Page 86 - Essentials of Payroll: Management and Accounting

Payr oll Pr ocedur es and Contr ols
Policy/Procedure Statement Retrieval No.: PAY-06
Page: 1 of 1
Issue Date:
10/28/03
Supersedes: N/A
Subject: Archive Payroll Records
1. PURPOSE AND SCOPE
This procedure is used by the payroll clerk to properly label and archive
all payroll records once they have been processed through the payroll
system.

2. RESPONSIBILITIES
PR CLERK Payroll Clerk
3. PROCEDURES
3.1 PR CLERK Index Payroll Records
1. Extract the personnel folders from the on-
site files for all inactive employees.
2. Batch all the time cards for prior work
periods.
3. Referring to the corporate document
destruction policy, mark each item with
the legally mandated earliest destruction
date.
3.2 PR CLERK Archive Payroll Records
1. Box the records by destruction date; mark
each box with an index number; and
record the index number in the master
index, along with the contents of each
box.
2. Send the boxes to the archiving center for
storage.

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