All-University Records Retention Schedules
Payroll and Personnel Records
| Record Series Title—Function/Purpose | Location (*Official Copy) | Retention and Disposition Action | Disposition Authority No. | Remarks |
|---|---|---|---|---|
| Annual Review of Faculty Evaluation of job performance. | Human Resource Services* | Retain for 6 years after termination of employment, then destroy. | 11-12-63535 | |
| Annual Review of Faculty (secondary copy) | Dean; Department (secondary copies) | Retain for 3 years after end of fiscal year, then destroy. | Secondary copy under 11-12-63535 | |
| Applications/Resumes Received -- Unsolicited Records relating to unsolicited requests for job consideration and employment inquiries. Includes, but is not limited to:
| Department* | Retain for 2 years after received, then destroy. | GS 03022 Rev. 1 | |
| Appointing Authority for Faculty, Administrative Professional, and Classified Employees Letters of delegation to employees who are authorized to sign employment forms. | Human Resource Services* | Retain for 6 years after superseded, then destroy. | 11-12-63537 Rev. 1 | Essential |
| Appointing Authority for Faculty, Administrative Professional, and Classified Employees (secondary copy) | President; Department (secondary copies) | Retain until superseded, then destroy. | Secondary copy under 11-12-63537 Rev. 1 | |
| Attendance and Leave Records (Temporary Employee) Records relating to temporary employee requests and approvals of attendance and leave. Includes, but is not limited to:
Note: Time and leave are recorded in applicable Workday processes. | Department* | Retain for 6 years after end of fiscal year, then destroy. | GS 03030 | |
| 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:
| Department* | Retain for 6 years after authorization/certification superseded or terminated or 6 years after separation from the University, whichever is sooner, then destroy. | GS 03046 | |
| Authorizations/Certifications -- Human Resources (General) (secondary copy) | Department (reference copy) | Retain until admin. purpose served, then destroy. | Secondary copy under GS 03046 | |
| 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. | HRS* or Department* or County Extension Office* | Retain for 3 years after termination of employment or 3 years after termination of participation in activity or program, then destroy | 07-12-61642 Rev. 2 | |
| Background Clearance Checks (secondary copy) | Department (reference copy) | Retain until admin. purpose served, then destroy. | Secondary copy under 07-12-61642 Rev. 2 | |
| 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:
| Campus Parking Services Office* | Retain for 6 years after end of fiscal year, then destroy. | GS 03037 Rev. 1 | |
| 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:
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. | Human Resource Services (HRS)* or Office of Compliance and Civil Rights (CCR)* | Retain until exoneration, then destroy. | GS 03006 Rev. 1 | |
| Complaints and Grievances--Exonerated (secondary copy) | Department (reference copy) | Retain until exoneration, then destroy. | Secondary copy under GS 03006 Rev. 1 | |
| 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:
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. | Human Resource Services (HRS)* or Office of Compliance and Civil Rights (CCR)* | Retain for 6 years after final determination of case, then destroy. | GS 03003 Rev. 2 | Essential |
| Complaints and Grievances -- Upheld (secondary copy) | Department (reference copy) | Retain until admin. purpose served, then destroy. | Secondary copy under GS 03003 Rev. 2 | |
| Course Evaluation Summaries Compilation of appraisals and comments from individual course/instructor evaluations. | Department* | Retain for 3 years after end of fiscal year, then destroy. | 11-12-63538 | |
| Course/Instructor Evaluations A record of individual student or participant evaluations of content and presentation of a course. | Department* | Retain for 1 year after end of fiscal year, then destroy. | 11-12-63540 | |
| 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:
| Human Resource Services* or Department* | Retain for 3 years after disclosure of information, then destroy. | GS 03053 | |
| 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:
Note: This series applies to any applicants that are actually hired. For those not hired, their recruitment records are to be covered under Recruitment – Employee (Search Files) (DAN GS 03012). | Human Resource Services* | Retain for 3 years after date of hire or for 1 year after termination of employment (whichever is later ), then destroy. | GS 03036 Rev. 1 | |
| Employment Record Request (WSU 1238) To request leave and benefits records from former state employers. | Human Resource Services* | Retain for 6 years after termination of employment, then destroy. | 11-12-63550 | |
| Employment Record Request (WSU 1238) (secondary copy) | Department (secondary copy) | Retain until termination of employment, then destroy. | Secondary copy under 11-12-63550 | |
| Exit Interview -- Personnel Documentation of information gathered during an exit interview with an employee separating from the University. | Department* | Retain for 3 years after exit interview completed, then destroy. | GS 03040 Rev. 1 | |
| 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. | Graduate School* | Retain for 1 year after graduate faculty assignment ends, then destroy. | 11-12-63557 | |
| Graduate Faculty Appointment Files (secondary copy) | Department (secondary copy) | Retain for 1 year after ballot outcome reported to Grad School, then destroy. | Secondary copy under 11-12-63557 | |
| 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)) | Health Science Compliance* | Retain for 6 years from date of creation or date it was last in effect, whichever is later, then destroy. | 24-02-69715 | |
| HIPAA Annual Risk Assessment (secondary copy) | HCC and business units (as defined in EP40) | Retain until admin. purpose served, then destroy. | Secondary copy under 24-02-69715 | |
| 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)) | Department* | Retain for 6 years after termination of employment or termination of service, then destroy. | 11-12-63559 Rev. 1 | |
| Liability Insurance Proof of student liability insurance policy or certificate from graduate students who serve as clinic personnel. | Department* | etain for 10 years after last client treated, then destroy. | 06-10-61318 | |
| Medical Insurance Policies Copies of medical insurance policies for student/graduate student assistant and other. | Human Resource Services* | Retain for 6 years after policy expiration, then destroy. | 02-09-60402 Rev. 1 | |
| Medical Insurance Policies (secondary copy) | Health and Wellness Svcs.; insurance company (reference copies) | Retain until admin. purpose served, then destroy. | Secondary copy under 02-09-60402 Rev. 1 | |
| Nonservice Pay Authorization (WSU 1314) Authorizes pay to WSU Fellows, trainees, interns, or other nonservice positions. | Accounts Payable* | Retain for 6 years after end of fiscal year, then destroy. | 11-12-63566 | |
| Nonservice Pay Authorization (WSU 1314) (secondary copy) | Student Financial Svcs.; Department (secondary copies) | Retain for 2 years after end of fiscal year, then destroy. | Secondary copy under 11-12-63566 | |
| Payroll Deduction Forms Used to authorize deductions from payroll. | Department* | Retain for 6 years after last authorized deduction, then destroy. | 11-12-63569 | |
| 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.) | Payroll* (maintained on mainframe or tape) | Retain for 4 years after end of calendar year, then destroy. | 11-12-63570 | Legacy Record |
| Payroll Expenditure Audit Report (secondary copy) | Department (secondary copy) | Retain for 2 years after end of fiscal year, then destroy. | Secondary copy under 11-12-63570 | |
| 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:
| Department* | Retain for 6 years after end of fiscal year, then destroy. | GS 03033 Rev. 1 | |
| Payroll Processing, Distribution, and Reporting (secondary copy) | Department (reference copy) | Retain until admin. purpose served, then destroy. | Secondary copy under GS 03033 Rev. 1 | |
| Performance Evaluation -- Supervisor Preparation Records gathered by an employee's supervisor in preparation for employee's performance evaluation. Includes, but is not limited to:
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. | Supervisor* | Retain until completion of evaluation and resolution of any ongoing performance issues, then destroy. | GS 03024 Rev. 1 | |
| 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:
| Human Resource Services* | Retain for 40 years after termination of employment, then destroy. | 11-12-63578 Rev. 4 | Essential |
| Personnel- Employment History Files (secondary copy) | Department (reference copy) | Retain until admin. purpose served, then destroy. | Secondary copy under 11-12-63578 Rev. 4 | |
| Personnel -- Health-Related Records Records relating to the health of employees where not covered by another more specific records series. Includes, but is not limited to:
Excludes records covered by the following WSU records series:
| Campus HRS* or Campus EH&S* (ergonomic assessments) | Retain for 6 years after date of separation from the University then destroy. | GS 03054 | |
| Personnel -- Health-Related Records (secondary copy) | Department (reference copy) | Retain until admin. purpose served, then destroy. | Secondary copy under GS 03054 | |
| 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:
| Department* | Retain until superseded, then destroy. | GS 03055 | |
| 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.) | Human Resource Services* | Retain for 6 years after termination of employment, then destroy. | 11-12-63572 | Legacy Record |
| Personnel Action (WSU 1097) (Payroll secondary copy) | Payroll (secondary copy) | Retain for 6 years after termination of employment, then destroy. | Secondary copy under 11-12-63572 | |
| Personnel Action (WSU 1097) (Benefit Services secondary copy) | Benefit Services (secondary copy) | Retain for 1 year after termination of employment, then destroy. | Secondary copy under 11-12-63572 | |
| Personnel Action (WSU 1097) (Department secondary copy) | Department (secondary copy) | Retain until superseded or termination of employment, then destroy. | Secondary copy under 11-12-63572 | |
| 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:
**Note: The Position Action/Position Review Request forms (WSU 1162) must be retained for the stated retention period. (See Legacy Records table.) | Human Resource Services* or Department* | Retain until no longer needed for University business, then destroy. | GS 03010 Rev. 1 | **Includes Legacy Record |
| Position History (secondary copy) | Department (reference copy) | Retain until admin. purpose served, then destroy. | Secondary copy under GS 03010 Rev. 1 | |
| Recruitment -- Employee Records relating to the process of recruitment and selection of employees. Includes applicants screened but not interviewed. Includes, but is not limited to:
Excludes successful applicant records covered by:
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). | Department* | Retain for 3 years after completion of recruitment/hiring process, then destroy. | GS 03012 Rev. 1 | |
| Reporting/Filing (Mandatory) -- Employment-Related Records relating to employment and submitted to regulatory agencies as required by federal, state or local law, where not covered by a more specific records series. Includes reports, confirmation of submission, correspondence, inquiries, etc. Also includes employment-related reports required by regulatory agencies to be compiled (but not submitted). Includes, but is not limited to:
For WSU purposes, this series also includes civil rights documents used for audit purposes and to compile annual county reports to state and federal agencies. Also for WSU purposes, this series excludes:
| Department* | Retain for 4 years after compiled/submitted to regulatory agency, then destroy. | GS 03056 | |
| 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)). | Payroll* | Retain for 1 year after data entry, then destroy. | 11-12-63594 Rev. 1 | |
| Request for Name/Sex Designation Change (secondary copy) | Department (reference copy) | Retain until admin. purpose served, then destroy. | Secondary copy under 11-12-63594 Rev. 1 | |
| Retirement Verification Records relating to an employee's state service to document eligibility and entitlement to retirement benefits. Includes, but is not limited to:
Excludes:
| Campus Human Resource Services* or Payroll* | Retain for 60 years after date of separation from the University, then destroy. | GS 03032 Rev. 1 | Essential |
| Retirement Verification (secondary copy) | Department (reference copy) | Retain until admin. purpose served, then destroy. | Secondary copy under GS 03032 Rev. 1 | |
| 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. | Department* | Retain for 1 year after termination of employment, then destroy. | 11-12-63543 | |
| 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. | Human Resource Services* | Retain for 35 years after termination of employment, then destroy. | 11-12-63603 | |
| Tenure/Promotion Evaluation Documents (Denied Candidates) (secondary copy) | Dean; Department (secondary copies) | Retain for 3 years after denial, then destroy. | Secondary copy under 11-12-63603 | |
| 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. | Human Resource Services* | Retain for 6 years after award, then destroy. | 11-12-63606 | |
| Tenure/Promotion Evaluation Documents (Successful Candidates) (secondary copy) | Dean; Department (secondary copies) | Retain for 3 years after award, then destroy. | Secondary copy under 11-12-63606 | |
| 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. | Human Resource Services* | Retain for 6 years after denial, then destroy, except as noted. | 11-12-63609 | |
| 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. | Provost's Office* | Retain until award, then return to dean and candidate, as noted. | 11-12-63610 | |
| 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. Note: The following forms must be retained for the stated retention period. (See Legacy Records Table.):
| Payroll* (pay-affecting only) | Retain for 6 years after termination of employment, then destroy. | 11-12-63560 Rev. 2 | |
| Time and Absence Reports (Human Resource Services copy) | Human Resource Services* | Retain for 5 years after audit, then destroy. | Secondary copy under 11-12-63560 Rev. 2 | |
| Time and Absence Reports (Department copy) | Department* | Retain legacy forms until termination of employment, then send to HRS for audit. | Secondary copy under 11-12-63560 Rev. 2 | |
| Training Files -- Employee Records documenting the training history of individual employees participating in training, orientations, and staff development programs. Training may include:
| Human Resource Services* or Department* | Retain for 6 years after separation from the University, then destroy. | GS 22003 Rev. 1 | |
| 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. | Department* | Retain for 6 years after termination of contract or termination of service, then destroy. | 01-12-60301 Rev. 2 |