Human Resources Records Series Name Description Retention Period Destruction/Preservation Method Record Administrator Benefits Records (Excluding Leaves) 403 B Annuity Billings/ Payment Confirmation 5 yrs after separation Business Manager Certificates of Insurance 6 yrs after final action Business Manager Benefits Bills (e.g., BCBS bill, AFLAC bill) 6 yrs after plan yr Shred Business Manager Forms 6 yrs after final action Business Manager COBRA payments 6 yrs final action Shred Business Manager Flex Benefit/125/ Cafeteria Plan Application Form 5 yrs separation Shred Business Manager Flex Benefit/125/ Cafeteria Plan Billings 6 yrs after plan’s termination Shred Business Manager Insurance Applications (Medical, Vision, Aflac, Dental, Etc.) 5 yrs after separation Shred HR Director or Business Manager Insurance Monthly Statements 6 yrs from date paid HR Director or Business Manager PERS Defined Benefit Retirement Membership Application (SFN 2561) 1 year after separation Contact PERS to ensure info is on file, then shred Business Manager PERS Designation of Beneficiary for Group Retirement Plan (SFN 25060) 1 year after separation Contact PERS to ensure info is on file, then shred HR Director PERS Monthly Report of Contributions 1 year after separation Business Manager TFFR Member Action Form (SFN 5098) 1 year separation Contact TFFR to ensure info is on file, then Business Manager
after updated or separation Exit Checklist 6 yrs separation Shred HR Director Exit Interview Form 6 yrs after separation Shred HR Director Letter of Resignation 6 yrs separation Shred Superintendent or HR Director Nonrenewal Notices 6 yrs after separation Recycle Business Manager or HR Director Payout of Remaining Leave upon Separation 5 yrs after separation Recycle Business Manager TFFR/PERS Records See “Benefits Records” Series Unemployment Quarterly Reports 5 yrs from date created Shred Business Manager Finance Records Series Name Description Retention Period Destruction/Preservation Method Record Administrator Accounts Payable See “Payroll Records” under the Human Resources section Federal grant retention recommendations are covered in a separate series. Purchasing records are covered in more detail in a separate series. stubs; Check Register; Canceled checks; Duplicate deposit slips; Financial software reports posting checks; Invoices and billings; journal entries 6 yrs after CFY NOTE: Monthly reports containing information that will be printed on a year-end report may be destroyed 5 yrs after CFY NOTE: Keep records relating to property the period of limitations expires for the year in which you dispose of the property Shred documents with account numbers; recycle remaining documents Business Manager
covered in more detail in a separate series. departments/schools; Certification of levy; Tentative proposed budget; Working papers End of Fiscal Year Asset Inventory Annual individual staff inventories listing all items; Fixed asset reports; Invoices of assets used in updating annual report listing item, cost and S/N At least 3 years after CFY and until the period of limitations expires for the year in which you dispose of the property Recycle Business Manager Financial Reports (Monthly) Information listed here may duplicate information found under the accounts receivable and payable series Also see “Payroll Records” the Human Resources section Account Inquiry report; Balance Sheet report; Bank reconciliation report; Cash receipt listing; Check registers; Entry file report; Expenditure summary report; Fund balance recap; Manual journal entry listing; Outstanding check listing; Revenue summary report; balance report 5 yrs after CFY documents with account numbers; recycle remaining documents Business Manager Federal Grant Records Note: School nutrition program is covered by a separate series Accounts payable records specific to federal grants; Action taken on federal and state grants awarded to the school district; Annual monitoring documents; Annual parent meeting minutes; Annual review meeting minutes; 5 yrs after submission of final expenditure report, including any carryover funds or the last audit, monitoring, litigation activity—whichever is later