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Records Management and Archives

Records Retention Schedules

Print friendly Modified May 3, 2010

The revised schedules for the retention and/or disposition of the following university system records are based upon the requirements of the Georgia Records Act (O.C.G.A. 50-18-90 et seq.). This version includes revised schedules as filed with the Division of Archives and History, Office of Secretary of State as of April 1, 2009.

USG Records Retention Manual (Revised March 30, 2010)

Series: A: Administration | B: Academic Affairs | C: Auxiliary Services | D: Information Management and Planning | E: Intercollegiate Athletics | F: Library/Archives/Records Management and Museum | G: Human Resources | H: Publications/Promotions and Alumni Relations | I: Research | J: Police/Security and Safety | K: Student Records | L: Student Affairs | M: Finance | N: Property Management and Control | O: Legal

G71 Wage and Tax Statements (W-2 forms)

Explanation: This series provides a summary record of data reported on the annual Wage and Tax Statements (W-2) for the institutional employees. This series consists of print-outs from the Controllers Division by year in social security number order, which include: social security numbers; names; tax subject earnings; and other data required by law.

Record Copy: Payroll

Retention: 5 years

Citation or Reference:

Background Information:


G72 Payroll Deduction Reimbursement Records

Explanation: This series documents the return of monies, typically overpayments, withdrawn from an employee paycheck as an automatic deduction.

Record Copy: Payroll

Retention: 5 years

Citation or Reference:

Background Information:


G73 Faculty and Staff Reports

Explanation: Moved to Series: M45, Category: Finance

Record Copy:

Retention:

Citation or Reference:

Background Information:


G74 Personnel File Closeout Form

Explanation: This record serves as the final closeout for the employee personnel file. It should be completed as part of the exit interview process and maintained for reference purposes by the Human Resources Office. Information included on this form would include, but not be limited to: salary at time of separation, final leave totals (annual, sick, and other), and rehire eligibility.

Record Copy: Human Resources

Retention: 50 years following employee separation

Citation or Reference:

Background Information:


G75 Leave Request Form

Explanation: This series is used when an employee is requesting leave such as sick or annual. Employee must complete and supervisor must sign to give authorization. May contain name of employee, pay period ending date, date of leave, nature of leave (sick/annual, signature of employee, signature of supervisor

Record Copy: Human Resources, unite

Retention: 3 years

Citation or Reference:

Background Information:


G76 Pay Administration Records

Explanation: This series is used to substantiate payroll overhead costs. Information in this series may include but is not limited to: employee names; social security numbers; institutions; classifications of positions; units of employment; pay periods; gross pay amounts; various withholdings; overhead amounts; and the accounts used to pay employees.

Record Copy: Research Accounting

Retention: 4 years

Citation or Reference: 26 C.F.R. 31, 20 C.F.R. 1 et seq. Part 31

Background Information: Previously located in: Series I 14 Category; Research


G77 Personnel Activity Report Forms

Explanation: This series provides a record of Classified and Academic employees' efforts involving indirect activities such as instruction and departmental research, and direct activities toward externally funded projects. The PAR system is used to produce an equitable distribution and/or substantiation report of charges for employees' activities and to distinguish the employees' direct activities from their indirect activities. Information on the individual forms includes: institution name; employee name; social security number; monthly salary rate; department code; account name and number; transaction codes; pay amounts for each account number; PAR codes; comments; authorizing signatures; and dates of authorization.

Record Copy: Research Accounting

Retention: 8 years

Citation or Reference: OMB Circular A21; US Department of Health and Human Services

Background Information: Previously located in: Series I 15 Category; Research


G78 Resident Assistant Applications

Explanation: This series covers application for position as resident assistant, may include but is not limited to housing assistant, dorm mother, dorm father, senior student assistant.

Record Copy: Housing & Dining Services, Resident Life, and Student Services

Retention: 3 years

Citation or Reference:

Background Information: Previously located in: Series L 3 Category; Student Affairs