HR52 – Employment Files (Financial)

Forms and other documents required for the administration of pay, pension, and benefits for individual employees of the University and of participating affiliated organizations.

This records class is a Personal Information Bank.

Related Records | Responsible Unit | Information Steward | Information Confidentiality Classification | Retention | Disposition | Authority | Retention Rationale | Version Information

Content & Scope

These records support the information on individual employees maintained in the human resources management system and the pension administration system.

These records are part of an individual's official employment file.

This records class excludes individual employees' health-related information, records related to extraordinary payroll deductions, pension cards, and pension beneficiary files.

The records include employment authorization forms, employment contracts or appointment letters, and termination of employment forms; copies of government issued documents such as SIN card, passport, driver's license, or birth certificate; copies of marriage certificates and name change documentation; records related to payment of salary or pension, such as bank deposit authorizations, tax forms, stipend authorizations and terminations, maternity leave top-up information, sabbatical information, and confirmation of change letters; records related to pension and benefits, such as beneficiary designation forms, benefits enrolment sheets, dependent information, overage dependent forms, confirmation of health coverage, life insurance forms, deduction authorizations, election of 2% in lieu of vacation forms, pension transfers, lock in agreements, marriage settlement documentation, declarations of marital status, copies of insurance cheques, pension statements, pension benefits options forms, pension confirmation letters, and related correspondence.

Related Records

  • For the human resources management system and the pension administration system, see HR05 – Human Resources Management System and HR68 – Pension Administration System.
  • For records related to extraordinary deductions, see HR60 – Payroll Authorizations.
  • For Pension Cards (the permanent summary of each individual employee's pension plan records), see HR72 – Pension Cards.
  • For pension beneficiary files, see HR70 – Pension Beneficiary Files.

Responsible Unit

Human Resources.

Information Steward

Vice-President, Administration & Finance.

Information Confidentiality Classification

Highly Restricted.


8 years after the later of termination of employment or settlement of all entitlements under the University's pension and benefits plans.


Forms such as bank deposit authorizations, tax forms, and beneficiary designations may be securely destroyed when superseded by a new form with updated information.


Secure Destruction.


Responsible Units should document the disposal/destruction of official records using the University records destruction form or equivalent documentation, to verify that we are following our records retention rules.


  • University of Waterloo Act, 1972.
  • University guideline: Human Resources Record.
  • Employment Standards Act.
  • Pension Benefits Act, ss. 19 and 22.
  • FSRA Guidance PE0120ORG (formerly FSCO Policy A300-200): Management and Retention of Pension Plan Records by the Administrator.
  • Income Tax Act.
  • Employment Standards Act.

Retention Rationale

The retention period is based on the University guideline, Human Resources Records.

Approval Date

26 October 2011