| Item_No | RECORD_SERIES | Retention | Authority |
|---|---|---|---|
| 1000-03 GR | MINUTES (the use of the term audiotape in (c)-(e) includes videotapes with sound) | ||
| (a) Written Minutes | PERMANENT | ||
| (b) Notes taken during meetings from which written minutes are prepared. | 90 days after approval of minutes by the governing body | Exempt from destruction request requirement. | |
| (d) Audiotapes of workshop sessions of governing bodies in which votes are not made and written minutes are not required by law to be taken. | PERMANENT | ||
| (g) Audiotapes of board workshop sessions. | 2 years. | ||
| (h) Policy Rec. to Personnel Task Force - Supporting documentation - One copy of each document of any type submitted to a meeting of a governing body for consideration, approval, or other action; if such action is reflected in the minutes of the meeting. | 2 years. | Review before disposal; some supporting documentation, not already required to be maintained permanently elsewhere in this or other commission schedules, may merit permanent retention for historical reasons. | |
| Retention Note: The retention periods for many of the documents submitted to a governing body for action are established elsewhere in this or other commission schedules and are often longer than the 2-year retention period for supporting documentation set here. The 2-year retention requirement does not override a longer retention requirement set elsewhere, but rather is meant to ensure that all documents presented for action by a governing body are retained at least two years. This schedule does not require that supporting documentation be maintained together, but the retention by the clerk or secretary to the governing body of one set of the documents submitted at each meeting (often called "council packets" in municipalities) for two years would ensure satisfaction of the minimum retention requirement. Clerks or secretaries to governing bodies should exercise caution in disposing of supporting documentation to avoid destruction of the record copy of a document for which they are custodian before the expiration of its retention period. | |||
| 1000-26 GR | CORRESPONDENCE AND INTERNAL MEMORANDA (includes incoming and copies of outgoing correspondence and internal correspondence and memoranda). | ||
| Retention Note: The minimum retention period for correspondence or internal memoranda in categories (a) and (b) directly linked to another record series or group listed in this or other commission schedules is that assigned to the other group or series. For example, a letter from an external auditor regarding an audit of a local government's financial records should be retained for the retention period given under item number 1025-01 (e); a letter concerning a workers compensation claim should be retained for the period given under item number 1050-32, etc. The retention periods that follow are for correspondence and internal memoranda that do not readily fall within other record groups. | |||
| a) Policy and program development - Correspondence and internal memoranda pertaining to the formulation, planning, implementation, modification, or redefinition of the policies, programs, services, or projects of a local government. Includes TX Assoc. Access ane Equity files. | 5 years. | Review before disposal; some correspondence of this type may merit permanent retention for historical reasons. | |
| b) Administrative - Correspondence and internal memoranda pertaining to or arising from the routine administration or operation of the policies, programs, services, and projects of a local government. Includes TX Assoc. of Comm. College HR Professionals, North TX Chpt Coll and Univ Pers Assoc., Coordinating Board Corres. files. | 2 years. | ||
| c) Routine - Correspondence and internal memoranda such as letters of transmittal, requests for publications, internal meeting notices, and similar routine matters. | AV | Exempt from destruction request requirement. | |
| (d) Print-outs verifying data entry. | AV | ||
| (e) E-mail messages (See Retention Note above). | AV | ||
| 1000-31 GR | LITIGATION CASE FILES (including all cases to which a local government is a party unless the case file is of a type noted elsewhere in this or other commission schedules) | AV after final disposition of the case. | Review before disposal; some case files may merit permanent retention for historical reasons. |
| 1000-32 GR | MINUTES (STAFF) - Minutes of internal staff meetings. Includes President's Advisory Council, Personnel Task Force, Council on Planning for Institutional Effectiveness and Tracking Task Force. | AV | Exempt from destruction request requirement. |
| 1000-34 GR | OPEN RECORDS REQUESTS - Open records requests, including correspondence and other documentation relating to the request. | 1 year after final decision on request. | |
| 1000-35 GR | ORGANIZATIONAL CHARTS | US | Destroy old after updating. |
| 1000-38 GR | POLICY AND PROCEDURE DOCUMENTATION - Executive orders, directives, manuals, and similar documents that establish and define the policies, procedures, rules, and regulations governing the operations or activities of a local government as a whole or any of its departments, programs, services or projects. Includes Faculty Senate Handbook update recommendations. | US + 5 years. | Review before disposal; some documentation of this type may merit permanent or long-term retention for historical or legal reasons. |
| PART 2: FINANCIAL RECORDS | |||
| Retention Notes: a) AUDIT REQUIREMENTS - Most local governments are required by state law to conduct annual or biennial audits of their records and accounts. These audit requirements were taken into account in setting the retention periods in this schedule. The following retention rules also apply: 1) In any local government for which there is no statutory audit requirement and audits are conducted irregularly or in a local government in which a statutorily required audit is delayed, any record in this schedule whose retention period dates from the end of a fiscal year (FE) must be retained for the retention period stated or one year after audit, whichever is later. 2) With regard to any special fund of a local government or elective county office for which there is no statutory audit requirement and the fund is not audited, any records listed under item numbers 1025-26, 1025-27, 1025-28, and 1025-30 associated with receipts and disbursements from or to the fund must be retained for FE + 10 years. |
|||
| b) GRANT RECORDS - Subsections (1)-(3) apply to any local government, except school districts receiving federal, state, or private grants; subsection (4) applies to school districts only. 1) Direct Federal Grants - This subsection applies to grants received by a local government directly from a federal grantor agency. i) Most federal grantor agencies require that grant-related records be retained for audit purposes for 3 years from the filing of expenditure reports. A few agencies, however, require a 5-year retention. Reference should be made to the specific terms of each grant to determine whether a 3-year or 5-year retention period is required and whether additional retention provisions apply. ii) In addition to item number 1025-08(a)-(b), financial and programmatic records of grant-funded projects, including copies of documentation of relevant accounting, banking, purchasing, and payroll records, and other documents and working papers associated with the financial and programmatic administration of the grant funds or used to prepare reports or forms required by federal law or regulation must be retained for the following periods: A) For grants continued or renewed annually or at other intervals except quarterly - 3 or 5 years from the date of submission of the annual or other periodic expenditure report. B) For grants continued or renewed quarterly - 3 or 5 years from the date of submission of the expenditure report for the last quarter of the federal fiscal year. C) For grants for which the requirement of a final expenditure report has been waived - 3 or 5 years from the date the report would have been due. D) For all other grants - 3 or 5 years from the date of submission of the final expenditure report. iii) The retention periods for the following types of records are exceptions to the periods noted above: A) Records of non-expendable property or equipment acquired with grant funds - 3 or 5 years from the date of transfer, replacement, sale, or junking of the item. B) Cost allocation plans and indirect cost records - 3 or 5 years from date of submission or for plans prepared and retained by the grantee, from the close of the fiscal year covered by the plan. C) Income records - 3 or 5 years from the end of the fiscal year in which the income is used. iv) If any litigation or audit commences before the expiration of the 3 or 5 year period, the records must be retained until all litigation or audit findings are resolved or until the end of the regular 3 or 5 year period, whichever is later. v) If records are transferred to the grantor agency at its request, copies of the records need not be retained. |
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| 2) Indirect Federal Grants - this subsection applies to federal grants received as subgrants from state agencies or other local governments (e.g., regional councils of government). The expenditure reports are submitted to the federal agency by the state or local subgrantor agency after all subgrantees have submitted reports tot the subgrantor. Consequently, records under item number 1025-08(a)-(b) and records described in section (b)(1) must be retained by local government subgrantees for the following minimum retention periods: A) For grant programs with a 3-year federal retention requirement - FE + 5 years. B) For grant programs with a 5-year federal retention requirement - FE + 7 years. |
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| 3) State and Private Grants - This schedule extends the 3-year federal retention requirement described in section (b)(1) to state (excluding federal subgrants) and private grant records unless the state or private grantor agency has established different retention requirements, in which case those requirements shall prevail. It is an exception to the extension of federal grant requirements to state and private grants that for state or private grants renewed quarterly as described in section (b)(1)(ii)(B), the 3-year retention requirement runs from the date of submission of the expenditure report for the last quarter of the state fiscal year for state grants and from the last quarter of the local government's fiscal year for private grants. | |||
| 4) Grant Records and School districts (including Educational Service Centers) - See page 7 of Local Schedule SD. Because of the difficulty of effectively separating financial data that evidence the expenditure of federal funds from those that document the expenditure of local or state-allocated funds, a 7-year retention period has been adopted for most financial records of school districts. The use of the term "school district" in this schedule includes educational service centers, county departments of education, and educational cooperatives. | |||
| SECTION 2-1: FISCAL ADMINISTRATION AND REPORTING | |||
| 1025-01 GR | AUDIT RECORDS (by both internal and external auditors) | ||
| a) Annual or biennial cumulative audit. | PERMANENT. | ||
| b) Annual, biennial, or other periodic audit of a department, program, fund, or account if included in a cumulative audit under (a). | PERMANENT | ||
| c) Annual, biennial, or other periodic audit of a department, program, fund, or account if not included in a cumulative audit under (a). | PERMANENT. | ||
| d) Special audits ordered by a governing body, a court or grand jury, or mandated by administrative rules of a state or federal agency. | PERMANENT. | ||
| e) Working papers, summaries, and similar records created for the purposes of conducting an audit. | 3 years after all questions arising from the audit have been resolved. | ||
| 1025-04 GR | BUDGETS AND BUDGET DOCUMENTATION | ||
| a) Annual budgets (including amendments). | PERMANENT in Business Office | ||
| b) Special budgets (includes budgets for capital improvement projects, grant-funded projects, or other projects prepared on a special or emergency basis and not included in an annual budget). | PERMANENT. | ||
| c) Working papers created exclusively for the preparation of budgets, including budget requests, justification statements, and similar documents. | 2 years. | ||
| d) Encumbrance and expenditure reports (status reports showing expenditures and encumbrances against a budget). | 2 years. | ||
| e) Budget change documentation, including line item or contingency/reserve fund transfers and supplemental budget requests. | 2 years. | ||
| PART 3: PERSONNEL AND PAYROLL RECORDS | |||
| Retention Notes: a) FEDERAL RETENTION REQUIREMENTS - Federal retention periods for personnel and payroll records arise principally from the administration of the Civil Rights Act of 1964, Title VII; the Age Discrimination and Employment Act of 1967; the Equal Pay Act; the Fair Labor Standards Act; the Federal Insurance Contribution Act; and the Federal unemployment Tax Act. These acts are administered by various federal agencies or departments of agencies and, because retention periods are set to enable each agency to carry out its particular oversight authority, different retention periods are often established for the same record. In compiling schedule GR, the longest applicable federal retention period is cited as authority for the retention period indicated. A federal regulation is not cited if a state law or regulation requires a longer retention period. A federal retention period is also not cited if a Texas statute of limitations makes a longer retention period advisable. For example, the federal retention requirement for employment contracts [see item number 1050-15(a)] is given as 3 years from the last effective date of the contract in 26 CFR 516.5, but suits in Texas may be brought by either party to such a contract within four years of the occurrence of an alleged breach; therefore a retention period of 4 years from the last effective date of the contract is set in this schedule. All retention periods in this part apply, by authority of this schedule, to all local governments, although some of them may be otherwise exempt form the federal requirement cited. This provision does not require the creation by exempted local governments of any special documentation demonstrating compliance with federal regulations that may be required of non-exempted governments. | |||
| b) PERSONNEL FILES - The individual employee personnel file is not scheduled as a unit in this section; documents normally placed in such files are scheduled separately. Please note, however, that some information must be retained permanently [see item numbers 1050-12, 1050-52(b) and 1050-54(a)] on each employee. | |||
| c) TERMINATED EMPLOYEES - Notwithstanding any retention periods in this part, all personnel records existing on the date of termination of an involuntarily terminated employee must be retained for 2 years from the date of termination [29 CFR 1602.31, 1602.40, and 1602.49]. | |||
| d) JTPA AND CETA EMPLOYEES - Any records maintained on applicants for or holders of positions paid in whole or in part form Comprehensive Employees' Training Act (CETA) funds or affirmative action apprenticeship program funds administered by the U.S. Department of Labor must be retained for 5 years from the date of enrollment in the program. [20 CFR 676.35(b) and 29 CFR 30.8(e)]. This 5 year retention period is extended by authority of this schedule to comparable records on applicants for or holders of positions paid in whole or in part from Job Training Partnership Act (JTPA) funds. | |||
| e) DEFINITION OF EMPLOYEE - For the purposes of this part, the term "employee" also includes elected or appointed officials of local government who are paid wages or a salary from any funds of the local government. | |||
| f) PERSONNEL RECORDS IN SHERIFF'S DEPARTMENTS IN CERTAIN COUNTIES - Section 157.904, Local Government Code, as added by HB1289, Acts of the 72nd Legislature, Regular Session, provides that sheriff's departments in counties with a population of 2,000,000 or more shall maintain "a permanent personnel file on each department employee." The precise contents of a personnel file are not specified, but three groups or records are expressly mentioned. Consequently, any record in item numbers 1050-03, 1050-07, and 1050-21, all of which are records of a type mentioned in the statute, must be retained permanently. What other records may be includable in a permanent personnel file in sheriffs' departments subject to the law should be determined by the sheriffs and their legal counsel. | |||
| 1050-01 GR | SECTION 3-1: PERSONNEL RECORDS | ||
| AFFIRMATIVE ACTION PLANS | |||
| a) Reports, analyses, and statistical data compiled from source documentation used to develop, implement, and monitor affirmative action plans. | 5 years. | 29 CFR 30.8(e). | |
| b) Affirmative action plans. | US + 5 years. | 29 CFR 30.8(e). | |
| 1050-02 GR | APTITUDE AND SKILLS TEST RECORDS - Records relating to aptitude or skills tests required of job applicants or of current personnel to qualify for promotion or transfer, including civil service examinations. | ||
| a) Validation studies. | Life of test + 2 years. | ||
| b) Tests. | 2 years. | 29 CFR 1602.31, 1602.40, and 1602.49. | |
| Retention Note: One copy of each different test (different in terms of either questions or administration procedures) should be retained for the period indicated. | |||
| c) Test papers of persons taking tests. | 2 years | 29 CFR 1602.31, 1602.40, and 1602.49. | |
| d) Records, other than those noted (a)-(c), relating to the planning and administration of tests. | 3 years. | ||
| 1050-04 GR | CERTIFICATES AND LICENSES - Certificates, licenses, or permits required of employees to qualify for or remain eligible to hold a position requiring certification or licensing. | US or Separation of employee + 5 years. | |
| a) Affidavit of primary language | US or Separation of employee + 5 years. | ||
| Retention Note: If the submission of copies of certificates, licenses, or permits is required of all applicants for a position, those of applicants not hired must be retained for 2 years under item number 1050-14. | |||
| 1050-07 GR | DISCIPLINARY AND ADVERSE ACTION RECORDS - Records created by civil service boards or by personnel or supervisory officers in considering, or reconsidering on appeal, an adverse action (e.g., demotion, probation, termination, suspension, leave without pay) against an employee, including, as applicable, witness and employee statements, interview reports, exhibits, reports of findings, and decisions and judgments. Includes Employee Relations Files and confidential Discipline Files. | 2 years after case closed or action taken, as applicable. | 29 CFR 1602.31, 1602.40, and 1602.49. |
| 1050-08 GR | EMPLOYEE PENSION AND BENEFITS RECORDS [for records of pension and deferred compensation deductions from payroll see 1050-52(b)]. | ||
| A) Employee benefit plans such as pension; life, health, and disability insurance; seniority and merit systems; and deferred compensation plans, including amendments. | Termination of plan + 1 year. | 29 CFR 1627.3(b)(2). | |
| Retention Note: If the plan or system is not in writing, a memorandum fully outlining the terms of the plan or system and the manner in which it has been communicated to affected employees, together with notations relating to any changes or revisions, must be retained for the same period as written plans. | |||
| B) Enrollment forms providing personal identifying data, beneficiary information, option selection, and similar information. | |||
| a) If the official record is maintained by the retirement system of which the local government is a member or by the service provider. | PERMANENT | Exempt from destruction request requirement. | |
| b) If the official record is maintained by the local government. | PERMANENT | ||
| 1) Pension and deferred compensation. | PERMANENT. | ||
| 2) Life health, and disability insurance. | Termination of coverage + 4 years. | ||
| 3) Annual reports from a pension system or fund. | PERMANENT. | ||
| 4) Claims Reports | Termination of coverage + 4 years. | ||
| 5) Disability Claims Reports | Termination of coverage + 4 years. | ||
| 1050-09 GR | EMPLOYEE RECOGNITION RECORDS - Award committee reports, selection criteria, nominations, and similar administrative records of employee award or incentive programs. | 2 years. | |
| 1050-12 GR | EMPLOYEE SERVICE RECORD - Summary employment history record for each employee maintained on one or more forms, containing the following minimum information: name; sex; date of birth; social security number; positions held with dates of hire, promotion, transfer, or demotion; dates of leaves of absence or suspension that affect computation of length of service; wage or salary rate for each position held, including step or merit increases within grades; and date of separation. [For other information on employees that must also be retained permanently either as part of this record or in another form, see item numbers 1050-52(b) and 1050-54(a)]. | PERMANENT. | |
| Retention Notes: a) This schedule does not require the creation of an employee service record of the type described, but the creation of the record is strongly recommended to allow frequent disposal of documents from which information has been summarized. If an employee service record is not maintained, documents (e.g., employment applications, personnel action forms) containing the prescribed information must be retained permanently. More than one document providing the same element of required information need not be retained. | |||
| b) The Teacher Service Record (Texas Education Agency form FIN-115 or its equivalent), containing information required by statue or regulation, shall be considered an employee service record of the type described and must be retained permanently. | |||
| c) Salary or wage data on an employee service record may be indicated by grade and step numbers if all corresponding wage rate tables (see item number 1050-59) applicable to a person's employment history are retained permanently. | |||
| (A) Full-time employee personnel records | PERMANENT | ||
| (B) Part-time employee personnel records | PERMANENT | ||
| (C) Student Assistant personnel records | PERMANENT | ||
| (D) JTPA summer student personnel records | PERMANENT | ||
| 1050-13 GR | EMPLOYMENT ADVERTISEMENTS OR ANNOUNCEMENTS - Advertisements or postings relating to job openings, promotions, training programs, or overtime opportunities, including jobs orders submitted to employment agencies. | 2 years. | 29 CFR 1602.31, 1602.40, and 1602-49. |
| 1050-14 GR | EMPLOYMENT APPLICATIONS - Applications, transcripts, letters of reference, and similar documents whose submission by candidates for vacant positions (both hired and not hired) or for promotion, transfer, or training opportunity (both selected and not selected) is required on the application form, by application procedures, or in the employment advertisement except | PERMANENT | 29 CFR 1602.31, 1602.40, and 1602.49. |
| a) Samples of publications, artwork, or other products of prior achievement not returned to applicants. | AV | Exempt from destruction request requirement. | |
| b) Transcripts of persons hired if state or federal law or regulation mandates a level of education needed to qualify for employment (e.g., school district professional and paraprofessional personnel). See also item number 1050-28(a). | PERMANENT | ||
| Retention Note: If applicant screening or hiring decisions are based on resumes, with only successful or interviewed candidates completing employment application, then resumes of persons not hired must be kept for the same period as employment applications. If resumes are supplemental to employment application forms, they need only be retained as long as administratively valuable. | |||
| 1050-15 GR | EMPLOYMENT CONTRACT/COLLECTIVE BARGAINING RECORDS | ||
| a) Contracts and agreements, including collective bargaining agreements, between a local government and an employee or a group of employees, including written acceptances of such contracts. | PERMANENT (scanned). Retain original one year after scanned. | ||
| b) Records relating to the negotiation of collective bargaining agreements or similar group contracts, including reports; correspondence; mediation or arbitration agreements; the proceedings, findings, and awards of arbitration boards; and similar records. | PERMANENT (scanned). Retain original one year after scanned. | ||
| 1050-16 GR | EQUAL EMPLOYMENT OPPORTUNITY RECORDS AND REPORTS | ||
| a) Reports, analyses, or statistical data compiled from source documentation used to complete EEO reports. | PERMANENT | 29 CFR 1602.30, 1602.39, and 1602.48. | |
| b) EEO-1, EEO-4, EEO-5, and EEO-6 reports. | 5 years. | 29 CFR 1602.32, 1602.41, and 1602.50. | |
| c) Case files relating to discrimination complaints, including complaints, legal and investigative documents, exhibits, related correspondence, withdrawal notices, and decisions or judgments. | Resolution of case + 3 years. | ||
| 1050-21 GR | JOB EVALUATIONS (PERFORMANCE APPRAISALS) | ||
| a) Evaluations of all other local government employees. | 3 years | 29 CFR 1620.32(c). | |
| b) Faculty Excellence Application Packets | 2 years following awarding or not of multi-year contract | ||
| c) Classroom visits of part-time faculty and student evaluations of faculty | End of Academic year + 2 years | ||
| d) Full-time and Part-time staff evaluations. | End of Academic year + 2 years | ||
| 1050-24 GR | PERSONNEL ACTION OR INFORMATION NOTICES - Documents used by personnel officers to create or change information in the personnel records of individual employees concerning hiring, termination, transfer, pay grade, position or job title, leaves of absence, and similar personnel actions except those noted elsewhere in this part. | PERMANENT | 29 CFR 1602.31, 1602.40, and 1602.49. |
| 1050-25 GR | PERSONNEL STUDIES AND SURVEYS - Studies, statistical reports, surveys, cost analyses and projections, and similar records, except those noted elsewhere in this part, on any aspect of the personnel management or administration of a local government. | PERMANENT | Review before disposal; some documents may merit permanent retention for historical reasons. |
| a) VETS-100 report | PERMANENT | Review before disposal; some documents may merit permanent retention for historical reasons. | |
| b) Salary Surveys | PERMANENT | Review before disposal; some documents may merit permanent retention for historical reasons. | |
| c) Part-time faculty reports/statistics | PERMANENT | Review before disposal; some documents may merit permanent retention for historical reasons. | |
| 1050-26 GR | POSITION DESCRIPTION, CLASSIFICATION, AND STAFF MONITORING RECORDS | ||
| a) Job descriptions, including any associated task or skill statements. | PERMANENT | 40 TAC 301.6(h) and (i). | |
| b) Documentation concerning the development and analysis of job descriptions and classification systems, including survey, review and audit reports; classification standards and guidelines; selection criteria, determination of classification appeals, etc., as follows: | |||
| 1) Documents linked to a specific position. | PERMANENT | ||
| 2) Survey, audit, or other reports issued on a regular basis. | 4 years. | ||
| 3) Other documentation not included in (b)(1) or (b)(2). | PERMANENT | ||
| c) Position staffing and vacancy reports. | US | Exempt from destruction request requirement. | |
| d) Personnel requisitions. | PERMANENT | ||
| e) Address, Insurance Election, Premiums, Set-up forms. | 2 Years | ||
| 1050-29 GR | UNEMPLOYMENT COMPENSATION CLAIMS FILES - Unemployment claims, pertinent correspondence, and similar records documenting unemployment compensation cases. | 5 years. | |
| 1050-30 GR | VERIFICATION OF EMPLOYMENT ELIGIBILITY (INS Form I-9) | 3 years from hire or 3 years after separation, whichever later. | 8 CFR 474a.2(b)(2)(i)(A) and (c)(2). |
| Retention Note: If a former employee is rehired and an INS form I-9 is still on file for the employee, the 3 year retention period dates from date of first hire. | |||
| 1050-32 GR | WORKERS COMPENSATION CLAIM FILES - Initial and supplemental reports of accidents to or job-related illnesses of employees and documentation relating to any subsequent filing of claims by employees. | 5 years. | 29 CFR 1904.06 for accident and illness reports. |
| 1050-54 GR | LEAVE RECORDS | ||
| a) A record containing a record of the unused accumulated sick leave of each employee if (1) all or a percentage of accumulated sick leave is used to calculate length of service and/or (2) accumulated sick leave is creditable to an employee if rehired. Retention of any one of the following permanently will satisfy the retention requirement: | PERMANENT. | ||
| 1) Individual employee earnings card or record as described in item number 1050-52(a) if it also contains accumulated sick leave data. | |||
| 2) Employee Service Record (see item number 1052-12) if it contains the accumulated sick leave data prescribed. | |||
| 3) Copy of the final time summary or leave status report, as noted in (d), of each separated employee. | |||
| b) Requests and authorizations for vacation, compensatory, sick and other types of authorized leave. | FE + 3 years. | ||
| c) Leave or hours-to-date registers. | FE + 3 years. | ||
| d) Copies of periodic time summary or leave status reports furnished to each employee containing information on vacation, sick, compensatory, or other leave earned and used, including the final report of separated employees if they are not used to satisfy the retention requirement set in (a). | 2 years. | ||
| 1050-55 GR | PAYROLL ACTION OR INFORMATION NOTICES - Documents used by payroll officers to create or change information in the payroll records of individual employees except deduction authorizations (see item number 1050-50) and federal tax forms [see item number 1050-53(a)]. | ||
| a) Documents concerning hiring, termination, transfer, pay grade, position or job title, name changes, etc. | PERMANENT | 29 CFR 1602.31, 1602.40, and 1602.49. | |
| b) Documents concerning adjustments to payroll, leave status, and substitute forms. | PERMANENT | ||
| 1050-56 GR | TIME AND ATTENDANCE REPORTS - Time cards or sheets, including work schedules and documentation evidencing adherence to or deviation from normal hours for those employees working on fixed schedules. | 4 years. | 40 TAC 301.6(a) and (i). |
| 3850-02 JC | FACULTY ACTIVITY AND ASSIGNMENT RECORDS - Reports and similar records documenting teaching, student advisory, committee, administrative, and committee assignments of faculty members. | 5 years. | |
| (a) College Task Force Assignments. | 5 years. | ||
| (b) Minutes of Task Force Meetings. | 5 years. | ||
| 3850-03 JC | FACULTY DEVELOPMENT LEAVE RECORDS - Applications for faculty development leaves of absence, evaluations of and recommendations on leave requests, and associated records documenting a faculty development leave program. | PERMANENT |