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- Archival Film Flashes Back to 70s Student Life
- Manuscript Traces 大象传媒's Architectural History
- Early University News Publications Now Digitally Available
- Digitized Programs Commemorate 大象传媒鈥檚 Opening & Installation Ceremonies
- Archives Celebrates Fall Convocation with Release of Digitized Programs
- Films Capture Visual History and Sentiment of Time Gone By
- Lost and Found: Simon Fraser Letters
- Oral History Provides Glimpse into Mind of 大象传媒鈥檚 First Chancellor Gordon Shrum
- Early 大象传媒 Photos Tell a Story That Frames Our World
- Aerial Photos Capture Campus Landscape & Photographer鈥檚 Legacy
- You have what...?!! and other interesting things you didn't know about the 大象传媒 Archives
- Charting the course of history: documenting 大象传媒's early days from the student perspective (Part 1)
- Charting the course of history: documenting 大象传媒's early days from the student perspective (Part 2)
- Helping others find their history in the future: Preserving the records of the Students of Caribbean and African Ancestry at 大象传媒
- Preserving the sparks of global revolution in the Adbusters Media Foundation fonds
- Reflections of a co-op student
- Debunking popular myths and conspiracies with the Barry Beyerstein fonds
- In "The Beginning...": First student film returns to 大象传媒
- "Got any pictures of Terry Fox?"
- My summer in the archives: a co-op placement retrospective
- Seeing the world through Arthur Erickson's eyes
- Beer (records) in the Archives!
- Quartet in the Quadrangle: PSQ Records Come to 大象传媒
- Navigating silences and filling gaps: finding Black stories in the Archives
- Boxes, boxes, and more boxes: my summer co-op at 大象传媒 Archives
- Finding queer joy in the 大象传媒 Archives: Out On Campus records now available
- The Selma Wassermann fonds
- Glossary
Bi-Weekly Time and Absence Records
Function
Finances
PIB
No
RRSDA Number
2001-002
Department
Payroll
Description, purpose and use of records
Records used to track work time and absences of non-academic staff in order to calculate wages and benefits. Records consist of standardized forms.
Forms are completed bi-weekly by departments and sent to Financial Services (Payroll), which has primary responsibility for this series. There are two types of forms, depending on the method of reporting: "positive" for employees paid by the hour (hours worked are recorded) and "exception" for salaried employees (hours absent are recorded).
Departments retain a copy for their own records and send the original to Payroll, which enters the information into the Financial Services database. Payroll maintains separate files for "positive" and "exception" forms and files the forms by pay period, then within this grouping alphabetically by department.
Retention periods
| Records | Active Retention |
Semi-Active Retention | Total retention | Final disposition |
|---|---|---|---|---|
| Payroll's paper records (originals) | CY + 2 years | 5 years | CY + 7 years | Destroy |
| Paper copies and supporting documentation in all other university departments | CY + 2 years | Nil | CY + 2 years | Destroy |
| Electronic records in Financial Services' database | Under Review | |||
Active = Active Retention Period, Keep in Office; Semi-Active = Semi-Active Retention period, transfer to University Records Centre; CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments
Authorities
These records are created, used, retained and managed in accordance with the following authorities:
Retention rationale
The FOI / POP Act (RSBC 1996, c. 165, s. 31) requires that personal information used to make a decision that directly affects an individual must be retained for at least one year. The paper forms contain more detail than the electronic record (dates, hours, signing off authority), and are sometimes required as evidence in the event of a legal dispute. Section 3(5) of the Limitation Act (RSBC 1996, c. 266) states that any action not specifically provided for by that Act or any other Act may not be brought after the expiration of 6 years after the date on which the right to do so arose. Total retention period ensures that the university meets statutory requirements and has the evidence it needs for conducting litigation.
Retention and filing guidelines
Financial Services - Payroll (OPR)
Keep current year's records in office, and two previous years' records in office storage, then transfer to the University Records Centre for semi-active storage.
All other university departments (Non-OPR)
Retain for current year plus two additional years, then destroy. If departments require access to information contained in these records (e.g. in the context of managing a particular employee), they should develop a method and procedure for summarizing the required information in a new record and file it on the employee's personnel file.
These records contain personal information and must be destroyed by confidential shredding; contact Facilities Management to make arrangements.
related RRSDAs
Status
RRSDA is in force
Approval Date
02 Apr 2003
Last Revised Date
02 Apr 2003