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Archives & Records Management

Office of the City Auditor

phone: 503-865-4100

email: parc@portlandoregon.gov

1800 SW 6th Ave, Suite 550, Portland, OR 97201

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7408 Employee Benefits

7408-01   Benefit Enrollment Records & Balance / Financial Reports                   

Series used to reference employee election of benefits and confirmation of elections.  Series includes employee’s name, social security number, address, benefit election, dependent information, and life insurance beneficiary information.  Series also applies to retirees who have elected to continue under the city’s plan at their own expense.  Series includes COBRA (Consolidated Omnibus Budget Reconciliation Act) records. Series also includes all financial reporting associated with elected plans.

Retention: 75 years after employee separation
Authority: OAR 166-200-0090(5); 166-200-0090 (22) 
Confidential? Consult City Attorney's Office for assistance before releasing information.
Vital Record? Yes
Record Copy? Yes

 

7408-03   Medical Expense Reimbursement Plan & Dependent Care Assistance Plan (MERP/DCAP) Records

Series tracks reimbursement claim forms from employees for their Medical Expense Reimbursement Plan & Dependent Care Assistance Plan (MERP/DCAP) funds.  Series includes reimbursement request forms and supporting documents.  Forms include name, social security number, address, dollar amount requested for reimbursement, patient’s name, date of service, and provider.

Retention: 7 years after employee separation or eligibility expired
Authority: OAR 166-200-0090(5)
Confidential? Consult City Attorney's Office for assistance before releasing information.
Vital Record? No
Record Copy? Yes

 

7408-04   Insurance Plan Contracts & Administration

Series tracks City of Portland insurance contracts.  Series consists of copies of plans and contracts with private sector providers and vendors. Official copy retained in City Auditor’s Office.

Retention: Retain as needed.
Authority: OAR 166-200-0135 (4)
Confidential? No
Vital Record? No
Record Copy? No
Where? Office of the Auditor (2010-03)

 

7408-05   Medical Claims Report

Series documents vendor’s (third party administrator) payment to provider.  Series is a summary of the medical claims for the City’s self-insured programs.  Series includes provider name, date of service, employee name, and dollar amount paid to vendor.

Retention: 7 years after expiration if no claims pending
Authority: OAR 166-200-0140(7)
Confidential? Consult City Attorney's Office for assistance before releasing information.
Vital Record? No
Record Copy? Yes 

 

7408-06   Vendor Payment Authorizations

Series documents payment to vendors for administrative fee and/or purchase of insured products.  Series is comprised of monthly invoice and supporting documents which include number of participants, services rendered, amount paid to vendor, vendor number, and address.  Official copy in Office of Management & Finance.

Retention: 10 years
Authority: OAR 166-200-0050(1)
Confidential? No
Vital Record? No
Record Copy? No