4805 Payroll Reporting
4805-01 Vacation, Sick & Compensatory Reports
Series is used to record by employee information indicated in title. It is a computer generated report giving information on vacation, sick and compensatory hours for each employee.
Retention: Permanent
Authority: OAR 166-200-0085(7)
Confidential? Consult City Attorney's Office for assistance before releasing information.
Vital Record? No
Record Copy? Yes
4805-02 Employee Benefits Listings
Series used as basis for payment to carrier for eligible employees. It consists of monthly computer printout that includes name, social security number, birth date, type of plan, and amount paid.
Retention: 5 years
Authority: OAR 166-200-0085(8)
Confidential? Consult City Attorney's Office for assistance before releasing information.
Vital Record? No
Record Copy? Yes
4805-03 Employee Fiscal Year Current and Year to Date Records
Series created to track employee gross payroll by bureau as well as by employee. It is a biweekly printout that includes employee name, Social Security number, job class, hourly rate, special pay, and total pay.
Retention: 6 years
Authority: OAR 166-200-0085(8)
Confidential? Consult City Attorney's Office for assistance before releasing information.
Vital Record? No
Record Copy? Yes
4805-04 Deductions & Other Earnings by Employee Reports
Series used to record deductions authorized by city employees. It is a computer print-out listing specific types of deductions authorized by city employees. Indicates the difference between deductions to date and the maximum amount of each deduction specified for the year; amount of deductions by employee; and totals for the city by type of deductions.
Retention: 6 years
Authority: OAR 166-200-0085(2)
Confidential? Consult City Attorney's Office for assistance before releasing information.
Vital Record? No
Record Copy? Yes
4805-06 Payroll Voluntary Deduction Authorizations
Series used to document employees' authorization for deductions from pay. It includes responsibility unit number, social security number, authorization to deduct wages, amount, purpose, date, employee signature.
Retention: 3 years after superseded, terminated or employee separation
Authority: OAR 166-200-0085(1)
Confidential? Consult City Attorney's Office for assistance before releasing information.
Vital Record? No
Record Copy? Yes
4805-07 Active Employee By Employee Code Reports
Series created to record total number of city employees. It is a computer printout produced each pay period. Indicated total number of employees, total full time and total part time.
Retention: 5 years
Authority: OAR 166-200-0085(8)
Confidential? Consult City Attorney's Office for assistance before releasing information.
Vital Record? No
Record Copy? Yes
4805-08 Six Month Eligibility Lists
Series used to determine whether employee is eligible for city benefits. It is a monthly computer printout that includes employee name, social security number, RU number, hire date, job class, union code, birthday and benefit plan.
Retention: 6 years
Authority: OAR 166-200-0085(8)
Confidential? Consult City Attorney's Office for assistance before releasing information.
Vital Record? No
Record Copy? Yes
4805-09 Withholding Allowance Certificates (W-4)
Series used to document employees' tax exemption status. It consists of federal forms filled out by employees.
Retention: 5 years after superseded or employee separation
Authority: OAR 166-200-0085(13)
Confidential? Consult City Attorney's Office for assistance before releasing information.
Vital Record? Yes
Record Copy? Yes
4805-13 Unemployment Records
Series used to track unemployment benefits charged against City and record employee eligibility for unemployment benefits. It consists of a quarterly report retained in hard copy at the Bureau and a computer tape sent to the State of Oregon Division of Employment. The report contains employees' names, weeks employed, salaries, and number of unemployment benefits drawn.
Retention: 4 years
Authority: OAR 166-200-0085(10); (11)
Confidential? Consult City Attorney's Office for assistance before releasing information.
Vital Record? No
Record Copy? Yes
4805-14 Federal and State Agency Reports
Series used to record taxes withheld from employees' pay and City's payment of withheld taxes to government agencies. It contains employees' names, social security number, and amounts withheld. Computer tapes of information are sent to government agencies.
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
4805-15 Employee Garnishment Orders and Worksheets
Series used to calculate and record garnishments against City employees. It includes Writ of Garnishment and worksheets for each employee who has a garnishment against their wages.
Retention: 3 years after resolution
Authority: OAR 166-200-0085(5)
Confidential? Consult City Attorney's Office for assistance before releasing information.
Vital Record? No
Record Copy? Yes
4805-16 Payroll Accounts Working Papers
Series used as a check of data entry. It contains ledger sheets attached to computer output and includes benefits payable, deductions payable and payrolls payable.
Retention: 3 years
Authority: OAR 166-200-0085(9)
Confidential? Consult City Attorney's Office for assistance before releasing information.
Vital Record? No
Record Copy? Yes
4805-17 Online Audit Trail Records
Series used as an audit trail and input transaction listing. It consists of biweekly computer printouts which include updates to IBIS of employee pay records recording what was changed, who made change, and the date and time.
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
4805-19 PERS Annual Reports
Series used to report all Public Employees Retirement System (PERS) activity for City employees. It includes employee name, social security number, total salary, and amount of PERS contribution. Includes both active and terminated employees.
Retention: Permanent
Authority: OAR 166-200-0010(3); 166-200-0085(9)
Confidential? Consult City Attorney's Office for assistance before releasing information.
Vital Record? No
Record Copy? Yes
4805-20 Notice of PERS Covered Employment
Series used to notify Public Employees Retirement System (PERS) of employees eligible for membership. It is a form that includes employee name, address, social security number, salary, and employment information. The record copy is maintained by PERS.
Retention: 5 years
Authority: OAR 166-200-0085(8)
Confidential? Consult City Attorney's Office for assistance before releasing information.
Vital Record? No
Record Copy? Yes
4805-21 Notices of Separation from PERS Covered Position
Series used to notify Public Employees Retirement System (PERS) when members leave city employment. It is a form that includes member name, last day worked, final payment, net unused sick leave, and contributions to PERS for current year. The record copy is maintained by PERS.
Retention: 5 years
Authority: OAR 166-200-0085(8)
Confidential? Consult City Attorney's Office for assistance before releasing information.
Vital Record? No
Record Copy? Yes
4805-22 PERS Employee Salary Certification Forms
Series used to inform PERS of each employee's salary for purposes of computing amount of retirement. It is a form including employee name and amount of salary. The record copy is maintained by PERS.
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
4805-23 PERS Bi-Weekly Reports
Series used to record date of payments for Public Employees' Retirement System. It includes current, year-to-date and month-to-date employer pickup, employee pickup, and gross contributions to PERS. The record copy is maintained by PERS.
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
4805-24 Fiscal PERS Employee Pick-Up Listings
Series used to record amount paid by City to Public Employee's Retirement System (PERS) for each employee. It consists of a computer printout printed for every pay period. Includes employee name, social security number, PERS number, birthdate, Responsibility Unit Number, employer payment by employee for period and year-to-date, and total amount paid by City for the pay period and year-to-date.
Retention: 3 years
Authority: OAR 166-200-0085(8); 166-200-0050(1)
Confidential? Consult City Attorney's Office for assistance before releasing information.
Vital Record? No
Record Copy? Yes
4805-26 Employment Verification Records
Series is used to document requests by financial institutions and at 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, social security number and specific financial information. Information also includes a copy of the request by the lending institution.
Retention: 2 years after last action
Authority: OAR 166-200-0010(21)
Confidential? Consult City Attorney's Office for assistance before releasing information.
Vital Record? No
Record Copy? Yes