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The following personnel/payroll electronic records do not have to be saved or printed because they are extracted from a master file or database.  Reports printed from a database are considered duplicates and can be destroyed as soon as they have served their reference purpose. They will be visible and accessible for their full retention period in the system of record and can be reprinted as needed. The official copy is the original digital version. Refer to Electronic Records that do not need to be printed or saved.

Human Resources
  • Workday reports
  • Workday-generated notification emails
  • Temporary Employee Accumulated Hours Notifications
  • UWHIRES notification emails
  • OWLs System Generated Reminders and Notifications
  • PERMS
  • Work Leave Summary Review Notifications

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A record certifying changes from the normal number of hours worked by each permanent employee paid on a particular budget for a particular pay period. Includes leave without pay, overtime, shift differentials, etc.

Note: For reports which include both state and grant/contract personnel see Research and Grant/Contract Records: ETRs for Grants/Contracts

Note: These records are now generated through Workday and do not have to be saved or printed. Records created before July 2017 should be maintained for the following retention periods:

Official Copy: Payroll
Retention: 6 years after end of calendar year
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: These records are now generated through Workday and do not have to be saved or printed.
Disposition Method: Shred or Delete

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These reports are printouts from a database and do not need to be saved or printed. Refer to Electronic Records that do not need to be printed or saved.

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