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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: 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: 50 years after termination of employment
Disposition Method: Shred or Delete

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

Other Copy: UWT: Finance and Administration
Retention: 3 years after termination of employment
Disposition Method: Shred or Delete

Other Copy: UWB: Finance and Administration
Retention: 3 years after termination of employment
Disposition Method: Shred or Delete

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Comprehensive record of all personnel actions affecting an academic appointee. 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
  • Leave Without Pay Documents
  • Resignation Letter
  • VRI Documentation
  • Settlement Agreements
  • Merit Documents
  • Disciplinary Letter
  • Postdoctoral Scholar Data Sheet
  • Etc

Official Copy: Academic Human Resources
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
  • Employment Security Department Determination Notices
  • 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: Human Resources 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 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.  

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, and up to the following December 1 for reporting purposes
Disposition Method: Shred or Delete

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