University Records Retention Schedules

Payroll and Personnel Records

Note: Unless otherwise stated in the schedule, retention and disposition for other copies of records is “retain until administrative purpose served, then destroy.”

Annual Review of Faculty


Evaluation of job performance.

Official Copy: HRS

Retention and Disposition: Retain for 6 years after termination of employment, then destroy.

Other Copies: Dean; Any Department

Other Copies Retention and Disposition: Retain for 3 years after
end of fiscal year, then destroy.

DAN 11-12-63535 (Payroll and Personnel Records)

Applications/Resumes Received–Unsolicited


Records relating to unsolicited requests for job consideration and employment inquiries. Includes, but is not limited to:

  • Unsolicited job applications/resumes received;
  • General prospective employment inquiries.
Note: Retention based on 2-year requirement in 29 CFR 1602.31.

Official Copy: Any Department

Retention and Disposition: Retain for 2 years after received, then destroy.

DAN GS 03022 Rev. 1 (Payroll and Personnel Records)

Appointing Authority for Faculty, Administrative Professional, and Classified Employees


Letters of delegation to employees who are authorized to sign employment forms.

Official Copy: HRS

Retention and Disposition: Retain for 6 years after superseded, then destroy. (Essential)

Other Copies: President; Any Department

Other Copies Retention and Disposition: Retain until superseded, then destroy.

DAN 11-12-63537 Rev. 1 (Payroll and Personnel Records)

Attendance and Leave Records (Temporary Employee)


Records relating to temporary employee requests and approvals of attendance and leave. Includes, but is not limited to:

  • Sick leave;
  • Overtime earned;
  • Requests/approvals/denials for leave;
  • Approvals and designations;
  • Time cards and time sheets, etc., documenting hours worked (including overtime).
For WSU purposes, this excludes Time and Absence Reports (DAN 11-12-63560).

Note: Time and leave are recorded in applicable Workday processes.

Official Copy: Any Department

Retention and Disposition: Retain for 6 years after end of fiscal year, then destroy.

DAN GS 03030 (Payroll and Personnel Records)

Authorizations/Certifications–Human Resources (General)


Records relating to licenses, permits, accreditations, certifications and other authorizations (such as driver’s licenses, etc.) acquired by University employees in certain positions (including contractors and volunteers) that are either required by or received from regulating authorities (such as local, state or federal agencies and/or court order/rule), where not covered by a more specific records series. Includes, but is not limited to:

  • Applications/confirmations;
  • Reports;
  • Violations/corrections, etc.;
  • Related correspondence/communications.
For WSU purposes, series also includes records of:

  • Certification and/or recertification (and related training) for departmental (e.g., WSU Police Dept.) employees.
  • Certification of accountable property officers at the college level who are authorized to coordinate college federal excess property programs.
Official Copy: Any Department

Retention and Disposition: Retain for 6 years after authorization/certification superseded or terminated or 6 years after separation from the University, whichever is sooner, then destroy.

Other Copies: Any Department

DAN GS 03046 (Payroll and Personnel Records)

Background Clearance Checks


Provides a record of background clearance checks for full-time and temporary employees, or adult participants (e.g. advisors, chaperones, volunteers) not employed by a school district in the state of Washington. May include criminal history checks, disclosure statements, background inquiry results, and record of permission from adult participants for University officials to conduct background clearance checks.

Official Copy: HRS

Retention and Disposition: Retain for 3 years after termination of employment or 3 years after termination of participation in
activity or program, then destroy.

Other Copies: Any Department

DAN 07-12-61642 Rev. 2 (Payroll and Personnel Records)

Commute Trip Reduction (CTR) Program


Records relating to the University's promotion and administration of reducing employee commute trips such as encouraging the use of public transit, ride sharing, bicycle commute options, incentives and alternatives such as telecommuting.

Includes, but is not limited to:

  • Bonus voucher certification forms;
  • Registration and participant forms;
  • Incentives;
  • Parking tracking files;
  • CTR performance evaluations/reports/surveys/ questionnaires. [Note per State Records Management (SRM): This series covers CTR reports received by WSU or internally-distributed.]
Excludes records covered by Reporting to External Agencies (Mandatory) (DAN GS 03056).

Official Copy: Campus Parking Services Office

Retention and Disposition: Retain for 6 years after end of fiscal year, then destroy.

DAN GS 03037 Rev. 2 (Payroll and Personnel Records)

Complaints and Grievances–Exonerated


Records relating to complaints and grievances filed in cases of affirmative action, discrimination, equal opportunity employment, harassment issues and other workplace conditions and issues in which the complaint proved to be unsubstantiated. May be filed by job applicants, the public, and represented and nonrepresented state employees. Includes, but is not limited to:

  • Filed complaints and grievances;
  • Supporting documentation;
  • University response and decisions;
  • Legal actions, arbitration or mediation efforts;
  • Determinations and appeals.
Excludes records covered by:

  • Complaints and Grievances–Upheld (DAN GS 03003);
  • Title IX records as required by 34 CFR 106.45(b)(10), or as covered by Student Disciplinary Records (DAN 92-10-51356).
Note 1: Records may be retained upon employee request and in case of pending legal action (reference RCW 41.06.450 and WAC 357-22-040).

Note 2: RCW 40.14.050 and RCW 40.14.060 vest authority to determine the retention period for public records in the State Records Committee, and not in the parties to a collective bargaining agreement.

Official Copy: HRS; Office of Compliance and Civil Rights

Retention and Disposition: Retain until exoneration, then destroy.

Other Copies: Any Department

Other Copies Retention and Disposition: Retain until exoneration, then destroy.

DAN GS 03006 Rev. 1 (Payroll and Personnel Records)

Complaints and Grievances–Upheld


Records relating to complaints and grievances filed in cases of affirmative action, discrimination, equal opportunity employment, harassment issues and other workplace conditions and issues in which the complaint/grievance was upheld. May be filed by job applicants, the public, and represented and non-represented state employees. Includes, but is not limited to:

  • Filed complaints and grievances;
  • Supporting documentation;
  • University response and decisions;
  • Legal actions, arbitration or mediation efforts;
  • Determinations and appeals.
Excludes records covered by:

  • Complaints and Grievances–Exonerated (DAN GS 03006);
  • Title IX records as required by 34 CFR 106.45(b)(10), or as covered by Student Disciplinary Records (DAN 92-10-51356)
Note: RCW 40.14.050 and RCW 40.14.060 vest authority to determine the retention period for public records in the State Records Committee, and not in the parties to a collective bargaining agreement.

Official Copy: HRS; Office of Compliance and Civil Rights

Retention and Disposition: Retain for 6 years after final determination of case, then destroy. (Essential)

Other Copies: Any Department

DAN GS 03003 Rev. 2 (Payroll and Personnel Records)

Course Evaluation Summaries


Compilation of appraisals and comments from individual course/instructor evaluations.

Official Copy: Any Department

Retention and Disposition: Retain for 3 years after end of fiscal year, then destroy.

DAN 11-12-63538 (Payroll and Personnel Records)

Course/Instructor Evaluations


A record of individual student or participant evaluations of content and presentation of a course.

Official Copy: Any Department

Retention and Disposition: Retain for 1 year after end of fiscal year, then destroy.

DAN 11-12-63540 (Payroll and Personnel Records)

Disclosure of Former Employee Information To Prospective Employers


Records relating to the disclosure of information (such as hiring recommendations, employment/income verifications, etc.) about former employees to prospective employers or employment agencies in accordance with RCW 4.24.730. Includes, but is not limited to:

  • Written logs;
  • Disclosure releases/statements;
  • Copies of information provided.
Excludes:

  • Disclosure of information about current employees covered by Personnel Record Folders (DAN 11-12-63577);
  • Public records requests covered by Public Disclosure/ Records Requests (DAN GS 05001).
Note: Retention based on 3-year statute of limitations for personal injury (RCW 4.16.080) and 2-year requirement in RCW 4.24.730.

Official Copy: HRS; Any Department

Retention and Disposition: Retain for 3 years after disclosure of information, then destroy.

DAN GS 03053 (Payroll and Personnel Records)

Employment Eligibility–U.S. Citizenship and Immigration Services (USCIS)


Records relating to the verification of employment eligibility within the United States. Includes, but is not limited to:

  • Federal I-9 forms;
  • H1-B labor condition applications and approvals;
  • Copies of valid driver's license, passports, or other photo identification;
  • Copies of certificate of naturalization and supporting documentation.
References: 8 CFR 274a.2, 20 CFR 655.760.

Note: This series applies to any applicants that are actually hired. For those not hired, their recruitment records are to be covered under Recruitment (DAN GS 03012).

Official Copy: HRS

Retention and Disposition: Retain for 3 years after date of hire or for 1 year after separation from University (whichever is later), then destroy.

DAN GS 03036 Rev. 2 (Payroll and Personnel Records)

Employment Record Request (WSU 1238)


To request leave and benefits records from former state employers.

Official Copy: HRS

Retention and Disposition: Retain for 6 years after termination of employment, then destroy.

Other Copies: Any Department

Other Copies Retention and Disposition: Retain until termination of employment, then destroy.

DAN 11-12-63550 (Payroll and Personnel Records)

Exit Interview–Personnel


Documentation of information gathered during an exit interview with an employee separating from the University.

Official Copy: Any Department

Retention and Disposition: Retain for 3 years after exit interview completed, then destroy.

DAN GS 03040 Rev. 1 (Payroll and Personnel Records)

Graduate Faculty Appointment Files


Provides a record of department appointments of faculty members to graduate faculty assignments. Files may include ballots, vita, and Admittance to Graduate Faculty forms.

Official Copy: Graduate School

Retention and Disposition: Retain for 1 year after graduate faculty assignment ends, then destroy.

Other Copies: Any Department

Other Copies Retention and Disposition: Retain for 1 year after ballot outcome reported to Graduate School, then destroy.

DAN 11-12-63557 (Payroll and Personnel Records)

HIPAA Annual Risk Assessment


Provides assurance that WSU is compliant with HIPAA's administrative, physical, and technical safeguards and helps reveal areas where WSU protected health information could be at risk. (45 CFR 164-316(b)(2)(i))

Official Copy: Health Science Compliance

Retention and Disposition: Retain for 6 years from date of creation or date it was last in effect, whichever is later, then destroy.

Other Copies: HCC and business units (as defined in EP40)

DAN 24-02-69715 (Payroll and Personnel Records)

HIPAA Security Agreement


Provides a record of client confidentiality and security agreement signed by health care personnel, e.g., clinic personnel. (45CFR164.316(b)(2)(i))

Official Copy: Any Department

Retention and Disposition: Retain for 6 years after termination of employment or termination of service, then destroy.

DAN 11-12-63559 Rev. 1 (Payroll and Personnel Records)

Liability Insurance


Proof of student liability insurance policy or certificate from graduate students who serve as clinic personnel.

Official Copy: Any Department

Retention and Disposition: Retain for 10 years after last client treated, then destroy.

DAN 06-10-61318 (Payroll and Personnel Records)

Medical Insurance Policies


Copies of medical insurance policies for student/graduate student assistant and other.

Official Copy: HRS

Retention and Disposition: Retain for 6 years after policy expiration, then destroy.

Other Copies: Health and Wellness Services; Insurance Co.

DAN 02-09-60402 Rev. 1 (Payroll and Personnel Records)

Nonservice Pay Authorization (WSU 1314)


Authorizes pay to WSU Fellows, trainees, interns, or other nonservice positions. Includes ASWSU and Student Media pay authorization forms.

Official Copy: Accounts Payable

Retention and Disposition: Retain for 6 years after end of fiscal year, then destroy.

Other Copies: Student Financial Services; Any Department

Other Copies Retention and Disposition: Retain for 2 years after end of fiscal year, then destroy.

DAN 11-12-63566 Rev. 1 (Payroll and Personnel Records)

Payroll Deduction Forms


Used to authorize deductions from payroll.

Official Copy: Any Department

Retention and Disposition: Retain for 6 years after last authorized deduction, then destroy.

DAN 11-12-63569 (Payroll and Personnel Records)

Payroll Expenditure Audit Report


Department personnel download payroll expenses indicating status of payroll records that will generate the next payroll. Allows department correction and Payroll follow up.

Note: This records series is discontinued as of January 1, 2021. Payroll and departments are responsible for maintaining PEARS reports on legacy mainframe or tape until the end of the stated retention period. (Series to be removed from the retention schedule after December 31, 2025.)

Official Copy: Payroll

Retention and Disposition: Retain for 4 years after end of calendar year, then destroy.

Other Copies: Any Department

Other Copies Retention and Disposition: Retain for 2 years after end of fiscal year, then destroy. (Legacy Record)

DAN 11-12-63570 (Payroll and Personnel Records)

Payroll Processing, Distribution, and Reporting


Records relating to the processing of payroll and reports used by the personnel/payroll offices to verify actions, detail distribution of payroll costs, and ascertain accuracy and accountability. Includes, but is not limited to:

  • Documents that reflect personnel actions;
  • Internal Revenue Service (IRS) reports submitted to the IRS, e.g., 1099, 940, 941 and W-2.
  • State income tax quarterly filings for other states;
  • Quarterly reports and filings for Labor and Industries (L&I) and wages;
  • Warrant cancellations and electronic fund transfers;
  • Detail reports, year-to-date costs and cumulative summary expense reports
  • Status reports and adjustments;
  • Payroll distribution and other related costs.
Excludes records covered by:

  • Retirement Verification (DAN GS 03032);
  • Earnings Statement Microfiche (DAN 16-06-68988, held by Payroll Services.);
  • Reporting to External Agencies (Mandatory) (DAN GS 19004).
Official Copy: Any Department

Retention and Disposition: Retain for 6 years after end of fiscal year, then destroy.

Other Copies: Any Department

DAN GS 03033 Rev. 2 (Payroll and Personnel Records)

Performance Evaluation–Supervisor Preparation


Records gathered by an employee's supervisor in preparation for employee's performance evaluation. Includes, but is not limited to:

  • Notes of performance, training, and development;
  • Job assignments;
  • Other related documentation.
For WSU purposes, this series includes Extended Time Monitoring Sheets (SESRC).

Note: RCW 40.14.050 and RCW 40.14.060 vest authority to determine the retention period for public records in the State Records Committee, and not in the parties to a collective bargaining agreement.

Official Copy: Supervisor

Retention and Disposition: Retain until completion of evaluation and resolution of any ongoing performance issues, then destroy.

DAN GS 03024 Rev. 1 (Payroll and Personnel Records)

Personnel–Employment History Files


Records relating to an employee's University employment history. Also includes records relating to a volunteer’s service with the University. Includes, but is not limited to:

  • Applications, resumes and appointment letters
  • Position eligibility and position held
  • Eligibility requirements for position (certifications, transcripts, immunizations)
  • Disclosure of information to prospective employers in accordance with RCW 4.24.730
  • Employee performance evaluations (i.e. completed and signed evaluations and expectations review and acceptance). Note: This series includes evaluations of administrative professional, classified, and temporary employees, and any supporting documentation. Due to potential tenure issues, performance evaluations for faculty are retained under the series, Annual Review of Faculty, DAN 11-12-63535.
  • Appeals/hearings determinations
  • Settlement agreements
  • Biographical Data Sheets
  • Discontinuation notices–final
  • Faculty questionnaires
  • Presumption of resignation letters
  • Resignation letters
  • Resumes/vitae
  • Retirement letters
  • Tenure/promotion letters
Excludes records covered by:

  • Complaints and Grievances – Exonerated (DAN GS 03006);
  • Complaints and Grievances – Upheld (DAN GS 03003);
  • Retirement Verification (DAN GS 03032).
State Note: See State HR Directive 13-01 Personnel File Standards and Electronic Personnel File Transfer Procedures.

Official Copy: HRS

Retention and Disposition: Retain for 40 years after termination of employment, then destroy. (Essential)

Other Copies: Any Department

DAN 11-12-63578 Rev. 4 (Payroll and Personnel Records)

Personnel–Health-Related Records (Routine)


Records relating to the health of employees where not covered by Employee Medical and Exposure Records (DAN 03039) or another more specific records series.

Includes, but is not limited to:

  • Ergonomic assessments (for routine prevention and if non-injury-related);
  • Reasonable accommodation (if non-injury-related);
  • Documentation of known medical conditions (for awareness in case of medical emergency that would assist in rapid response and treatment);
  • Documentation of ongoing medical treatment (if non-exposure or non-injury related and necessary for job performance/reasonable accommodation);
  • Requests/approvals for use of Family and Medical Leave Act (FMLA) and shared leave;
  • Positive results/refusals from alcohol/substance tests of commercial driver’s license holders in accordance with 49 CFR § 382.
Note: For WSU purposes, this series also includes documentation of the use of family medical leave and the receipt and return of shared leave.

Excludes records covered by the following WSU records series:

  • Medical Surveillance Files (DAN 10-12-62323);
  • Chemical Exposure Records (DAN 10-12-62314);
  • Incident Report (WSU 1131) (DAN 11-12-63628);
  • Respirator Program Records (DAN 10-12-62324);
  • Radiation Safety Records (DAN 16-06-68984); and
  • Employee Audiometric Test (DAN 10-12-62315; held by EH&S).
Note: Medical records should be retained by originating agency and not be included as part of an interagency transfer.

Official Copy: Campus HRS; Campus EH&S (ergonomic assessments)

Retention and Disposition: Retain for 6 years after date of separation from the University then destroy.

Other Copies: Any Department

DAN GS 03054 Rev. 1 (Payroll and Personnel Records)

Personnel–Routine Transactions


Records relating to employees' routine personnel transactions or tasks that do not affect employment history, payroll, performance or retirement status/eligibility.
Includes, but is not limited to:

  • Changes to work schedules and assignments;
  • Location codes;
  • Name/address/status/emergency contact change documentation;
  • Miscellaneous tracking forms.
For WSU purposes, includes WSUPD shift logs.

Official Copy: Any Department

Retention and Disposition: Retain until superseded, then destroy.

DAN GS 03055 (Payroll and Personnel Records)

Personnel Action (WSU 1097)


Used to authorize personnel transactions and communicate employment status of appointed employees to Human Resource Services.

Note: This records series is discontinued as of January 1, 2021. HRS, Payroll, Benefit Services, and departments are responsible for maintaining Personnel Action forms until the end of the stated retention period. (Series to be removed from the retention schedule after December 31, 2080.)

Official Copy: HRS

Retention and Disposition: Retain for 6 years after termination of employment, then destroy. (Legacy Record)

Other Copies: Payroll; Benefit Services; Any Department

Other Copies Retention and Disposition:
  • Payroll - Retain for 6 years after termination of employment, then destroy.
  • Benefit Services - Retain for 1 year after termination of employment, then destroy.
  • Any Department - Retain until superseded or termination of employment, then destroy.
DAN 11-12-63572 (Payroll and Personnel Records)

Policies and Procedures (Employee Acknowledgements)


Records documenting that employees have read/acknowledged agency policies and procedures. Includes, but is not limited to policy review acknowledgements.

Official Copy: Any Department

Retention and Disposition: Retain for 6 years after acknowledgement superseded/obsolete or 6 years after employee separation from agency, whichever is sooner, then destroy.

DAN GS 09031 (Payroll and Personnel Records)

Position History


Records relating to the history of each position and job classifications which apply to positions held by employees of the agency. Includes, but is not limited to:

  • Allocations and reallocations;
  • Training plans specific to position;
  • Selective certification and required eligibility;
  • Position descriptions.
For WSU purposes, this series includes position rosters, position questionnaires, position descriptions, and other position-related records.

Official Copy: HRS; Any Department

Retention and Disposition: Retain until no longer needed for University business, then destroy.

Other Copies: Any Department

DAN GS 03010 Rev. 1 (Payroll and Personnel Records)

Recruitment


Records relating to the process of recruitment and selection of employees. Includes applicants interviewed and/or screened but not hired. Includes, but is not limited to:

  • Job announcements and postings;
  • Job description and qualifications;
  • Eligibility lists for specific positions;
  • Applications, resumes and test results;
  • Applicant profile data;
  • Scoring, ranking and selection criteria;
  • Interview questions and evaluations;
  • Reference check questions and answers.
For WSU purposes, this series includes search process files and temporary employment applications (not hired).

Excludes successful/hired applicant records covered by:

  • Personnel Record Folders (DAN 11-12-63577); and
  • Employment Eligibility–U.S. Citizenship and Immigration Services (USCIS) (DAN GS 03036).
For WSU purposes this series excludes all applicant records covered by Background Clearance Checks (DAN 07-12-61642).

Note: Retention based on 3-year statute of limitations for the commencement of actions for employment discrimination (injury to the rights of others) (RCW 4.16.080).

Official Copy: Any Department

Retention and Disposition: Retain for 3 years after completion of recruitment/hiring process, then destroy.

DAN GS 03012 Rev. 2 (Payroll and Personnel Records)

Request for Name/Sex Designation Change


To request a name and/or sex designation change in University records. (Includes Request for Change of Name (WSU 1200) and Request for Change of Legal Sex Designation (WSU 1503)).

Official Copy: Payroll

Retention and Disposition: Retain for 1 year after data entry, then destroy.

Other Copies: Any Department

DAN 11-12-63594 Rev. 1 (Payroll and Personnel Records)

Retirement Verification


Records relating to an employee's state service to document eligibility and entitlement to retirement benefits.

Includes, but is not limited to:

  • Enrollment;
  • Salary and employment dates;
  • Appointment letters;
  • Monthly salary;
  • Hours worked;
  • Time cards, time sheets or payroll registers if necessary to verify retirement information;
  • Other eligibility documentation such as position retirement worksheets or retirement reviews as necessary.
For WSU purposes, this series also includes evidence of employee membership in retirement programs, e.g., TIAA and PERS.

Excludes:

  • Records covered by Medical, Supplemental Retirement Account (SRA), Life Insurance, and Long-Term Disability (LTD) Enrollment Forms Plus Beneficiary Designations (DAN 78-10-21217, held by HRS );
  • Records covered by Voluntary Employee Beneficiary Association (VEBA) (DAN GS 03045, held by HRS).
Official Copy: Campus HRS; Payroll

Retention and Disposition: Retain for 60 years after date of separation from the University, then destroy. (Essential)

Other Copies: Any Department

DAN GS 03032 Rev. 1 (Payroll and Personnel Records)

Temporary Employee Departmental Files


Documentation related to a temporary employee's departmental employment history. Files include but are not limited to: Conditions for Temporary Employment, Temporary Employment Application (for individuals who are hired), Temporary Employee Orientation Checklist, Parent School Authorization.

Official Copy: Any Department

Retention and Disposition: Retain for 1 year after termination of employment, then destroy.

DAN 11-12-63543 (Payroll and Personnel Records)

Tenure/Promotion Evaluation Documents (Denied Candidates)


Includes evaluations, ballots, and resumes used to determine award of faculty tenure and/or promotion. Includes actual tenure and/or promotion consideration as well as third-year and/or promotion review.

Official Copy: HRS

Retention and Disposition: Retain for 35 years after termination of employment, then destroy.

Other Copies: Dean; Any Department

Other Copies Retention and Disposition: Retain for 3 years after denial, then destroy.

DAN 11-12-63603 (Payroll and Personnel Records)

Tenure/Promotion Evaluation Documents (Successful Candidates)


Includes evaluations, ballots, and resumes used to determine award of faculty tenure and/or promotion. Includes actual tenure and/or promotion consideration as well as third-year and/or promotion review.

Official Copy: HRS

Retention and Disposition: Retain for 6 years after award, then destroy.

Other Copies: Dean; Any Department

Other Copies Retention and Disposition: Retain for 3 years after award, then destroy.

DAN 11-12-63606 (Payroll and Personnel Records)

Tenure/Promotion Support Documents (Denied Candidates)


May include manuscripts, artwork, slides, or other items used to determine award of faculty tenure and/or promotion. Includes actual tenure and/or promotion consideration as well as third-year and/or promotion review. May be returned to the dean and then to the candidate at the discretion of Provost's Office.

Official Copy: HRS

Retention and Disposition: Retain for 6 years after denial, then destroy, except as noted.

DAN 11-12-63609 (Payroll and Personnel Records)

Tenure/Promotion Support Documents (Successful Candidates)


May include manuscripts, artwork, slides, or other items used to determine award of faculty tenure and/or promotion. Includes actual tenure and/or promotion consideration as well as third-year and/or promotion review.Returned to the dean and then to the candidate after award.

Official Copy: Provost's Office

Retention and Disposition: Retain until award, then return to dean and candidate, as noted.

DAN 11-12-63610 (Payroll and Personnel Records)

Time and Absence Reports


Used to record attendance, overtime, and/or leave activity for overtime-eligible and overtime ineligible faculty, administrative professional, and classified employees. Refer to applicable Workday processes.

The following forms must be retained for the stated retention period:

  • Overtime Exempt Leave Report (WSU 1126)
  • Time Report Overtime-Eligible Employees (WSU 1010)
  • Leave Report for Excepted Classified Employees (WSU 1300)
  • Request for Temporary Schedule Change (WSU 1439)
Note: the employing department maintains the record copy of the legacy forms until termination of employment. At termination of employment the forms are sent to HRS for audit.

Official Copy: Payroll (pay-affecting only); HRS; Any Department

Retention and Disposition:
  • Payroll - Retain for 6 years after termination of employment, then destroy.
  • HRS - Retain for 5 years after audit, then destroy.
  • Any Department - Retain legacy forms until termination of employment, then send to HRS for audit.
(Includes Legacy Records)

DAN 11-12-63560 Rev. 2 (Payroll and Personnel Records)

Training Files–Employee


Records documenting the training history of individual employees participating in training, orientations, and staff development programs. Training may include:

  • Internal University training for ethics, diversity, safety and other policies;
  • Internships, apprentice programs;
  • External training as requested or required.
Includes, but is not limited to:

  • Sign-in or attendance documentation if no certificate or other documentation is issued as evidence of completion, satisfaction or attendance;
  • Certificates/credentials/licenses awarded or renewed;
  • Test results if necessary for continued certification, etc.;
  • Continuing education hours/credits/points.
Excludes records covered by Personnel Records (Peace/Corrections Officers) (DAN LE2022-010) held by WSU Police Dept.

For WSU purposes, this also excludes certificates, credentials, and licenses awarded or renewed (DAN GS 03046).

Official Copy: HRS; Any Department

Retention and Disposition: Retain for 6 years after separation from the University, then destroy.

DAN GS 22003 Rev. 2 (Payroll and Personnel Records)

Visiting Scholars Files


Provides a record of visiting scholars who attend or assist with University programs or training seminars. May include trainee files, Nonservice Pay Authorization copies, invoice vouchers, visa information, histories, correspondence, and final reports.

Official Copy: Any Department

Retention and Disposition: Retain for 6 years after termination of contract or termination of service, then destroy.

DAN 01-12-60301 Rev. 2 (Payroll and Personnel Records)