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*Records may be disposed of following minimum retention period only if released from audits or other official action (excluding litigation). If applicable, see <br />Litigation Case File, STANDARD -1. ADMINISTRATION AND MANAGEMENT RECORDS, item 30. <br />* *Records in this series that are more than 60 years old, or have severe conservation concerns, may be offered to the State Archives of North Carolina for 20 <br />permanent transfer. <br />t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that <br />Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. <br />F -9 Page 120 <br />STANDARD -2: BUDGET, FISCAL AND PAYROLL RECORDS <br />ITEM # <br />RECORD SERIES TITLE <br />DISPOSITION INSTRUCTIONS <br />CITATION <br />39. <br />PAYROLL AND EARNINGS RECORDS <br />a) Transfer records documenting personnel actions to <br />Comply with applicable <br />Records containing information such as the name, <br />PERSONNEL RECORDS (OFFICIAL COPY) item 50, page 48. <br />provisions of G.S. <br />social security number, number of hours worked, <br />§162A -6.1 regarding <br />compensation rate, deductions, and total wages paid <br />b) Destroy in office 30 years from date of separation records <br />confidentiality of <br />each employee per payroll period. May include <br />used for retirement or similar benefits verification. <br />personnel records. <br />individual and group employee earnings records and <br />payroll registers showing earnings and deductions for <br />c) Destroy in office all remaining records after 4 years.* <br />FICA Reg. § 316001 -1 <br />each pay period. <br />29 CFR 516.2, 516.5 <br />29 CFR 1627.3(a) <br />40. <br />PAYROLL DEDUCTION RECORDS <br />a) Destroy in office deduction authorization forms and <br />Comply with applicable <br />Records used to start, modify, or stop all voluntary or <br />records when superseded or obsolete. <br />provisions of G.S. <br />required deductions from payroll. May include bank <br />§162A -6.1 regarding <br />payments, savings plans, insurance, association dues, <br />b) Destroy in office remaining records after 4 years.* <br />confidentiality of <br />W -4 forms, orders of garnishment, etc. Used as proof <br />personnel records. <br />the employee approved of the deduction(s). Does not <br />include federal tax deduction records. <br />41. <br />PRICE QUOTATIONS <br />Destroy in office after 1 year.* <br />42. <br />PROCUREMENTS AND PURCHASING <br />Destroy in office after 3 years.* <br />43. <br />PURCHASE ORDERS <br />Destroy in office after 3 years.* <br />Records, forms, packing slips and attached documents <br />concerning purchased supplies, equipment, and <br />Retention note: Packing slips may be destroyed upon <br />services. <br />verification of items received if they are not the only record of <br />the purchase of the item. <br />See also GRANTS: FINANCIAL item 30, page 18. <br />*Records may be disposed of following minimum retention period only if released from audits or other official action (excluding litigation). If applicable, see <br />Litigation Case File, STANDARD -1. ADMINISTRATION AND MANAGEMENT RECORDS, item 30. <br />* *Records in this series that are more than 60 years old, or have severe conservation concerns, may be offered to the State Archives of North Carolina for 20 <br />permanent transfer. <br />t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that <br />Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. <br />F -9 Page 120 <br />