SECTION 375:8-5-4. Payroll financial records

(a)   Unless specifically provided otherwise by administrative rule, all payroll financial records shall be retained in house until placed in permanent storage. Such documents shall be held in house or in permanent storage for not less than ten (10) years. Once placed in permanent storage, all such documents stored in house may then be retained or destroyed at the discretion of the Director.

(b)   The following records shall be retained in house or in permanent storage until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies then retained or destroyed at the discretion of the Director provided no legal action is pending. If legal action involving the records is pending, the records shall be retained until the exhaustion of all legal remedies, then retained or destroyed at the discretion of the Director.

(1)   Copies of OSF Form 41, Payroll Funding Sheet-Record Type C and Tape Layout; OSF Form 41, Payroll funding Detail Listing- Record Type S and Tape Layout; and any required supporting documents submitted to the Office of State Finance for payment of employee wages and salaries

(2)   Copies of OSF Form PWC, "Request for Payroll Warrant Cancellation" submitted to the Office of State Finance.

(3)   Quarterly computer printouts from the Office of State Finance listing employee wages and tax deductions.

(4)   Reports listing employee salary and wage deductions for insurance, credit union dues, and annuities, as well as billing documents form insurance companies for premium payments and copies of applicable miscellaneous claims sent to the Office of State Finance.

(5)   Overtime reports and payroll data for seasonal employees used to compile agency payrolls submitted to the Office of State Finance.

(6)   Copies of reports submitted to the State Insurance Fund that are the basis for premium calculations.

(7)   Copies of monthly computer printouts from the Office of State Finance.

(8)   Records used to transmit each employees' monthly and supplemental payroll warrants and any applicable correspondence.

(9)   Records of claims by which OSBI remits state employees' voluntary payroll deductions for supplemental insurance and retirement plans.

(c)   Prelists, copies of employee withholding data, payroll cancellation information, and other documents used to compile agency payroll shall be retained in office until superseded then retained or destroyed at the discretion of the Director.

(d)   Records pertaining to deductions from employee salaries and wages for the purchase of U.S. Savings Bonds shall be retained in office for seven (7) years then retained or destroyed at the discretion of the Director provided no legal action is pending. If legal action involving the records is pending, the records shall be retained until the exhaustion of all legal remedies, then retained or destroyed at the discretion of the Director.

(e)   Cumulative monthly computer printouts from the Office of State Finance showing the gross pay, deductions and net pay on a calendar year basis shall be retained as follows:

(1)   All monthly reports shall be retained in office until no longer needed for administrative purposes then retained or destroyed at the discretion of the Director.

(2)   All calendar year end reports shall be retained for two (2) years then retained or destroyed at the discretion of the Director.

[Source: Added at 17 Ok Reg 2527, eff 6-26-00]