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A record of the forms and documentation submitted to Payroll for an individual employee that has a reasonable bearing on the efficient and effective management of the UW and provides a basis for employment and post-employment benefits.  May include Personnel Action Form (PAF), Stipend Appointment Form, Request for Extension of Appointment, Employment Eligibility Verification (I-9 form required by US Government to verify citizenship), Work and Leave Record for Classified and Professional Staff Employees, Request for Payment of Year-end Unused Sick Leave form, Request for Payment of Award or Prize to UW Student or Employee form etc.

Note: The majority of these records is now generated through Workday and doesn't have to be saved locally or printed. Records created before July 2017, OR any records where Workday is not currently the system of record, should be maintained for the following retention periods

Official Copy: Payroll
Retention: 50 years after termination of employment
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: 3 years after termination of employment with department
Disposition Method: Shred or Delete

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Evaluations of UW staff job performance and reviews of salary. May include backup documentation such as position questionnaires, performance evaluation criteria, etc. 

Official Copy: College/School or Department
Retention: 3 years after completion of evaluation
Disposition Method: Shred or Delete

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Automatically-generated email notifications sent out by OPUS which acts as verification of a change in that payroll system.   

Official Copy: Any Office
Retention: Until Transaction Captured by OPUS
Disposition Method: Shred or Delete

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Comprehensive record of all personnel actions affecting an academic appointee. 

May include but is not limited to:

  • Offer Letter
  • Appointment Letters
  • Reappointment Letters
  • Degree Verification
  • Retention Agreement Documents
  • Salary Adjustment Documentation
  • Application for Sabbatical Leave
  • Clock Extension Request Letter
  • CV/Bibliography
  • Endowment Agreement
  • Joint Appointment Documents
  • Leave Without Pay Documents
  • Resignation Letter
  • VRI Documentation
  • Merit Documents
  • Disciplinary Letter
  • Postdoctoral Scholar Data Sheet

Official Copy: UWHR Operations
Retention: 50 years after termination of employment -- basic biographical information will be retained by the University Archives
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: 3 years after termination of employment with department
Disposition Method: Shred or Delete

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Comprehensive record of all personnel actions affecting a UW Academic Student Employee which includes information that had a reasonable bearing on the efficient and effective management of the UW. May include: appointment letter, offer letter, job description, letters of reference, resume, non-academic training records, job posting, commendations, letters of resignation, termination letter.

Official Copy: Any Office
Retention: 6 years after termination of employment with department
Disposition Method: Shred or Delete

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Comprehensive record of all personnel actions affecting UW classified non-union, professional, and contract covered staff. Includes information that has a reasonable bearing on the efficient and effective management of the UW and provides a basis for employment and post-employment benefits.

May include but is not limited to:

  • Results of background checks and education verification
  • Hire confirmation letter and offer acceptance letter
  • Documentation supporting excess compensation and excess compensation payment authorization
  • Request for extension of appointment
  • Request for crediting of previous state employment
  • Outside Work Request for Approval form
  • Formal corrective action documentation
  • Reclassification and salary adjustment documentation
  • Layoff packet
  • Position and Salary Review documentation
  • Personnel Action Forms
  • Application for leave of absence
  • Letters of resignation or termination

Official Copy: UWHR Operations
Retention: 50 years after termination of employment
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: 3 years after termination of employment with department
Disposition Method: Shred or Delete

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Comprehensive record of all personnel actions affecting a faculty member who receives an emeritus appointment. May include:

  • Offer Letter
  • Appointment Letters
  • Reappointment Letters
  • Degree Verification
  • Retention Agreement Documents
  • Salary Adjustment Documentation
  • Application for Sabbatical Leave
  • Clock Extension Request Letter
  • CV/Bibliography
  • Endowment Agreement
  • Joint Appointment Documents
  • Resignation Letter
  • VRI Documentation
  • Merit Documents
  • Disciplinary Letter
  • Postdoctoral Scholar Data Sheet

Official Copy: UWHR Operations
Retention: 50 years after start date of emeritus appointment
Disposition Method: Shred or Delete

Other Copy: Refer to Personnel Records for Emeritus Faculty/Librarians--Other Copy

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Comprehensive record of all personnel actions affecting a faculty member or librarian who receives an emeritus appointment. 

May include but is not limited to:

  • Notice from faculty member or librarian stating intention to retire
  • Documentation that the faculty member/librarian has met criteria for an emeritus appointment
  • Chair/ director/campus dean’s letter indicating the faculty vote and recommending emeritus title
  • Dean of University Libraries’ letter to provost recommending emeritus appointment
  • Confirmation of dean/chancellor review
  • Emeritus Appointment Letter
  • Appointment Letter(s) for paid status positions (new appointment letter each time emeritus faculty is moved into paid status)
  • Offer letter(s) from department identifying academic personnel name, title, appointment percent, and length of paid appointment(s) with emeritus’ concurrence
  • Completed sexual misconduct disclosure form(s)

Other Copy: College/School or Department
Retention: 10 years after start date of emeritus academic appointment
Disposition Method: Shred or Delete

For the Official Copy, refer to Personnel Records for Emeritus Faculty

 

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Comprehensive record of a department's employment of an hourly employee. Includes folders for student hourly, work-study, and temporary employees. May include applications, Notices of Temporary Employment, resumes, letters of reference, commendations/reprimands, job descriptions, copies of payroll forms, etc.  

Note: these records are now generated by Workday and do not have to be saved or printed. Records created before July 2023 should be maintained for the following retention periods:

Official Copy: College/School or Department
Retention: 3 years after termination of employment with department
Disposition Method: Shred or Delete

Official Copy: Student Financial Aid (work study records only)
Retention: 3 years after the award year in which report was submitted
Disposition Method: Shred or Delete

 

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Reports generated prior to the implementation of the Workday system. Includes Exception Time Reports (ETRs), Positive Time Reports (PTRs), Time Records for Classified and Professional Staff, Time Records for Classified and Professional Staff, Summary, and Time Records for Hourly Staff.

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 month
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: These records are now generated through Workday and should not be saved or printed. Records created before July 2017 should be maintained for 6 years after end of fiscal year in which they were created
Disposition Method: Shred or Delete

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