Issued & Cashed Cheques
| Title | Issued & Cashed Cheques |
|---|---|
| Type | Personal Information Bank |
| Description | The Workplace Safety and Insurance Board issues over 2,700,000 payments (including 400,000 cheques) a year to pay worker and survivor benefits, refund employer refunds, etc. After cheques are cashed, the records are stored digitally. Consists of records relating to cash disbursements, including: CASHED CHEQUES: Records relating to paper cheques issued by the Workplace Safety and Insurance Board which were negotiated at financial institutions. ISSUED CHEQUES: records relating to benefit, employer refunds, manual, demand, foreign currency, EPP, ESPP, EPP, cheques issued by the Workplace Safety and Insurance Board. |
| Division | Finance |
| Legal Authority | Workplace Safety and Insurance Act, 1997. S.O. 1997, c. 16, Sched. A |
| Uses | To prove payment of benefits and debts. |
| Users | Finance staff |
| Individuals in Bank | Current and former Workplace Safety and Insurance Board employees, injured workers, employers, and contractors |
| Retention and disposal |
Current fiscal year + 7 years |
| Title | Payroll – Financial |
|---|---|
| Type | Personal Information Bank |
| Description | Records relating to payroll financial/accounting records including cost distributions of employee salaries/benefits to the financial reporting system. Records include: general ledger interface, financial controls, and control reports. |
| Division | Finance |
| Legal Authority |
Workplace Safety and Insurance Act, 1997. S.O. 1997, c. 16, Sched. A |
| Uses | Records are retained for internal control and internal/external audit purposes. |
| Users | Finance staff |
| Individuals in Bank | Current and former Workplace Safety and Insurance Board employees |
| Retention and disposal |
Onsite – current fiscal year + 1 year Offsite – 6 years Destroy |
Payroll – Salary Record
| Title | Payroll – Salary Record |
|---|---|
| Type | Personal Information Bank |
| Description | Records relating to payroll employee earning documentation, including: payroll registers and reporting, payroll deductions, timesheets, and attendance records. |
| Division | Finance |
| Legal Authority |
Workplace Safety and Insurance Act, 1997. S.O. 1997, c. 16, Sched. A |
| Uses | To comply with legislative requirements to keep employees’ disbursements and tax reporting records for a specific time period. |
| Users | Finance staff |
| Individuals in Bank | Current and former Workplace Safety and Insurance Board employees |
| Retention and disposal |
On-site – current fiscal year + 2 – payroll registers, reporting, payroll deductions, time sheets, payment records (in paper forms) etc. Offsite – 10 years Off-site – Destroy over 10 years Destroy |