10-1. Administrative Payroll Reports
Reports and statistics with supporting and related records
pertaining to workload and personnel management, payroll
operations and administration.
Retention
Record copy: Retain by agency for 3 years and then
destroy.
Duplicate copies: Retain by agency for 1 year and then
destroy.
10-2. Budget Authorization Reference
Copies of budget authorizations in operating payroll units used
to control personnel ceilings and personnel actions.
Retention
Record copy: Retain by agency until superseded and then
destroy.
Duplicate copies: Retain until superseded and then destroy.
10-3. Deduction and Other Earning Registers
Report by low organization number used to reference the amount of
retirement deducted and other miscellaneous deductions.
Retention
Record copy: Retain by the State Controller's Office for
3 years and then destroy.
Duplicate copies: Retain for 1 year and then destroy.
10-4. Electronic Funds Transfer (EFT) Authorizations
Authorizations to deposit employee payroll earnings into employee
bank accounts through direct deposit. Information includes
employee name, name of financial institutions, copy of deposit
slip, and other related information.
Retention
Record copy: Retain for 3 years after termination,
cancellation, or change of authorization.
Duplicate copies: Retain until administrative needs and met
and then destroy.
10-5. Employee Benefit Matching Money Report
Listing of state matching funds paid to employee retirement.
Retention
Record copy: Retain by the State Controller's Office for
3 years and then destroy.
Duplicate copies: Retain by agency for 1 year and then
destroy.
10-6. Final Time Summary Report
This report provides information on the regular and overtime
hours paid. It also includes all other earning and the labor
distribution.
Retention
Record copy: Retain by the State Controller's Office for
3 years and then destroy.
Duplicate copies: Retain for 1 year and then destroy.
10-7. Full-Time Employee Report
Report which informs users of the full-time equivalent count for
each agency.
Retention
Record copy: Retain by agency for 3 years and then
destroy.
Duplicate copies: Retain for 1 year and then destroy.
10-8. Garnishments
Record of garnishments or levies for debts owned by the employee.
Retention
Record copy: Retain by the payroll office for 3 years
after end of garnishment and then destroy.
Duplicate copies: Retain until end of garnishment and then
destroy.
10-9. Income Tax Exemptions and Withholdings Certificates
Form which records the number of exemptions and employee claims
against his payment of income tax and any additional withholding
from his paycheck, such as IRS Form W-4 and similar tax exemption
forms.
Retention
Record copy: Retain by payroll office for 4 years after
form is superseded or until termination of
employee and then destroy.
Duplicate copies: Retain by agency for 1 year and then
destroy.
10-10. Insurance Deduction Files
Reports and related papers including copies of vouchers and
schedules of payment pertaining to insurance deductions.
Retention
Record copy: Retain by the State Controller's Office for
3 years after separation of employee and
then destroy.
Duplicate copies: Retain until separation of employee and then
destroy.
10-11. Leave Adjustment Reports
Shows all leave adjustments made during a pay period. Shows
category of adjustment, the amount, social security number and
employee name.
Retention
Record copy: Retain by the State Controller's Office for
3 years and then destroy.
Duplicate copies: Retain for 1 year and then destroy.
10-12. Leave Applications
Applications for leave and supporting papers relating to request
for and approval of employee leave.
Retention
Record copy: Retain by agency as part of the leave record
for 3 years and then destroy.
Duplicate copies: Retain until administrative need end and
then destroy.
10-13. Leave Category Changes
Report showing changes made if an employee does not have enough
leave and payroll program must make adjustments from another
category.
Retention
Record copy: Retain by the State Controller's Office for
3 years and then destroy.
Duplicate copies: Retain by agency for 1 year and then
destroy.
10-14. Leave Summary Report
Reports which document the kind and amount of leave taken by an
employee during a calendar year. After they are signed by the
employee, they are maintained in the official personnel file.
Retention
Record copy: Retain until report is made part of official
agency personnel file.
Duplicate copies: Retain until administrative need ends and
then destroy.
10-15. Notices of Payroll Action
Notices which document all payroll actions entered into the
Department of Personnel CPPS automated system.
Retention
Record copy: Retain by agency until notices are made part
of official agency personnel file.
Duplicate copies: Retain for 1 year and then destroy.
10-16. Payroll Register
Display of earnings, deductions, taxes, net income, and warrant
or direct deposit information. These documents are prepared and
used for payroll disbursement.
Retention
Record copy: Permanent: Retain by the State Controller's
Office for 4 years and then transfer to
State Archives.
Duplicate copies: Retain by agency for 1 year and then
destroy.
10-17. Preliminary Payroll Files
Computer-produced, two part documents sent by Division of
Accounts and Control to agencies to record final corrections or
adjustments regarding employees' pay. They are made before the
master payroll file is run and checks are issued. Preliminary
payroll files do not serve as time and attendance records.
Retention
Record copy: Retain by State Controller's Office for 1
year or until administrative need ends and
then destroy.
Duplicate copies: Retain by agency for 3 months and then
destroy.
10-18. Retirement Benefits Assistance Files
Correspondence, memoranda, annuity estimates, and other records
used to assist retiring employees or survivors in claiming
insurance or retirement benefits.
Retention
Record copy: Retain by agency for 1 year and then
destroy.
Duplicate copies: Retain for 6 months and then destroy.
10-19. Retirement Files
Reports and register control documents relating to retirement.
Retention
Record copy: Retain by payroll office for 3 years and
then destroy.
Duplicate copies: Retain for 1 year and then destroy.
10-20. Savings Bond Purchase Files
Forms and reports with related records pertaining to deposits and
purchase of bonds.
Retention
Record copy: Retain by the payroll office for 3 years and
then destroy.
Duplicate copies: Retain for 1 year and then destroy.
10-21. Savings Bond Purchase Summary
List of all bond purchases and the remaining bond balances.
Retention
Record copy: Retain by the payroll office until
administrative need ends and then destroy.
Duplicate copies: Retain until administrative need ends and
then destroy.
10-22. Taxable Wage Earning Reports
Returns on income taxes such as IRS Form W-2 and reports of
withheld federal taxes, such as IRS From W-3, with related
records, including reports relating to income and social security
taxes.
Retention
Record copy: Retain by the State Controller's Office or
agency administrative section for 4 years
and then destroy.
Duplicate copies: Retain for 1 year and then destroy.
10-23. Time and Attendance Reports
State employee time sheets, including flextime attendance
reports, supplemental time and attendance records, such as sign-
in/sign-out sheets and work reports that are used for time
accounting under flextime systems.
Retention
Record copy: Retain by agency for 5 years and then
destroy.
Duplicate copies: Retain by agency for 1 year and then
destroy.
10-24. Wage Survey Files
Wage survey reports and data, working papers and related
correspondence pertaining to area wages paid for each employee
class; background papers establishing need, authorization,
direction, and analysis of wage surveys; development and
implementation of wage schedules; and requests for and
authorization of specific rates (excluding authorized wage
schedules and wage survey recapitulation sheets).
Retention
Record copy: Retain by the Department of Personnel until
after completion of second succeeding wage
survey and then destroy.
Duplicate copies: Retain until superseded or obsolete and then
destroy.
10-25. Workers' Compensation Insurance Files
Used to document the payment of workers' compensation insurance
premiums. Information includes interdepartmental transfer for
payment of premiums and a form to the Colorado Compensation
Insurance Authority (CCIA) or the Division of Risk Management
reflecting the total due and payment due date with attached
memos.
Retention
Record copy: Maintain by CCIA agency Risk Management
section or workmen's compensation insurance
carrier.
Duplicate copies: Retain until administrative need is met and
then destroy.
last modified 12/31/04