University of California                                          Records Management Disposition Schedules

Record Type or Number Record Title or General Description Office of DISPOSITION SCHEDULE IN YEARS Record Record Copy Other Copy

V. PAYROLL/PERSONNEL/BENEFITS


A. BENEFITS - INSURANCE

 G        Beneficiary Designation -                 Accounting    0-5 after     0-5 after    
	  University-Paid Insurance                 (V)           separation    separation   

 G        Benefit Conversion Privilege Notices      Benefits/     1 after       1 after      
						    Accounting    separation    separation   

 G        Business Travel Beneficiary Designation   Benefits/     5 after       5 after      
	  Form                                      Payroll       separation    separation   

 G        Disability Insurance Claims and Notices   Accounting/   3-5 after     0-1          
						    Personnel     final                      
								  payment                    

 G        Disclosure Authorization for Medical      Risk          5 after       1-3 after    
	  Evidence Other than for Retirement        Management    final         application  
	  Purposes                                                payment                    

 G        Insurance Deduction/Contribution Edit     Accounting    UAT           UAT          
	  Reports                                                                            

 G        Insurance Deduction/Contribution Reports  Accounting    1-3           0-3          

	  Insurance Programs for Annuitants:
UBEN      Annuitant Dental and/or Legal             OP-Benefits   5 years       N/A          
100B      Plan--Continuation, Enrollment, Change,   (Annuitant    after                      
	  or Cancellation                           Office)       final                      
								  payment                    

UBEN      Annuitant Medical Plan--Continuation,     OP-Benefits   5 years       N/A          
100A      Enrollment, Change, or Cancellation       (Annuitant    after                      
						    Office)       final                      
								  payment                    

 G        Insurance Programs for Employees,         Accounting    See (1)       0-5 after    
	  Authorization Forms (Enrollment, Change,  (V)           below         separation   
	  and Cancellation)                                                                  

 G        Life Insurance - Group Life Dependence -  Accounting/   3-5           0-3          
	  Proof of Death                            Personnel                                

 G        Life Insurance - Notices of Death         Accounting/   3-5           0-3          
						    Personnel                                

 G        Life Insurance - Short-Term Disability    Accounting/   3-5 after     0-1          
	  Benefits - Statement of Claim             Personnel     final                      
								  payment                    

 G        Life Insurance - Supplemental Death       Accounting/   3-5           0-3          
	  Claim Information                         Personnel                                

 G        Occupational Injury or Illness; State     Benefits/EH&S 5             0-3          
	  Compensation Insurance Fund, Employer's                                            
	  Report                                                                             

 G        Unemployment Insurance Compensation       Personnel/    3-10 from     0-3          
	  Claim Record Card                         Benefits      date of                    
								  original                   
								  claim                      

 G        Unemployment Insurance Quarterly Wage     Benefits/     UAT           UAT          
	  Edit Reports                              Accounting                               

 G        Unemployment Insurance Quarterly Wage     Benefits/     3             0-3          
	  Report                                    Accounting                               

 G        Unemployment Insurance, Termination       Personnel     3 after       0-3 after    
	  Report                                                  separation    separation   

(1)  5 years after separation, except in cases of disability,
retirement or disciplinary action, in which cases retain     
until age 70.  

Record
Type or
Number    Record Title or General Description       Office of     DISPOSITION SCHEDULE IN YEARS     
						    Record        Record Copy   Other Copy          
B. BENEFITS - INVESTMENT PROGRAMS

UBEN 107  Defined Contribution Plan and             OP-Benefits   5 years       UAT          
	  Tax-Deferred 403(b)                       (Retirement   after                      
	  Plan--Application for Annuity             Claims        final                      
						    Admin.)       payment                    

UBEN 108  Defined Contribution Plan and             OP-Benefits   5 years       UAT          
	  Tax-Deferred 403(b)                       (Retirement   after                      
	  Plan--Election of Annuity                 Claims        final                      
						    Admin.)       payment                    

UBEN 103  Defined Contribution Plan and             OP-Benefits   7 years       N/A          
	  Tax-Deferred 403(b)                       (Accounting)  following                  
	  Plan--Rollover Request                                  transmission               
								  date                       

UBEN 118  Defined Contribution Plan and             OP-Benefits   5 years       N/A          
	  Tax-Deferred 403(b)                       (Accounting)  after                      
	  Plan--Telephone Transfer Authorization                  final                      
								  payment                    

UBEN 120  Defined Contribution Plan and             OP-Benefits   2 years       2 years      
	  Tax-Deferred 403(b)                       (Accounting)  after         after        
	  Plan--Telephone Transfer Confirmation                   transaction   transaction  
								  date          date         

U5637T    Defined Contribution Plan and             OP-Benefits   2 years       N/A          
	  Tax-Deferred 403(b)                       (Accounting)  after                      
	  Plan--Telephone Transfer Request                        transaction                
								  date                       

 G        UC Annuity Reduction/Deduction            Accounting    See (1)       0-5          
	  Authorization Forms                                     below                      

 G        UCRS After-Tax Plan - Payroll Deduction   Accounting    See (1)       0-5          
	  Agreement                                               below, or                  
								  1-5 after                  
								  superseded                 

 G        UCRS Fidelity Investments 403(b)(7)       Accounting    See (1)       0-5          
	  Program - Salary Reduction Agreement                    below, or                  
								  1-5 after                  
								  superseded                 

 G        UCRS Tax-Deferred 403(b) Plan and         Accounting    See (1)       0-5          
	  After-Tax Plan - Request for Minimum                    below, or                  
	  Distribtuion                                            1-5 after                  
								  superseded                 

 G        UCRS Tax-Deferred 403(b) Plan Request     Accounting    See (1)       0-5          
	  for Refund of Excess Contributions                      below, or                  
								  1-5 after                  
								  superseded                 

 G        UCRS Tax-Deferred 403(b) Plan Salary      Accounting    See (1)       0-5          
	  Reduction Agreement                                     below, or                  
								  1-5 after                  
								  superseded                 

 G        UCRS Tax-Deferred 403(b)(7) Custodial     Accounting    See (1)       0-5          
	  Account - Calvert Social Investment Fund                below, or                  
	  Managed Growth Portfolio - Salary                       1-5 after                  
	  Reduction Agreement                                     superseded                 

 G        U.S. Savings Bond - Payroll Deduction     Accounting    0-1 after     0-1 after    
	  Agreement                                               separation    separation   

 G        U.S. Savings Bond Deduction Edit Reports  Accounting    UAT           UAT          

 G        U.S. Savings Bond Deduction Reports by    Accounting    7             0-1          
	  Employee Name                                                                      

 G        U.S. Savings Bond - Other Deduction       Accounting    0-1           0-1          
	  Reports                                                                            

 G        U.S. Savings Bond Reporting Override      Accounting    1-2           0-1          
	  Worksheets                                                                         

(1)  5 years after separation, except in cases of disability,
retirement or disciplinary action, in which cases retain     
until age 70.  

Record
Type or
Number    Record Title or General Description       Office of     DISPOSITION SCHEDULE IN YEARS     
						    Record        Record Copy   Other Copy          
C. BENEFITS - PUBLICATIONS

 G        Information Brochures describing various  Benefits      0-5 after     Until        
	  plans                                                   superseded    superseded   

											     


D. BENEFITS - RETIREMENT

 G        Application for Disability Income - UCRS  UCRS          5 after       1-3 after    
								  final         application  
								  payment                    

 G        Application for Retirement - Basic Plan   UCRS          5 after       1-3 after    
	  and Additional Plan                                     final         application  
								  payment                    

 G        Beneficiary Designation - UCRS            VP-Admin.     Retain until  UAT          
											     
								  superseded                 
								  or                         
								  UCRS                       
								  membership                 
								  terminated                 

 G        Disclosure Authorizations for Retirement  UCRS          5 after       1-3 after    
	  Purposes                                                final         application  
								  payment                    

 G        Disposition of Accumulations Upon Break   UCRS(V)       Resigned      5 after      
	  in Service - UCRS                                       member:       separation   
								  Until member               
								  reaches age                
								  67;                        
								  Continuing                 
								  member:                    
								  Until member               
								  dies                       

 G        Executive Program Benefit Contribution    Accounting    5 after       5            
	  Form                                                    employee                   
								  leaves                     
								  Executive                  
								  Program or                 
								  UC                         

 G        Retirement Estimates                      UCRS          5 after       1-3          
								  retirement                 

 G        Retirement Systems Other Than UCRS,       Accounting    5             0-3          
	  Contribution Reports - Payroll                                                     

 G        Tier-Two Retirement Plan Election  -      Accounting    See (1)       0-5 after    
	  UCRS                                                    below         separation   

UBEN 104  UC Retirement Plan-Application for        OP-Benefits   5 years       UAT          
	  Retirement Income                         (Retirement   after final                
						    Claims        payment                    
						    Admin.)                                  

UBEN 115  UC Retirement Plan-Defined Benefit Limit  OP-Benefits   5 years       UAT          
	  (IRC Section                              (Retirement   after final                
	  415) Estimate--Request for Calculation    Claims        payment                    
						    Admin.)                                  

UBEN 105  UC Retirement Plan--Election of           OP-Benefits   5 years       UAT          
	  Retirement Income                         (Retirement   after final                
						    Claims        payment                    
						    Admin.)                                  

UCRS 170  UC Retirement Plan--Service Credit        OP-Benefits   5 years       N/A          
	  Buyback Election                          (Retirement   after final                
						    Claims        payment                    
						    Admin.)                                  

UCRS 169  UC Retirement Plan--Service Credit        OP-Benefits   5 years       N/A          
	  Buyback                                   (Retirement   after final                
	  Information Request                       Claims        payment                    
						    Admin.)                                  
 
 G        UCRS Contributions Report - Payroll       Accounting    0-10-1                     

 G        UCRS Contributions Report - STIP          Corporate     0-1           0-1          
						    Accounting                               

 G        UCRS Contributions Statement, Annual by   OP-UCRS       10            5            
	  Employee                                                                           

UBEN 115  UCRS Defined Benefit Limit--Request for   OP-Benefits   5 years       UAT          
	  Calculation                                             after final                
								  payment                    

UCRS 161  UCRS Tax-Deferred 403(b) Plan--Loan       OP-Benefits   1 year after  N/A          
	  Program Application                       (Benefits     loan is                    
						    Admin. Loan   inactive                   
						    Office)                                  

UBEN      UCRS Tax-Witholding Election for UCRS     OP-Benefits   5 years       N/A          
106B      Non-periodic                              (Retirement   after final                
	  Payments                                  Claims        payment                    
						    Admin.)                                  

UBEN      UCRS Tax-Witholding Election for UCRS     OP-Benefits   5 years       N/A          
106A      Periodic                                  (Retirement   after final                
	  Payments                                  Claims        payment                    
						    Admin.)                                  

(1)  5 years after separation, except in cases of disability,
retirement or disciplinary action, in which cases retain     
until age 70.  

Record
Type or
Number    Record Title or General Description       Office of     DISPOSITION SCHEDULE IN YEARS     
						    Record        Record Copy   Other Copy          
E. BENEFITS - OTHER THAN INSURANCE AND RETIREMENT

 G        DepCare Reimbursement Request             OP-Benefits   UAT           UAT          

 G        Investment Fund Transfer Request          OP-Benefits   UAT           UAT          

 G        MedPlus Reimbursement Request             OP-Benefits   UAT           UAT          

 G        Optical Services and Dental Alternative   OP-Benefits   UAT           UAT          
	  Payments - Voluntary Contribution Plan                                             
	  Fund Designation                                                                   


Record
Type or
Number    Record Title or General Description       Office of     DISPOSITION SCHEDULE IN YEARS     
						    Record        Record Copy   Other Copy          
F. EMPLOYMENT

 G        Academic Appointments, Appraisals,        Campus        Senate        0-5 after    
	  Merit, and Promotion Review Files;        Academic      member:  5    separation   
	  Biography and Supplement to               Personnel     after                      
	  Biobibliography Form                                    separation                 
								  to permanent               
										0-5 after    
								  Non-Senate    separation   
								  member:                    
								  5-10 after                 
								  separation                 

 G        Academic Special Leave of Absence with    Academic      5             0-5 after    
	  Full Salary Request                       Personnel                   separation   

 G        Administrative Appeal File                Personnel     5 after       0-3 after    
								  resolution    resolution   

 G        Affirmative Action Data Transmittal       Accounting    Destroy       ---          
								  after data                 
								  entry                      

 G        Alien Employees Case Files                Foreign       3 or longer   0-3          
						    Student       upon request               
						    Advisor                                  
						    Personnel-SC                             

U1501     Biography for Academic Personnel (see                                              
or G      above)                                                                             

 G        Classification and Compensation           OP-Personnel  Until                      
	  Specifications                                          superseded                 
								  Until                      
								  superseded                 
 
 G        Corrective Action Records, Police         Department    After 5       ---          
	  Personnel (based on citizens'             or Personnel  consecutive                
	  complaints)                                             years during               
								  which there                
								  has been no                
								  further                    
								  action                     
								  related to                 
								  the original               
								  incident                   

 G        Corrective Action Records, Staff          Department    After 2       Until        
	  Personnel                                 or Personnel  consecutive   superseded   
								  years during               
								  which there                
								  has been no                
								  further                    
								  action                     
								  related to                 
								  the original               
								  incident.
(If related to HIPAA compliance sanctions, retain 6 after incident.)
                 
 G        Damage Payment Report (Services           Accounting    5 after       ---          
	  Performed Before Signing Loyalty Oath)                  separation                 
	  and Release Form                                                                   

 G        Disclosure of Personal Information        Various       3 or until    ---          
	  Records                                                 disclosed                  
								  record is                  
								  destroyed,                 
								  whichever is               
								  shorter                    

 G        Employee Data Correction Worksheets       Accounting    See (1)       ---          
								  below                      

 G        Employee Personnel Folder                 Accounting    See (1)       0-5 after    
						    (V)           below         separation   

 G        Employee Salary History Cards             Personnel     5 after       0-2          
								  separation                 

 G        Employee Service Award Records            Personnel or  See (1)       ---          
						    Benefits      below                      

 G        Ethnic and Sex Codes, Edit Report         Campus Staff  UAT           ---          
						    Personnel                                
						    Office                                   

 G        Ethnic Employment Summary Report by       OP-Personnel  3             3            
	  Federal Code                                                                       

 G        Ethnic Employment Summary Report by       OP-Personnel  2             2            
	  Title Code, or by Organizational Unit                                              

 G        Formal Grievance & Grievance File         Personnel     5 after       0-3 after    
	  (including tapes) - Staff Personnel                     resolution    resolution   

 G        Job Description Card                      Personnel     As long as    As long as   
								  job is        job is       
								  active        active       

 G        Oath of Allegiance, State                 Accounting    See (1)       0-5 after    
								  below         separation   

 G        Patent Agreement                          Accounting    See (1)       0-5 after    
						    (V)           below         separation   

 G        Payroll Earnings Disposition              Accounting    1 after       ---          
	  Authorization                                           inactive or                
								  modified                   

 G        Performance Evaluation                    Department    5 after       3-5 after    
						    or Personnel  separation    evaluation   


	  Personal Data Forms                       Accounting    1 after       0-5 after    
								  modified      modified     

	  Personnel Action Forms                    Accounting    See (1)       0-5 after    
								  below         separation   

 G        Personnel Resume, Management              Personnel     5 after       0-5 after    
								  separation    separation   

 G        Salary Cards, Academic                    Academic      0-5 after     Upon         
						    Personnel     separation    termination  

(1)  5 years after separation, except in cases of disability,
retirement or disciplinary action, in which cases retain     
until age 70.  

Record
Type or
Number    Record Title or General Description       Office of     DISPOSITION SCHEDULE IN YEARS     
						    Record        Record Copy   Other Copy          
G. PAYROLL DEDUCTIONS

 G        Payroll Deduction/Reduction               Accounting    1-5 after     ---          
	  Authorizations (other than Insurance and                inactive or                
	  Retirement)                                             modified                   

 G        Payroll Deductions Taken Reports          Accounting    1-3           0-1          
	  (excluding Benefits, Insurance, Taxes,                                             
	  and Bonds)                                                                         

 G        Request for Designation as an Employee    Personnel     1 after       ---          
	  Organization Eligible for Payroll Dues                  inactive                   
	  Deduction                                                                          


H. PAYROLL, PERSONNEL, BENEFITS DATA BASE UPDATING AND REPORTING

	  Batch and Data Display Request Forms      Accounting    UAT           ---          
 G                                                                                           

 G        Data Base Reports                         Accounting/   0-1           0-1          
						    Personnel                                

 G        Edit Reports                              Accounting/   0-1           0-1          
						    Personnel                                

 G        Mass Change Forms                         Accounting    1             ---          

 G        Personnel Status and Statistical Reports  Accounting/   UAT           0-1          
						    Personnel                                

 G        Program Processing Run Specification      Accounting/   UAT           ---          
	  Forms                                     Data                                     
						    Processing                               


I. PAYROLL PROCESSING Check Computation

 G        Balance Adjustment Worksheets             Accounting    5             ---          
											     

 G        Bank Reconciliation Reports               Accounting    1-2           ---          

 G        Edit Reports                              Accounting    UAT           ---          

 G        Overpayment/Underpayment Worksheets       Accounting    *5            0-1          

 G        One-time Check Disposition Override       Accounting    UAT           ---          

 G        Paid Payroll Check Records                Accounting    *10           ---          

 G        Payroll Check Write - Check Number        Accounting    5             ---          
	  Control Specification                                                              

 G        Payroll Check Write Reports - Earnings    Accounting    Until super-  ---          
								  seded by                   
								  Record of                  
								  Earnings                   

 G        Payroll Check Write Reports - Fiscal      Accounting    5             0-1          
	  Controls                                                                           

 G        Payroll Computational Adjustment          Accounting    1-2           ---          
	  Worksheets                                                                         

 G        Record of Earnings (Monthly)              Accounting    Until         ---          
								  superseded                 

 G        Record of Earnings (Annual)               Accounting    25-50         0-1          

 G        Record of Signatures of Recipients of     Distributing  1             ---          
	  Payroll Checks                            Office                                   

 G        Stop Payment-Replacement Check Request    Accounting    1-2           ---          

 G        Surepay Activity Reports                  Accounting    UAT           0-1          

Payroll - Control Tables

 G        Benefits Rate Table Report                Accounting    1 after       0-1          
								  modified                   

 G        Control Table Update Forms                Accounting    UAT           0-1          

 G        Control Table Update Edit Reports         Accounting    UAT           0-1          

 G        Description of Service Table Report       Accounting    1 after       0-1          
								  modified                   

 G        Expense Distribution Leave Assessment     Accounting    *2            ---          
	  Rates Table                                                                        

 G        Gross to Net Table Report                 Accounting    1 after       0-1          
								  modified                   

 G        System Parameters Table Report            Accounting    1 after       0-1          
								  modified                   

 G        Worker's Compensation Rates Table Report  Accounting    1 after       0-1          
								  modified                   

 G        All Other Table Reports                   Accounting    Until         ---          
								  superseded                 

Payroll - Expense/Financial Distribution

 G        Benefit/Liability Account Totals          Accounting    1-2           0-1          

 G        Distribution of Payroll Expense           Accounting    *10           0-5          

 G        Edit Reports                              Accounting    UAT           ---          


Record
Type or
Number    Record Title or General Description       Office of     DISPOSITION SCHEDULE IN YEARS     
						    Record        Record Copy   Other Copy          
J. PAYROLL - TAX FORMS AND REPORTS

 G        Annual Tax Edits and Reports (including   Accounting    4 after due   0-4          
	  W-2)                                                    date of tax                

W-5       Earned Income Credit Allowance (W-5)      Accounting    3 after       ---          
								  employee                   
								  terminates                 

W-4       Withholding Allowance Certificate (W-4)   Accounting    3 after       3-5          
								  employee                   
								  terminates                 

K. RECRUITMENT

 G        Applicant Files, Employment               Department/   3-5           ---          
						    Program                                  

 G        Application for Employment, Other than    Personnel     3-5           0-2          
	  Students (Staff Personnel - Unsuccessful                                           
	  Candidates)                                                                        

I-9       Immigration Reform and Control Act        Accounting/   3 after date  UAT or 0-5   
	  Employment Eligibility Verification Form  Payroll                     after        
								  of hire, or   separation   
								  1-5 after                  
								  separation,                
								  whichever is               
								  later                      

 G        Letters or Statements of Reference -      Department    2-5           ---          
	  Staff Personnel                           or Personnel                             

 G        Request to Fill Job Vacancy - Staff       Personnel     2-5           UAT          
	  Personnel                                                                          


Record
Type or
Number    Record Title or General Description       Office of     DISPOSITION SCHEDULE IN YEARS     
						    Record        Record Copy   Other Copy          
L. SALARY AND WAGE ADMINISTRATION

 G        Academic FTE by Salary Rate for Title     Academic      2             1-2          
	  Codes 0001-3999                           Personnel                                

 G        Academic FTE in Teaching Titles           Academic      2             1-2          
						    Personnel                                

 G        Academic FTE by Years at Rank             Academic      2             1-2          
						    Personnel                                

 G        Academic Salary Rates by Rank             Academic      2             1-2          
						    Personnel                                

 G        Change in Union-Related Prevailing Rate   Personnel     10            0-10         

 G        Departmental Staffing Patterns, Academic  Chancellor    5             1-2          
	  and Staff Personnel                                                                

 G        Merit Increase and SPA Eligibility        Accounting    5             0-5          
	  Reports, Marked Up                                                                 

 G        Merit Increase Extract Edit Reports       Accounting    UAT           0-5          

 G        Personnel Listing by Employee Number      OP-Personnel  0-1           0-1          

 G        Personnel Listing by Title Code           Campus Staff  3-5           2            
											     
						    Personnel                                
						    Office                                   

 G        Personnel Listing by Unit Code            Campus Staff  3-5           0-1          
						    Personnel                                
						    Office                                   

 G        Range Adjustment Edit Reports             Accounting    UAT           ---          

 G        Range Adjustment Employee Record Reports  Accounting    1-2           0-1          
	  - Marked Up and Final                                                              

 G        Range Adjustment Increases for Title      Accounting    1-5           0-1          
	  Code Forms/Reports                                                                 

 G        Range Adjustments on Prior Permit         Accounting    1-2           0-1          
	  Earnings - Forms, Edits, and Reports                                               

 G        Salary Action Funding - Costing Tables    Accounting    1-5           0-1          
	  Reports                                                                            

 G        Salary Action Funding - Edit Reports      Accounting    UAT           ---          

 G        Salary Action Funding - Final Costs       Accounting    5-10          0-5          
	  Reports by Account/Fund of Funded                                                  
	  Increases                                                                          

 G        Salary Action Funding - Individual        Accounting    UAT           ---          
	  Transactions to be Funded - Forms and                                              
	  Turnaround Reports                                                                 

 G        Salary Action Funding - Other Cost        Accounting    0-2           0-1          
	  Reports                                                                            

 G        Salary Personnel Listing                  OP-Budgetary  3 copies      0-5          
						    Planning      permanent                  

Record
Type or
Number    Record Title or General Description       Office of     DISPOSITION SCHEDULE IN YEARS     
						    Record        Record Copy   Other Copy          
M. TIME AND LEAVE REPORTING

 G        Leave Accrual/Usage Reports               Accounting/   5             1            
						    Personnel                                

 G        Payroll Expenditure Transfer              Accounting    *5            0-5          
	  Authorization                                                                      

 G        Personnel Activity Report (Time and       Department    *5            ---          
	  Effort Certification)                     Accounting    5             ---          

 G        Time and Leave Reporting, System Edits    Accounting    UAT           0-1          
	  and Transaction Worksheets                                                         

 G        Time and Leave Reporting, System Entry    Accounting    0-1           ---          
	  Batch Control Forms                                                                

 G        Time Records, Supporting Department       Department    *5            0-5          
	  Daily Attendance Records, Records                                                  
	  Identifying Each Account/Fund to Which                                             
	  Time is Chargeable, Sick Leave Accrual                                             
	  and Usage Records Showing Fund Charged                                             

 G        Time Sheets, Prelisted, One-Time Payment  Accounting    *5            0-5          
	  Authorizations, Absence Notice for                                                 
	  Salary Deduction