Conn. Agencies Regs. § 19a-2a-20

Current through May 9, 2024

Section 19a-2a-20 - Payroll records data system

(a)General nature and purpose

(1) Location. Payroll records for all department employees, are maintained at 150 Washington Street, Hartford, Connecticut.

(2) Format. Payroll records are maintained in automated and manual forms.

(3) Purpose. The purpose of the system is to facilitate the department's activities regarding payroll, budgeting, cost accounting, personnel planning and compliance with state and federal reporting requirements.

(4) Official responsible. The Chief Administrator of Fiscal Services is located at 150 Washington Street, Hartford, Connecticut, and is the official responsible for the payroll records data system. Requests for disclosure or amendment of the records in the system should be directed to this official.

(5) Routine sources. Routine sources of information in payroll records include:

(A) employee;

(B) employee's supervisor;

(C) attendance sheets;

(D) contracts;

(E) the Comptroller's Office;

(F) the Department of Administrative Services;

(G) the Division of Personnel and Labor Relations; and

(H) insurance carriers.

(6) Legal authority. Payroll data are collected, maintained and used under authority of the State Personnel Act, Connecticut General Statutes Section 5-193 through 5-269.

(b)Categories

(1) Categories of personal data maintained in payroll files include, but are not necessarily limited to:

(A) name;

(B) address;

(C) social security number;

(D) date of birth;

(E) telephone number;

(F) marital status;

(G) insurance;

(H) retirement information;

(I) military service;

(J) correspondence regarding payroll and benefits matters;

(K) financial information such as salary records;

(L) longevity payments;

(M) compensation plan;

(N) rate of pay;

(O) deductions;

(P) salary history;

(Q) garnishment of wages;

(R) payments related to garnishment;

(S) employment information such as starting date;

(T) job classification and bargaining unit;

(U) attendance information;

(V) vacation;

(W) sick and personal leave days accrued and used;

(X) title of position; and

(Y) contracts.

(2) No categories of other data are maintained.

(3) The categories of persons on whom records are maintained include all current and former department employees.

(c)Uses

(1) Routine uses

(A) Users. Payroll records are used by the fiscal department staff.

(B) Purpose. The payroll records data system is used:

(i) to plan payroll and calculate budgets;

(ii) to process promotions, reclassifications, transfers to other state agencies and retirements; and

(iii) to maintain personnel documents required by the Comptroller's Office, the Department of Administrative Services, Division of Personnel, and group insurance carriers.

(2) Retention. Records for each personal data system are maintained in accordance with schedules prepared by the Connecticut State Library, Department of Public Records Administration and records retention schedule as approved by the Public Records Administrator as authorized by section 11-8a of the Connecticut General Statutes. Retention schedules shall be maintained on file at the office of the official responsible for the data system and may be examined during normal business hours.

Conn. Agencies Regs. § 19a-2a-20

Adopted effective August 24, 1995