Northern Illinois University
Ethics and Compliance Office
Office of the President

Arranged By:   Numerical

Application Number:   89-23

Item Number:   260.01

Purpose:

This record series consists of copies of checks issued by the State of Illinois to Northern Illinois University.

Procedure:

Retain in office for two (2) years, then dispose of provided no litigation is pending or anticipated.

Arranged By: Alphabetical/Numerical
Application Number: 89-23
Item Number: 260.05

Purpose:

This record series contains individual's deductions from their paycheck for various funds or charities.

Procedure:

Retain in office for twenty (20) years, then dispose of provided all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.

Arranged By:   Chronological
Application Number:   89-23
Item Number:   260.09

Purpose:

This record series consists of office copies of various federal and state tax forms required to be filed by the Payroll Office.  Included are Employer's Monthly Illinois Withholding Returns (IL-501) and Employer's Quarterly Withholding Returns (941 and IL-941). Originals of these state forms are maintained by the Department of Revenue for thirty-five (35) years per State Records Applications 86-99M and 87-3M.  Originals of these federal forms are maintained by the Internal Revenue Services.

Procedure:

Retain in office for six (6) years, then dispose of provided all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.

Arranged by: Chronological
Application Number: 23-25
Item Number: 13

Purpose:

This record series consists of files documenting internal/external reporting and transactions for Northern Illinois University (NIU) payroll. Contents may include, but are not limited to: reports documenting payroll processing, fee journals, supporting documentation, and related correspondence.

Note: Original payroll records are maintained in each employee’s official personnel file.

Procedure:

Retain for six years after date of report, then destroy or delete/overwrite in accordance with the requirements of the State Records Act and administrative rules.

Arranged by: Alphabetical by name, then chronological by year of separation
Application Number: 23-25
Item Number: 14

Purpose:

This record series consists of timekeeping/attendance record summaries for hourly and salaried employees of Northern Illinois University (NIU) by department for payroll calculations. This summary is compiled from benefit usage forms by each department, college, and/or division and are completed semi-monthly for hourly employees and monthly for salaried employees.

Procedure:

Retain for five years after payroll end date, then destroy or delete/overwrite in accordance with the requirements of the State Records Act and Administrative Rules.

Arranged by: Alphabetical by name, then chronological by year of separation
Application Number: 23-25
Item Number: 12

Purpose:

This record series consists of timekeeping attendance records of each hourly and salaried employee of Northern Illinois University (NIU) documenting the number of hours worked and the amount of time accrued or used. Each department, college, and/or division submits timekeeping attendance records generated during each pay period to Human Resource Services to be combined and tracked over the course of employment. Contents of this record series may include, but are not limited to: Salaried Non-Exempt/Hourly Time Sheets, Benefit Usage Reports, supporting documentation, and related correspondence.

Procedure:

Retain for 60 years after payroll end date, then destroy or delete/overwrite in accordance with the requirements of the State Records Act and administrative rules.

Arranged By: Alphabetical by quarter
Application Number: 89-23
Item Number: 260.11

Purpose:

This record series consists of alphabetical listings of wages paid subject to unemployment payments.

Procedure:

Retain in office for six (6) years, then dispose of provided all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.