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Ethics and Compliance Office
Office of the President

  1. Ethics and Compliance Office
  2. Records Management
  3. Records Retention Schedules
  4. Payroll

Payroll

State Check Register

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.

Insurance Reports

Arranged By:   Alphabetical
Application Number:   89-23
Item Number:   260.02

Purpose

This record series consists of an alphabetical listing of employees and payment of their insurance premium per pay period.  A copy of this report is sent to the Insurance Office for retention.

Procedure

Retain in office for two (2) years, current and prior fiscal year, 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.

Local Fund Journals

Arranged By:   Chronological
Application Number:   89-23
Item Number:   260.03

Purpose

These journals are used to account for payroll monies paid out of local funds.  This record series is currently maintained on microfiche with a security copy stored off-site.

Procedure

Retain all record series microforms for six (6) years, then dispose of providing all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipate.

Payroll Deduction Orders

Arranged By:   Chronological
Application Number:   89-23
Item Number:   260.04

Purpose

This record series consists of memos received from the Accounts Receivable Office regarding payroll deduction orders.  These orders serve as unofficial wage garnishments on employees and are utilized to collect money owed the University (bills, parking tickets, etc.).  Each order lists the employee's name, social security number, and amount to be deducted.

Procedure

Retain in office for three (3) 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.

Payroll Deduction Register File

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.

Employee Personnel History Files

Arranged By:   Active files - Alphabetical; Inactive files - By year of separation
Application Number:   89-23
Item Number:   260.06

Purpose

These files contain payroll deduction authorization/ revocation cards, W-4 forms, credit wage verifications, unemployment claims, student eligibility forms, payroll authorization papers, and other miscellaneous payroll related information.

Procedure

Retain in office for six (6) years after termination of employment with the University, 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.

Bursar Deposit Receipts

Arranged By:   By fiscal year
Application Number:   89-23
Item Number:   260.07

Purpose

This record series consists of receipts for monies collected by the Payroll Office and subsequently transmitted to the Bursar's Office (e.g. for direct pay group insurance, reimbursements from the state for the employer's portion of FICA).  Originals of these receipts are maintained on microfilm by the University's Accounting Office.

Procedure

Retain in office for three (3) 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.

Student Data File

Arranged By:   Alphabetical by student
Application Number:   89-23
Item Number:   260.08

Purpose

This record series consists of data on/for student workers at Northern Illinois University.  Information contained in this series includes eligibility forms, timecards, and W-4 forms.

Procedure

Retain eligibility forms for one (1) year, time cards for two (2) years, and W-4 forms for four (4) years, then dispose of providing all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.

Federal and State Tax Forms

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.

Timecards

Arranged By:   Alphabetical
Application Number:   89-23
Item Number:   260.1

Purpose

This record series consists of record copies of timecards for both student and civil service workers.  Hard copy is kept one year before filming.

Procedure

Retain hard copy for one (1) year, then dispose of after microfilming.  Retain microfilm for ten (10) years, then dispose of provided no litigation is pending or anticipated.

Unemployment Reports

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.

Contact Us

Ethics and Compliance Office
Health Services Building, 2nd floor
815-753-5560
eco@niu.edu