BAY de NOC COMMUNITY COLLEGE PERSONNEL POLICIES AND PROCEDURES

Originator:    Board of Trustees

Revision Date:

Subject:        Miscellaneous

902                 PERSONNEL RECORDS RETENTION POLICY

It shall be the policy of the Bay de Noc Community College Board of Trustees to maintain personnel records and information for each applicant, employee, and past employee in accordance with federal, state and local guidelines.  These records are generally broken down into three categories: personnel records, payroll records, and medical records

PROCEDURE:

902.1  Personnel records are to contain information that is needed by the college to conduct its business or which is required by federal, state, or local law.  Employee personnel files will contain the following materials: application, pre-employment tests, performance appraisals, rate changes, position changes, transfers, promotions, demotions, documentation of disciplinary actions, and job description.  The personnel file will be maintained for six (6) years after termination.   Individual personnel files will be housed in Human Resources.

902.2  The Business Office will maintain employee payroll records.  These records include the employee's name, address, social security number, wage rate, number of hours worked daily, weekly gross wages, deductions, allowances claimed and net wage for seven years after termination of employment. 

902.3  Employee medical records and analysis will be maintained separately by Human Resources for the duration of employment plus thirty (30) years.

902.4  In addition to the above the following retention guidelines will be used:

A. Applications (non-hires)                up to 3 year

B. Attendance records                         4 years

C. COBRA records                              3 years

D. Employee benefit plans                 6 years following termination of the plan

E. Employment advertisements                              3 years

F. ERISA retirement and pension plans                 indefinitely

G. FMLA records                                                      3 years

H. Form I-9                                                                 3 years after employment begins, or 1 year beyond termination, whichever is later

I. FORM W-4                                                              4 years after filing year

J. Labor contracts                                                     indefinitely

K. Medical and exposure records                          40 years

L. OSHA logs                                                            5 years following the end of the year to which they relate, plus the current year.

M. OSHA training documentation                           3 years