Records Series Title

RDA Number

Retention

Final Disposition

Absence & Vacation Reports

9560 (ARMS Payroll)

5 years

Destroy

Absence and Vacation Reports--Copies

UWSAC Personnel 32

retain current year

Destroy

Accounting Control Sheets--Department Copies

UWSAC Business/Financial 12

2 years

Destroy

Accounting Control Sheets-Gift and Grant Sheets--Department Copies

UWSAC Business/Financial 307

3 years

Destroy

Affirmative Action Data Questionnaire

28500734 (ARMS FAS)

6 years

Destroy

Agreements and Contracts--Originals and Copies

Campus 159

6 years

Destroy

Arbitration Appeals -Non-precedential,Classified Staff

PERS087 (ARMS CPR)

Event + 5 years

Destroy

Arbitration Appeals-Precedential, Classified Staff

PERS088 (ARMS CPR)

Permanent

N/A

Arbitration: Union Member of Group Grievances, Classified Staff

PERS086 (ARMS CPR)

Event + 5 years

Destroy

Authorized Signatures/Signature Authorizations--Copies

Campus 169A

1 year

Destroy

Ballots for Election to Committees

Campus 200

1 year

Destroy

Cash Letters--Department Copies

UWSAC Business/Financial 38

2 years

Destroy

Committee Minutes

Campus 120

1 year

Transfer to Archives

Contracts and Agreements--Originals and Copies

Campus 159

6 years

Destroy

Course and Curriculum Files

Campus 132

5 years

Destroy

Daily Summary of Accounts--Department Copies

UWSAC Business/Financial 48

2 years

Destroy

Division Personnel Review Committee

UWSAC Personnel 37

3 years past termination

Destroy

Employee Tuition Reimbursement Authorization

28500718 (ARMS FAS)

3 years from reimbursement

Destroy

Employment Applications: Classified Staff

PERS004 (ARMS CPR)

1 year

Destroy

Employment Inquiry Files

28500704 (ARMS FAS)

1 year

Destroy

Employment Termination, Layoff

28500725 (ARMS FAS)

Permanent

Personnel File

Employment Termination, Non-renewal

28500724 (ARMS FAS)

Permanent

Personnel File

Employment Termination: Resignation or Retirement

28500726 (ARMS FAS)

Permanent

Personnel File

Employment Termination: Termination for Cause

28500727 (ARMS FAS)

Permanent

Personnel File

Employment Eligibility Verification (Form I-9)

28500709 (ARMS FAS)

3 years past Termination

Destroy

Financial Management Reports--Formats A and B--Divisional and Departmental Copies

Campus 171B

retain until superseded

Destroy

Financial Management Reports--Summary and End-of-Year Formats S & B--Divisional and Departmental Copies

Campus 171C

1 year after superseded

Destroy

Gift and Grant Sheets--Department Copies

UWSAC Business/Financial 307

3 years

Destroy

Grants: Faculty and Academic Staff Awards and Grants

28500721 (ARMS FAS)

3 years

Destroy

Grants: Notice of Award: Faculty and Staff Awards and Grants

28500722 (ARMS FAS)

Permanent

Personnel File

Grievances; Complaints: Formal Complaint Records

28500728 (ARMS FAS)

6 years

Destroy

Grievances: Formal Grievance Files

28500729 (ARMS FAS)

6 years

Destroy

Interview Documentation: Classified Staff

PERS008 (ARMS CPR)

4 years after Date of hire

Destroy

Invoices, Bill-To's, Paid

UWSAC Business/Financial 163

3 years plus current

Destroy

Letters of Appointment or Offer

28500706 (ARMS FAS)

Permanent

Personnel File

Monthly Statement Books (Stores)-Department Copies

UWSAC Business/Financial 343

2 years

Destroy

Office Machine Repair Service Forms--Department Copies

UWSAC Business/Financial 343.1

2 years

Destroy

Outside Activities Reports

Campus 50

3 years

Transfer to Archives

Packing Slips--Department Copies

UWSAC Business/Financial 344

2 years

Destroy

Payroll: Employee Case File

9569 (ARMS Payroll)

1 - 6 pay periods

Destroy

Payroll: Routine Withholding Authorizations

9568 (ARMS Payroll)

until superseded

Destroy

Payroll, Student Time Cards--Regular Payroll (LTE Time Sheets)--Originals

UWSAC Business/Financial 280

3 years

Destroy

Payroll: Terminated Employee Payroll Case File

9572 (ARMS Payroll)

5 years

Destroy

Payroll, Time Cards and Time Sheets--Originals

Campus 184

5 years

Destroy

Payroll, Work Study Time Sheets and Time Cards--Originals

UWSAC Business/Financial 288

5 years

Destroy

Performance Reviews and Responses

28500717 (ARMS FAS)

Permanent

Personnel File

Personnel File

28500700 (ARMS FAS)

6 years past Termination

Transfer to Archives

Personnel Activity Reports

PARs (ARMS FAS)

2 - 3 years

Destroy

Personnel File: Classified Staff

PERS124 (ARMS CPR)

8 years after Termination

Destroy

Publications

Campus 131

3 years

Transfer to Archives

Purchase Orders

90109 (DOA)

4 years

Destroy

Recruitments--Form A's (Request to Recruit)

UWSAC Business/Financial 77

1 year

Destroy

Repair Service Forms for Office Machines--Department Copies

UWSAC Business/Financial 343.1

2 years

Destroy

Requisition Slips, Stores--Department Copies

UWSAC Business/Financial 354

2 years

Destroy

Requisitions--Originals

UWSAC Business/Financial 300

3 years plus current

Destroy

Requisitions--Copies

UWSAC Business/Financial 300

2 years

Destroy

Retention Schedules

Campus 188A

retain until superseded

Destroy

Return Material Instructions, Stores--Department Copies

UWSAC Business/Financial 347

3 years

Destroy

Sabbatical Leave

28500719 (ARMS FAS)

2 - 6 years

Destroy

Sabbatical Award: Notice of Award

28500720 (ARMS FAS)

Permanent

Personnel File

Search and Screen: Candidate files

28500703 (ARMS FAS)

6 years

Destroy
Note: All relevant materials of successful candidate should be transferred to his/her personnel file.

Search and Screen: Committee Records

28500705 (ARMS FAS)

6 years

Transfer to Archives

Signature Authorizations/Authorized Signatures--Copies

Campus 169A

1 year

Destroy

Special Purchase Order Form--Department Copies

UWSAC Business/Financial 350

2 years

Destroy

Stores Requisition Slips--Department Copies

UWSAC Business/Financial 354

2 years

Destroy

STS and Toll Call Report--Department Copies

UWSAC Business/Financial 358

1 year

Destroy

Student Address Change Forms

Campus 223

6 months after entered into data system

Destroy

Student Help Application Files--Not Hired

Campus 183

1 year

Destroy

Subject Files

Campus 133

3 years

Transfer to Archives

Telephone Service Orders--Department Copies

UWSAC Business/Financial 365

2 years

Destroy

Tenure: Faculty Tenure File Successful and Unsuccessful

28500713 (ARMS FAS)

6 years

Transfer to Archives

Tenure: Notice of Tenure

28500714 (ARMS FAS)

Permanent

Personnel File

Tenure, Tenure Roster

28500732 (ARMS FAS)

10 years

Transfer to Archives

Travel Expense Reports--Copies

Campus 172

2 years

Destroy

Unsolicited Resumes and General Expressions of Interest in Employment, Classified Staff

PERS013 (ARMS CPR)

Creation + 6 months

Destroy

Vacation and Absence Reports

UWSAC Personnel 32

5 years past termination

Destroy

Vacation and Absence Reports--Copies

UWSAC Personnel 32

retain current year

Destroy

Vouchers--Department Copies

UWSAC Business/Financial 91

2 years

Destroy