Controller's Office
Budget and Financial Reports

Payroll Records Retention

  • Payroll records are stored in various formats; some are stored in a paper format, on microfiche, on line, or diskettes. Regardless of the the method, payroll records are generally available for viewing within 72 hours of receiving notice from any agency governing the processing. The Payroll Office destroys all documents legally not required for recordkeeping.

    Documents:

    Student Hire Form; Student's Data: Name, Social security number, sex, date of birth, address, phone number, Student's Employment Data: position, the date of hire, regular rate of pay

    Location: Payroll Office for records less than 2 (two) fiscal years; Lynn Building for records older than 2 (two) fiscal years
    Retention Requirement: At least 3 (three) years after their last date of entry
    Regulation: Fair Labor Standards Act (FLSA)
    Storage Medium: Paper
     

    I-9 (Employment Eligibility Verification) for Students

    Location: same as above Note: Payroll Office does not keep I-9 for Faculty and Staff
    Retention Requirement: At least 3 (three) years after hire or 1 (one) year after termination, whichever is longer
    Regulation: Fair Labor Standards Act (FLSA)
    Storage Medium: Paper
    Doc's Owner: Jonathan Seeber - ext 6023; email: seeberj@seattleu.edu  

    W-4

    Location: same as above
    Retention Requirement: At least 4 (four) years after the last date the information on it is used to prepare an employer's tax return
    Regulation: Internal Revenue Service (IRS)
    Storage Medium: Paper
    Doc's Owner: Rita Lin - ext 5887; email: rlin@seattleu.edu  

    Time Sheets

    Location: same as above
    Retention Requirement: At least 2 (two) years from their last date of entry
    Regulation: FLSA
    Storage Medium: Paper
    Doc's Owner: Rita Lin - ext 5887; email: rlin@seattleu.edu  

    Monthly Report: Bureau of Labor Statistics Report on Employment and Payroll Quarterly Tax Return: Employer's Quarterly Federal Tax Return; Employer's Quarterly Report for Industrial Insurance; State Unemployment Tax Return

    Location: Payroll Office
    Retention Requirement: 4 (four) years
    Regulation: IRS, SSA, FUTA
    Storage Medium: Paper
    Doc's Owner: Rita Lin - ext 5887; email: rlin@seattleu.edu  

    Yearly Tax Return: Form W-2, W-3 Form 1099-MISC Form 1042 Annual Withholding Tax Return for U.S. Source Income of Foreign persons

    Location: Payroll Office
    Retention Requirement: 4 (four) years
    Regulation: IRS
    Storage Medium:Magnetic tape
    Doc's Owner: Rita Lin - ext 5887; email: rlin@seattleu.edu  

    Payroll records are stored in various formats; some are stored in a paper format, on microfiche, on line, or diskettes. Regardless of the the method, payroll records are generally available for viewing within 72 hours of receiving notice from any agency governing the processing. The Payroll Office destroys all documents legally not required for recordkeeping.