Human Resources HR31 - Work Schedules and Absences

Accessed:	2026-07-17
Purpose of series:	Records series documenting the administration and reporting of employee attendance, shift scheduling, paid and unpaid leaves, and hours of work.
Scope and contents:	Includes (but not limited to): correspondence, reporting forms for paid and unpaid leaves, time sheets, work schedules.
Cross reference:	Request for leave or long term absences see: HR50 Personnel Files- Faculty; HR51 Personnel Files - Non-Faculty.
Exceptions:	Excludes Student Employee Timesheets see: HR53 Personnel Files - Student Hires

Primary offices:	Human Resources
Primary office retention trigger:	Calendar Year
Primary office disposition:	Secure Destruction
Primary office retention period:	6 years
Primary office retention instructions:	Records closed at the end of the current calendar year (CY), retained for 6 years and then destroyed. Exception: Paper Timesheets - once entered into electronic system retained for 2 years then destroyed.

Secondary offices:	Unit responsible for employee
Secondary office retention trigger:	Calendar Year
Secondary office disposition:	Secure Destruction
Secondary office retention period:	2 years
Secondary office retention instructions:	Records closed at the end of the current calendar year (CY), retained for 2 years and then destroyed. Exception: Paper Timesheets - once entered into electronic system retained for 2 years the destroyed.

Retention rationale:

Expected operational use and CRA requirements

Vital records	Electronic systems	Personal information	Official media
Yes	Banner	No	Paper, Electronic

Approval date:	Last updated:	Edited by:	Security classification:
2021-05-31	2021-08-30 09:38:03		Confidential

Notes:

Medical documentation - resides with Human Resources only.