You may submit a request for any of the following records in accordance with applicable public records laws. The departments have included a direct link to some of the records; if there is no link for the record you are seeking, and/or you would like to request additional information regarding that record, please contact the department or division directly using the contact information provided for that specific record.

BIWEEKLY PAYROLL FILES
Category:
CITY PAYROLL
Remarks:
CCSF Admin Code Section 8.3
Division:
CITY PAYROLL
Division Contact:
controller@sfgov.org
Retention Type:
3-storage
Retained On-Site:
N/A
Retained Off-Site:
3 years
Stored digitally offsite for emergency purposes
Total Time Retained:
3 years - Stored digitally for emergency purposes.
COMBINED LEAVE REPORT
Category:
CITY PAYROLL
Remarks:
CCSF Admin Code Section 8.3
Division:
CITY PAYROLL
Division Contact:
controller@sfgov.org
Retention Type:
2-current
Retained On-Site:
7 years
(Stored digitally)
Retained Off-Site:
N/A
Total Time Retained:
7 years - Stored digitally.
DIRECT DEPOSIT AUTHORIZATION FORMS
Category:
CITY PAYROLL
Remarks:
CCSF Admin Code, Section 8.3
Division:
CITY PAYROLL
Division Contact:
controller@sfgov.org
Retention Type:
2-current, 3-storage
Retained On-Site:
0.5 years (6 months)
Retained Off-Site:
29.5 years
Total Time Retained:
30 years
ELECTRONIC FUND TRANSFER TRANSMISSIONS
Category:
CITY PAYROLL
Remarks:
CCSF Admin Code, Section 8.3
Division:
CITY PAYROLL
Division Contact:
controller@sfgov.org
Retention Type:
2-current
Retained On-Site:
2 years after current year
(Stored digitally)
Retained Off-Site:
N/A
Total Time Retained:
2 years after current year
(Stored digitally)
FORM W-4, DE4, & W-5 COPIES
Category:
CITY PAYROLL
Remarks:
CCSF Admin Code, Section 8.3. IRS REG 31.6001-5
Division:
CITY PAYROLL
Division Contact:
controller@sfgov.org
Retention Type:
2-current, 3-storage
Retained On-Site:
2 years
Retained Off-Site:
8 years
Total Time Retained:
10 years hard copy
Forms 941, 941X, W-2, W-3, Schedule A - Copies, W-2 C, Tax Refunds, FICA Status Charge and Refunds, Third Party Pays, Report 30, Tax Deposits, Quarter Reports, Employee Record Corrections, FIT/SIT Refunds
Category:
CITY PAYROLL
Remarks:
CCSF Admin Code, Section 8.3. IRS REG 31.6001-6
Division:
CITY PAYROLL
Division Contact:
controller@sfgov.org
Retention Type:
2-current, 3-storage
Retained On-Site:
4 years

Retained Off-Site:
3 years - From the later of the due date of the tax to which the return relates or the due date of the employee's tax return (April 15).
Total Time Retained:
7 years - From the later of the due date of the tax to which the return relates or the due date of the employee's tax return (April 15).



Payroll Performance Measures
Category:
CITY PAYROLL
Remarks:
CCSF Admin Code Section 8.3
Division:
CITY PAYROLL
Division Contact:
controller@sfgov.org
Retention Type:
2-current
Retained On-Site:
2 years
(Stored digitally)
Retained Off-Site:
N/A
Total Time Retained:
2 years
(Stored digitally)
Payroll Register
(Currently report PY0145)
Category:
CITY PAYROLL
Remarks:
CCSF Admin Code Section 8.3
Division:
CITY PAYROLL
Division Contact:
controller@sfgov.org
Retention Type:
2-current, 3-storage
Retained On-Site:
50 years
(Stored digitally)
Retained Off-Site:
N/A
Total Time Retained:
50 years
(Stored digitally)
Payroll Validation (PeopleSoft Report PYO196 -nterface Audit Trail Report - By Department and Employee)
Category:
CITY PAYROLL
Remarks:
CCSF Admin Code Section 8.3
Division:
CITY PAYROLL
Division Contact:
controller@sfgov.org
Retention Type:
2-current
Retained On-Site:
5 years
(Stored digitally)
Retained Off-Site:
N/A
Total Time Retained:
5 years
(Stored digitally)
Payroll Validation and AP Interface Deductions
(PeopleSoft Report PYO196 - LDS Interface Audit Trail Report - by Index Code & DOE)
Category:
CITY PAYROLL
Remarks:
CCSF Admin Code Section 8.3
Division:
CITY PAYROLL
Division Contact:
controller@sfgov.org
Retention Type:
2-current
Retained On-Site:
5 years
(Stored digitally)
Retained Off-Site:
N/A
Total Time Retained:
5 years
(Stored digitally)
PPSD Payroll Policies and Procedures Manual and Internal Controls Checklists
Category:
CITY PAYROLL
Remarks:
CCSF Admin Code Section 8.3
Division:
CITY PAYROLL
Division Contact:
controller@sfgov.org
Retention Type:
4-no retention required
Retained On-Site:
Most Current
(Stored digitally)
Retained Off-Site:
N/A
Total Time Retained:
Most Current
(Stored digitally)
Pre-Payrun, Post-Payrun, and Paymatch for Each Pay Period
Category:
CITY PAYROLL
Remarks:
CCSF Admin Code Section 8.3
Division:
CITY PAYROLL
Division Contact:
controller@sfgov.org
Retention Type:
2-current
Retained On-Site:
2 years
(Stored digitally)
Retained Off-Site:
N/A
Total Time Retained:
2 years
(Stored digitally)
Problem Description Forms (PDF)
Category:
CITY PAYROLL
Remarks:
CCSF Admin Code Section 8.3
Division:
CITY PAYROLL
Division Contact:
controller@sfgov.org
Retention Type:
1-permanent, 2-current
Retained On-Site:
2 years
Retained Off-Site:
Stored indefinitely thereafter at retirement
Total Time Retained:
Stored indefinitely after 2 years at retirement
Returned W-2s for Terminated Employees
Category:
CITY PAYROLL
Remarks:
CCSF Admin Code Section 8.3. IRS REG 31.6001-5
Division:
CITY PAYROLL
Division Contact:
controller@sfgov.org
Retention Type:
2-current
Retained On-Site:
4 year hard copy unless it can be produced digitally through April 15 of the fourth year.
Retained Off-Site:
N/A
Total Time Retained:
4 year hard copy unless it can be produced digitally through April 15 of the fourth year.
Tax Deposits - Copies
Category:
CITY PAYROLL
Remarks:
CCSF Admin Code Section 8.3. IRS REG 31.6001-5
Division:
CITY PAYROLL
Division Contact:
controller@sfgov.org
Retention Type:
2-current, 3-storage
Retained On-Site:
4 years

Retained Off-Site:
3 years - From the later of the due date of the tax to which the return relates or the due date of the employee's tax return (April 15).
Total Time Retained:
7 years - From the later of the due date of the tax to which the return relates or the due date of the employee's tax return (April 15).



Voluntary Employee Deduction Report MPY0149
Category:
CITY PAYROLL
Remarks:
CCSF Admin Code Section 8.3
Division:
CITY PAYROLL
Division Contact:
controller@sfgov.org
Retention Type:
2-current
Retained On-Site:
7 years (Stored digitally)
Retained Off-Site:
N/A
Total Time Retained:
7 years (Stored digitally)