University of California Records Management Disposition SchedulesA. BENEFITS - INSURANCERecord Type or Number Record Title or General Description Office of DISPOSITION SCHEDULE IN YEARS Record Record Copy Other Copy
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 CopyB. 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 CopyC. BENEFITS - PUBLICATIONS
G Information Brochures describing various Benefits 0-5 after Until plans superseded supersededD. 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 CopyE. 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 CopyF. 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.
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 CopyG. 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 DeductionH. 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 ProcessingI. 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 CopyJ. 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 terminatesK. 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 CopyL. 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 CopyM. 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