Finance - Personal Information Bank

Issued & Cashed Cheques 

Title Issued & Cashed Cheques
Type Personal Information Bank
Description The Workplace Safety and Insurance Board issues over 1, 600, 000 payments (including 500, 000 cheques) a year in payment for workers’ benefits, employer refunds, etc. After cheques are cashed, they are microfilmed, index data for the microfilm are retained in microfiche format. The microfilm format was ceased by the end of 2008, and is on CD-R as of January 1st, 2009.

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

Onsite – CFY+1 year paper

Offsite – 6 years paper

Destroy


 

Onsite – CFY+20 years microfilm/microfiche

Onsite – CFY+10 years CD

Offsite – Nil microfilm/microfiche

Destroy

 

 

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 – CFY+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 – CFY + 2 – payroll registers, reporting, payroll deductions, time sheets, payment records (in paper forms) etc.

Offsite – 10 years

Off-site – Destroy over 10 years

Destroy