Skip to Main Content View Text-Only

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

More Contact Info

4804 Payroll

 4804-01   Employee Name and Address Listings

Series is used as back up for employment record. It is a computer printout that includes employee name, address, social security number, and hire date.   

Retention: Final year-end report: Permanent; Other reports: 2 years
Authority: OAR 166-200-0085(9)
Confidential? Consult City Attorney's Office for assistance before releasing information.
Vital Record? No
Record Copy? Yes

 

4804-05   Payroll Time and Attendance Batch Logs

Series used to record receipt of batches of Time and Attendance Reports (TARS) from Appropriation Units (AU). Series consists of preprinted list of all AU batches of TARS expected to be received by Payroll each accounting period. Batches are checked in and undesignated batches are entered manually.

Retention: 1 year
Authority: OAR 166-200-0010(22)
Confidential? Consult City Attorney's Office for assistance before releasing information.
Vital Record? No
Record Copy? Yes

 

4804-06   Payroll Registers (PRR 402)

Series used to list and control all checks produced during the payroll generation process. It is a computer generated report produced every two weeks in conjunction with each payroll run. It includes pay data for each employee.

Retention: Permanent
Authority: OAR 166-200-0085(9)
Confidential? Consult City Attorney's Office for assistance before releasing information.
Vital Record? Yes
Record Copy? Yes

  

4804-07   Payroll Batch Control Sheets

Series used as authorization to process the batch of Time and Attendance Reports (TARS) for the bureau. It consists of transmittal sheets that accompany each batch of TARS sent from the bureaus. Includes total hours, overtime hours, salary, and hours taken off.  

Retention: 4 years
Authority: OAR 166-200-0085(3)
Confidential? Consult City Attorney's Office for assistance before releasing information.
Vital Record? Yes
Record Copy? Yes

 

4804-08   Time and Attendance Reports (TARS)

Series used to record employees time. It consists of a two-part form with information on hours worked by employee and time off. 

Retention: 4 years
Authority: OAR 166-200-0085(3)
Confidential? Consult City Attorney's Office for assistance before releasing information.
Vital Record? Yes
Record Copy? Yes

 

4804-09   Specimen Signature Cards

Series is used to authenticate signatures. It is a card file of signatures of Appropriation Unit (AU) chiefs and assigned time keepers who are authorized to certify the established, pre-assigned batches of Time and Attendance Reports (TARs). 

Retention: 6 years after authorization superseded or expired
Authority: OAR 166-200-0050(22)
Confidential? Consult City Attorney's Office for assistance before releasing information.
Vital Record? Yes
Record Copy? Yes

 

4804-10   Payroll Manual Adjustment Worksheets

Series is used to make corrections in the information in the payroll system's records. It is a single-part form on which corrections are written.  

Retention: 4 years
Authority: OAR 166-200-0085(3)
Confidential? Consult City Attorney's Office for assistance before releasing information.
Vital Record? No
Record Copy? Yes

 

4804-11    Tax Distribution Summaries (PR 408)

Series used to remit taxes and as a control to balance with Payroll Register.  It is   a computer report that includes total gross taxable income and total Federal, State, Unemployment, and Social Security tax due. Replaces Employee Tax Summary PRR410.  

Retention: 5 years
Authority: OAR 166-200-0085(4)
Confidential? Consult City Attorney's Office for assistance before releasing information.
Vital Record? Yes
Record Copy? Yes

 

4804-12   Employees Current & YTD Gross Payroll Info Records

Series used to record employee payroll information. Used for budgeting and to compute payments to Public Employees Retirement System (PERS). It consists of lists by Responsibility Unit (RU) number, employee name, Social Security Number, job class, hourly rate, regular pay, current overtime and special pay, and year-to-date amounts of regular, overtime and special pay. 

Retention: 3 years
Authority: OAR 166-200-0085(8)
Confidential? Consult City Attorney's Office for assistance before releasing information.
Vital Record? No
Record Copy? Yes

 

4804-13   Hours Registers (PRR 409)

Series used to verify total hours paid to employees. It includes month-to-date, quarter-to-date, and year-to-date hours reported to pay an employee. Also records adjustments to pay.  

Retention: 2 years
Authority: OAR 166-200-0085(9)
Confidential? Consult City Attorney's Office for assistance before releasing information.
Vital Record? No
Record Copy? Yes

 

4804-14   Fair Labor Standards Act Payroll Activity Reports

Series maintained to meet Fair Labor Standards Act (FLSA) requirements. Consists of lists by Responsibility Unit (RU), Social Security number, name of employees, job class, pay code, FLSA rate and current amount paid to the employee.

Retention: 3 years
Authority: 29 CFR 516.5
Confidential? Consult City Attorney's Office for assistance before releasing information.
Vital Record? No
Record Copy? Yes

 

4804-15   Transaction Validation Reports

Series used to identify errors in payroll. It includes all payroll input entries.

Retention: 6 months
Authority: non-record copy
Confidential? Consult City Attorney's Office for assistance before releasing information.
Vital Record? No
Record Copy? No – see 4804-13

 

4804-16   Payroll Time Card Batch Balancing Records

Series used to verify entry of time card information. It includes employee by batch and reported hours.

Retention: Until superseded
Authority: non-record copy
Confidential? Consult City Attorney's Office for assistance before releasing information.
Vital Record? No
Record Copy? No – see 4804-13

 

4804-17   Fire Bureau Banking Hours Reports

Series used to record Fire Bureau personnel hours worked over or under the standard hours. It is a computer printout generated each pay period including employee name and number, pay rate and balance of value.

Retention: 4 years
Authority: OAR 166-200-0085(3)
Confidential? Consult City Attorney's Office for assistance before releasing information.
Vital Record? No
Record Copy? Yes 

 

4804-18   Other Earnings by Employee Reports

Series used to identify earnings other than wages for City employees. It includes number of holiday hours, vacation hours, and sick leave hours per employee.

Retention: 6 years
Authority: OAR 166-200-0085(7)
Confidential? Consult City Attorney's Office for assistance before releasing information.
Vital Record? No
Record Copy? Yes

 

4804-19   Payroll Exception Reports

Series used to report and record exceptions to employees’ time (i.e. salary increase overrides, out of class pays, Retro pays, new hires), so that Accounting can verify that there is an EPAN validating the NEW HIRE and salary increase. They are kept with the payroll backup, Time and Attendance Report (4804-08). 

Retention: 4 years
Authority: OAR 166-200-0085(3)
Confidential? Consult City Attorney's Office for assistance before releasing information.
Vital Record? Yes
Record Copy? Yes

 

4804-22   Employee Tax Summary (PRR 410)

Series used to record individual employee's Oregon State income tax information.  It includes employee name, social security number, and amounts of Oregon State income tax withheld. 

Retention: 5 years
Authority: OAR 166-200-0085(12)
Confidential? Consult City Attorney's Office for assistance before releasing information.
Vital Record? Yes
Record Copy? Yes