Payroll

• Summary report, record of payroll, or time information covering all employees or an individual employee (6 years)
• Summary record of employee's payroll changes (6 years after termination of employment)
• Employee's time cards, sheets, or books. Departments need only retain TRFs for 3 years. (6 years)
• Record of employee absences or accruals. NOTE: This item does not apply to an employee's time cards or sheets. When not posted to periodic cumulative time summary record 6 years When posted to periodic cumulative time summary record (1 year)
• Employee request for and/or authorization given to employee to use sick, vacation, personal or other leave, or to work overtime (6 years)
• Record of assignments, attachments, and garnishments of employee's salary (6 years)
• When employment was terminated prior to satisfaction (6 years after termination of employment)
• When satisfied (5 years after satisfaction)
• Employee's voluntary payroll deduction request form (5 years after superseding form is filed, authorization expires, or employment is terminated)
• Employee's personal earnings record used to prove end-of-year total earnings, retirement or other deductions and taxes withheld (6 years)
• Employee's declaration of intention to accept or reject Social Security (10 years after employee dies or reaches age 75, whichever is shorter)
• Quarterly report of wages paid prepared for Social Security, and report of any adjustments or corrections (6 years after year in which wages were reported)
• Copy of Federal determination of error in wage reports (Form OAR-S30 or equivalent record) (6 years after determination received)
• Employee's Withholding Exemption Certificate (Form W-4), or equivalent form (5 years after a superseding certificate is filed or employment is terminated)
• Employer's copy of New York State income tax records relating to employees (5 years after tax was paid)