification of the employer's activities as well as other information
necessary for a risk assessment.  Such records shall be preserved for not
less than five (5) yrs after the respective times of the transaction upon
which the records are based. ...


4.2. Pursuant to WV Code,  23-2-2(a), ea. employer shall furnish the
div., upon request, all information required by the div. to ascertain or
verify the number of employees employed by the employer during a pertinent
period, the names & social security numbers of the employees, the gross
wages paid to employees during a pertinent period, occupations of
employees, classification information, other information necessary for
risk assessment, & payments owed to the div., as premium taxes, premium
tax deposits, interest, fees, penalties, or to carry out the various
purposes of the Act. ...


Regards

Dave Gaynon
[log in to unmask]

List archives at http://lists.ufl.edu/archives/recmgmt-l.html
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