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Archives & Records Management

Office of the City Auditor

phone: 503-865-4100


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

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7411 Central Time and Quota Administrative Records

7411-01   Central Employee Time Records and Quota Management

Series used to document time records submitted to the Bureau of Human Resources including hours worked, leave hours accrued, and leave hours taken by city employees.  Information usually includes employee name and personnel number, hours worked, type and number of leave hours taken, total hours, dates, and related data.  Data includes requests to turn on switches to pay premiums, requests for quota adjustments, quota payouts and convenience copies of off cycle check requests.

Retention: 5 years 
Retention Note: for the retention of records documenting the expenditure of grant funds, see grant records in the Grants section of the general schedule.
Authority: OAR 166-200-0085(3)
Confidential? Yes
Vital Record? Yes
Record Copy? Yes


7411-02   Leave Balance Data

Reports document individual city employee accrual and use of sick, vacation, compensatory, personal business, family and medical leave, and other leave time.  Information usually includes employee name and number, social security number, leave beginning balance, leave time accrued, and leave time used, ending balance, and related data.  SEE ALSO Benefit Enrollment Records & Balance / Financial Reports in the Employee Benefits section.

Retention: Year-end leave balances reports retain 75 years after date of hire; all other reports, retain 4 years.
Authority: OAR 166-200-0085 (7)
Confidential? Yes
Vital Record? Yes
Record Copy? Yes


7411-03   Employment Verification Records

Series used to document requests by financial institutions and at the employee’s behest for financial information and to document the actual information given to the requesting institution.  Records contain financial information about the employee including employee name, address, personnel number and specific financial information.  Information also includes a copy of the request by the lending institution. (NOTE:  Both BHR and Payroll respond to different aspects of employment verification requests.  BHR responds to requests pertaining to employment records including employment status, personnel data and time, payroll responds to employee pay, deductions and tax records)

Retention: 2 years after last action
Authority: OAR 166-200-0010(25)
Confidential? Yes
Vital Record? No
Record Copy? Yes