Page 99 - SOP Final

PERSONNEL FILES (including student employees) (V)
Individual Applicants Who Are Not Hired
Employment Applications ACT + 2
Note: ACT = hiring date of successful applicant
Resumes ACT + 2
Reference checks ACT + 2
Background Investigation Search ACT + 2

Individual Applicants Who Are Hired (Staff)
Personnel file, containing ACT + 7
Employment Applications
Background Investigation Results
Resumes
Beneficiary Designation
Promotions
Attendance Records
Employee Evaluations
Transfers
Personnel Actions
Disciplinary Warnings and Actions
Layoff or Termination Notices
Letters of Recommendation

MEDICAL FILES (V)
(faculty and staff; medical records are maintained in separate general medical file
separate from personnel file while employee is Active, then added to personnel file upon
employee’s departure)

RECRUITMENT FILES
Job Announcements and Advertisements PERM
Search committee records, including employment applications,
resumes, and all applicant search materials 2 years after candidate hired
Applicant tracking record PERM
Resume of finalist PERM

PAYROLL RECORDS (Vault in Comptroller’s Office) (V)
Wage or Salary History 7 years
Salary or Current Rate of Pay 7 years
Payroll Deductions 7 years
Time Cards or Sheets 7 years
W-2 Form 7 years
W-4 Form 7 years
Payroll registers 7 years
Payroll cancelled checks 7 years
Garnishments (maintained in separate file) ACT +1

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