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Crisis Centre

HUM-0710 Benefits: Employee files

Description

Consists of records documenting employee enrolment in benefits plans and annual decision forms regarding optional contributions, beneficiaries and optional coverage. Also includes occasional forms such as the selection of beneficiaries, option to continue benefits during leave and contribution rates. Also includes records of leave taken by employees, including forms submitted to request leave, advice to payroll, and memo regarding leave details created for employee. 

Excludes notifications sent to employees to update their beneficiaries or elections.

Retention Trigger

End of employment with UOIT

Retention

Trigger + 7 years

Responsible Unit(s)

Human Resources

Source

Human Resources, 3rd party service provider

Records System

Hybrid

Citations

Employment Standards Act S.O. 2000, c.41, s.15

Record Authority

VP Human Resources and Services

Disposition

Secure destruction

Records Arising from Activity

Selection of beneficiaries, election for optional coverage, option to continue benefits during leave and contribution rates. Each year, employees are asked to confirm their decisions regarding optional contributions, beneficiaries and optional coverage. Also includes records of leave taken by employees, including forms submitted to request leave, advice to payroll, and memo regarding leave details created for employee.

Retention Rationale

Benefits coverage ends at the end of employment (with exceptions captured in other series). Records in this series may tie into Finance or Payroll records that are retained for 7 years.

Personal Information

Yes

Vital Record

No

Protection

High