Type: Personal Information Bank
Description: Records relating to individual employees' pay history profiles. Includes information on rates of pay, hours of work, reported absences, garnishments, pay rate changes, and both elected and mandatory payroll deductions for each employee.
Documents include completed federal record of employment forms, tax credit return statements, previous pay adjustment sheets, copies of court orders, and all supporting correspondence.
Retention and disposal: 7 years after termination of employment, or termination of retirement benefits, whichever is longer then destroyed.
Types of personal information: Employee number and name, address, sex, social insurance number, date of birth, marital status, telephone number, tax exemptions, employee benefit information, bank account number, name of group life and pension beneficiar.
Record uses: Calculate and administer Corporation payroll; administer employee benefits and pensions.
Categories of users: Pension, Payroll & Employee Benefits staff, Human Resources staff (access to long-term disability claim information restricted to Benefits staff), Finance Department staff.
Categories of individuals in bank: All Corporation employees.
Legal authority: Employment Standards Act, 2000, c. 41, s. 15; Insurance Act, R.S.O. 1990, c. I.8, s. 300; ; Canada Pension Plan, R.S., 1985, c. C-8, s.
Type: General Class of Records
Description: Records relating to the overall management of the Hospital’s financial and accounting functions and processes. May include information on accounting systems, workflow reports and diagrams, financial signing authority, copies of federal and provincial guidelines and compliance requirements, and correspondence.
NOTE: This primary classification is only for general, overall information concerning the administration of the Hospital’s financial and accounting processes and functions. For records pertaining to specific financial or accounting processes, such as purchasing or accounts payable, see the appropriate subject primary classification.
Retention and disposal: Dependent on documentation.
Description:Records relating to admission/discharge/transfer information for billing purposes. Documentation includes such items as responsibility for payment forms, co-pay assessments for continuing complex care, patients accounts and cashier documentation.
Retention and disposal: 7 years then destroyed.
Description:Records relating to the production and use of financial statements and reports, which are sources of financial information for a wide variety of public users (auditors, creditors, provincial and federal government agencies, etc.). These documents provide summaries, details, and analyses of the Hospital’s financial position. Documents may include balance sheets, income statements, funding statements, benchmarking reports, liability statements, net assets sheets, and expense statements.
Retention and disposal: Permanent storage.
Description: Records relating to the management and processing of Hospital and other cheques. Includes information on the issuance of cheques by the Hospital to other organizations. Also includes information relating to Hospital-issued cheques and external cheques that are returned to the Hospital after they have been cashed by banking and financial institutions, or if they have been dishonoured. Documents include cancelled, processed, and dishonoured cheques; cheque reports, and supporting correspondence.
Retention and disposal: Minimum 6 years plus current.
Description: Records relating to the administration and accounting control of general ledger accounts. A general ledger account serves as a repository of transactions from all sources, including the General Journal, and is used to produce financial statements. Includes copies of accounting entries and back-up working papers.
Type: General Class of Records/ Personal Information Bank
Description: Records relating to the processing of payments made by the Hospital to the external suppliers of goods and services. May include information on advance payments of expenses. Source documents initiating payments include vendor invoices, payment certificates, cheque requisitions, and miscellaneous transaction data. May also include accounts payable control reports and payment vouchers. Case files are arranged numerically by accounting system-generated document numbers.
Retention and disposal: 6 years plus current.
Types of personal information: Supplier name, address, receipts, invoices, expense claim statements, payment certificates, financial transactions.
Record uses: Maintain record of payments.
Categories of users: Audit; Accounts Payable staff of Finance and other services.
Categories of individuals in bank: Employees, individuals providing goods or services to the Corporation.
Description: Records relating to the administration and processing of employee salary and expense payments during regularly-scheduled pay periods. May include information relating to payroll generation, overriding deductions, year-end payroll reporting, and payroll variance reporting.
Documents may include payroll registers, employee expense reports, original and amended T4 statements, payroll adjustment and variance reports, and all supporting correspondence.
Retention and disposal: 1994 – current.
Legal authority: Employer Health Tax Act, R.S.O. 1990, c. E.11, s. 12; Canada Pension Plan, R.S., 1985, c. C-8, s. 24; Employment Insurance Act, 1996, c. 23, s. 87; Income Tax Act, S.C. 1970-71-72, c. 63, s. 230.
Types of personal information: Employee number, name, gross pay, net pay, deductions, details of hours worked and hours paid, information relating to payroll generation, overriding deductions, year-end payroll reporting, payroll variance reporting, payroll registers, time sheets.
Record uses: Provide payroll information for Canada Customs and Revenue Agency and Audit requirements.
Categories of users: Finance staff, Audit, Human Resources staff.
Description: Various records relating to the Foundation including such items as quarterly working papers and financial statements, charitable rust information and annual charity returns.
Retention and Disposal: 6 years.
1995 Lens Avenue, Windsor, ON N8W 1L9
1030 Ouellette Avenue, Windsor, ON N9A 1E1