Series Title (Agency Series #): Description, Retention (Legal Citation)
Benefit Provider Payment Records (BW-001(a) and BW-001(b)): Documents payments to service providers for medical, dental, life insurance, and disability insurance benefits. Includes summary invoices for services, payment vouchers, and employee benefits listing.
Retention: BW-001(a) Disability insurance payment records: retain 3 years; BW-001(b) Other records: retain 7 years. (MOAR 166-150-0110(1))
Benefits Contracts and Agreements (BW-003(a) and BW-003(b)): Documents contracts and amendments with benefits carriers. Includes service agreements, contracts, amendments, associated insurance policies, summary plan descriptions (SPD), evidence of coverage (EOC), and similar plan documents..
Retention: BW-003(a) Group health and life insurance policies: Retain 75 years after expiration if no claims pending; BW-003(b) Other records: Retain 10 years after expiration if no claims pending. (MOAR 166-150-0200(8))
Benefits Payroll Reports (BW-002(a) and BW-002(b)): Documents deductions made for benefit coverage, medical, dental, life and disability insurance payments made for employee on behalf of county, and number of people covered by service providers. Includes the Employer and Employee Paid Benefits Report, a monthly report indicating the amounts paid by the county for medical, dental, life and disability insurance benefits; and the Benefits Deduction Report, a cumulative monthly report indicating deductions for optional insurance, flexible spending accounts, medical/dental premiums paid by the employee, opt-out payments, and taxation values for domestic partner/non-IRS eligible dependent insurance.
Retention: BW-002(a) Employer and employee paid benefits report: Retain 15 years; BW-002(b) Year end benefits deduction report: retain 75 years. (MOAR 166-150-0155(9))
Catastrophic Leave Program Records (BW-015): Documents the administration and use of the catastrophic leave program. Includes correspondence, leave applications, donation solicitations, and related records.
Retention: Retain 4 years. (MOAR 166-150-0155(6,7))
COBRA Records (BW-004): Documents payments and benefit coverage for employees choosing to continue coverage after termination under the Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA Program).Includes COBRA accounting sheet, payment vouchers, correspondence regarding coverage status, Employee Election Form completed to continue coverage, and medical and dental enrollment forms.
Retention: Retain 5 years after termination of benefits. (MOAR 166-150-0160(2))
Correspondence: Records that: 1. document communications created or received by an agency AND 2. directly relate to an agency program or agency administration AND 3. are not otherwise specified in the Multnomah County Retention Schedules. Records may include but are not limited to letters, memoranda, notes and electronic messages that communicate formal approvals, directions for action, and information about contracts, purchases, grants, personnel and particular projects or programs.
Retention: File with the associated program or administrative records. Communications not meeting the above criteria do not need to be filed and may be retained as needed. (OAR 166-150-0005(10)) Updated 01/04/2018
Death Claim Records (BW-005): Documents payment of life insurance benefits to beneficiaries upon death of employee/spouse-domestic partner/retiree. Includes claim forms, death certificate or other proof of death, beneficiary form, and payment records.
Retention: Retain 5 years after final claim paid. (MOAR 166-150-0200(7))
Employee Benefits Board Meeting Records (BW-009): Documents official proceedings or regularly scheduled, special, executive session, and emergency meetings of the Employee Benefits Board (EBB) and its predecessors. The EBB existed to provide a cooperative labor - management forum to make decisions about employee benefit program and plan design. It was originally established as the Multnomah County Employee Benefits Board (MCEBB) in 1999, then changed to the Employee Benefits Board (EBB) in 2000. The EBB was abolished on June 30, 2007.
Retention: Retain permanently. (MOAR 166-150-0005(15))
Employee Benefits Records (BW-006): Documents county employees' benefits histories. Includes records relating to enrollment and subsequent changes to medical, dental, life insurance, long and short term disability, and continuation of medical and dental benefits after termination or retirement. See also Benefits Payroll Reports (BW-002), and COBRA Records (BW-004).
Retention: Retain 5 years after termination of benefits. (MOAR 166-150-0160(8))
Flexible Spending Account Records (BW-007(a) and BW-007(b)): Documents the administration of the Dependent Care Assistance Plan, the Medical Expense Reimbursement Plan, and employee authorized salary reductions and reimbursement payments. Includes plan document describing guidelines for operation of plan, and employee authorizations for salary deductions or to change status.
Retention: BW-007(a) Employee authorizations: Retain 3 years after superseded, terminated, or employee separation; BW-007(b) Plan documents and guidelines: Retain 20 years after superseded or obsolete. (MOAR 166-150-0155(1))
Leave Records (BW-017): Documents employee requests for leave and the county's response. Includes records for leave requests under FMLA/OFLA, military, and other types of leave. Records include leave requests and supporting documentation (including medical certifications), employee notifications, leave logs, and related correspondence.
Retention: Retain 4 years. (MOAR 166-150-0155(6), 29 CFR 825.500, 29 CFR 1626.3))
Short and Long Term Disability Claim Records (BW-016): Documents the eligibility for and administration of short and long term disability benefits for Multnomah County employees. Includes copies of benefits checks to ensure proper payments from provider; correspondence with provider regarding claim status; claim applications; copies of position descriptions; salary information; correspondence with employees regarding COBRA payments and status of claims; and related records.
Retention: Retain 6 years after claim closed or final action. (MOAR 166-150-0160(2), -0200(21))
Tri-Met Bus Pass Records (BW-013): Documents the issuance of Tri-Met bus passes to county employees. Includes sign-up sheets and photo ID logs.
Retention: Retain 4 years. (MOAR 166-150-0160(8b))
Voluntary Employees' Beneficiary Association (VEBA) Program Records (BW-008(a) and BW-008(b)): Documents the establishment of VEBA programs for employees.Includes correspondence, copies of Memoranda of Understanding, and related records. For enrollment records, see Employee Benefits Records (BW-006).
Retention: BW-008(a) Records documenting establishment of VEBA programs and not duplicated elsewhere: Retain permanently; BW-008(b) Other records: Retain 10 years. (MOAR 166-150-0005(8); 0160(3b))
Wellness Program Records (BW-014): Documents the participation of employees in various wellness programs. Records include enrollment and attendance records for participation in fitness classes and use of the fitness center; records relating to the loan of breast pumps to employees; employee requests for use of the stipend fund in support of community events; and records documenting employee remittances for activities requiring fee payments.
Retention: Enrollment and attendance records: Retain 2 years. Other records: Retain 3 years. (MOAR 166-150-0160(8,24); 0110(2)
Wellness Training and Education Records (BW-018): Records developed by the Benefits and Wellness Program to educate and train employees about strategies to improve their wellness. Currently the series contains a series of videos developed for the Power Me campaign. It also includes HIPAA information releases related to some of the video content.
Retention: Retain 10 years (MOAR 166-150-0160(24))