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Payroll Payments & Deductions

Retention Rule Number: 
Specific Retention Rule 2000.07
Function/Activity: 
To document the payment of university employees including casual staff, project employees, and graduate appointment employees; and to document the fulfillment of the University's obligations as employer by keeping records that enable contributions to pension plans, employment insurance and employee benefits returns, taxes payable, refundable tax credits receivable, and other amounts that should be deducted, collected or paid to be determined.
Description/Type of Records: 
Casual payroll requisition forms/timesheets, graduate appointment records, payroll deduction records (including statutory deduction records, non-statutory deduction records, and exception/reconciliation reports), and backup of Payroll Accounting System (PACS) (microfiche).

Retention Rules

Office of Primary Responsibility (OPR)
Retention
Disposition
Office of Primary Responsibility (OPR): 

Payroll (Financial Services)

Office of Primary Responsibility (OPR): 

Casual Payroll Requisitions / Time Sheets:

Retention: 

10 years

Disposition: 

Confidential shred or delete

Office of Primary Responsibility (OPR): 

Payroll Deduction Records:

Retention: 

7 years

Disposition: 

Confidential shred or delete

Office of Primary Responsibility (OPR): 

Backup of PACS (Record of Payroll Payments) Microfiche Copies:

Office of Primary Responsibility (OPR): 

Monthly Reports:

Retention: 

1 month

Disposition: 

Confidential shred or delete

Office of Primary Responsibility (OPR): 

December Summary Reports:

Retention: 

3 years

Disposition: 

Transfer to Benefits (Human Resources) (storage for 62 years)

Office of Secondary Responsibility (OSR)
Retention
Disposition

Office of Secondary Responsibility (OSR): 

Faculties and Departments and Administrative Units

Office of Secondary Responsibility (OSR): 

Casual Payroll Requisition / Timesheets and Graduate Appointment Records:

Retention: 

10 years

Disposition: 

Confidential shred or delete