Georgia Archives

University System of Georgia

State Agency Specific Retention Schedules

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Labor, Department of   [ Total entries: 20 ]


0440-01-001 | Alien Labor Certification Files

Description:  This records series documents the certification of Alien non-immigrant workers. This includes Alien Labor Certification Requests from employers, job order, etc.

Retention:  3 years

Vital Record:  FALSE

Updated:  October 17, 2017


0440-01-006 | Appeal Decision File

Description:  This records series documents unemployment insurance appeals of monetary and non-monetary determinations. Record types include: claims determination, monetary eligibility statement, appeal request, notice of appeal filed, notice of hearing, exhibits, decision.

Retention:  10 years after case settled.

Vital Record:  FALSE

Updated:  October 17, 2017


0440-01-007 | Bankruptcy Case Files

Description:  This records series documents the filing proofs of claim in bankruptcy. Record types include: Notice of bankruptcy filed, Proof of Claims, Discharge/Dismissal documents, objections to discharge in bankruptcy, hearing notices, briefs, Orders from the Court, etc.

Retention:  10 years

Vital Record:  FALSE

Updated:  October 17, 2017


0440-01-008 | Claims Overpayment Account Files

Description:  Files regarding overpayment to claimants. Documents include unemployment insurance claim forms, wage reports, Audit requests to employers, employer audit responses, requests to claimants for information, Notices of Overpayment, potentially, litigation documents.

Retention:  10 years

Vital Record:  FALSE

Updated:  October 17, 2017


0440-01-009 | Corrected Social Security Files

Description:  Case files from investigations into claims or wage files or suspected cases of fraud resulting in the correction of social security number. Record types include correspondence, investigation notes, questionnaires, correct reports, evidence of change and original number (copy), etc.

Retention:  10 years

Vital Record:  FALSE

Updated:  October 17, 2017


0440-01-014 | DOL Transaction Register File EL 120 report (Transaction Registers)

Description:  This is a report of all transactions made to employer registration records including changes to business name, addresses, officer information, and all account registration information.

Retention:  10 years after business no longer operational.

Vital Record:  FALSE

Updated:  October 17, 2017


0440-01-010 | Employer Delinquent Tax Fi. Fa. Files

Description:  Fi.Fa. is a state tax execution, lien, that is filed with the local county courts when an unresolved UI liability. These are original state tax liens, which are valid until they are paid. The process of cancellation for paid liens require the original document with specific instructions stamped on it.

Retention:  Retain 10 years after cancellation.

Vital Record:  FALSE

Updated:  October 17, 2017


0440-01-013 | Employer Quarterly Wage Reports

Description:  Quarterly reports for a single calendar year combined to indicate whether the correct amount of tax was assessed and paid. Documented on forms DOL 4 N Employer quarterly and DOL 4A annual Wage Summary Reports.

Retention:  7 years after business no longer operational.

Vital Record:  FALSE

Updated:  October 17, 2017


0440-01-011 | Employer Wage and Liability Case Files

Description:  Historical record of all businesses who applied for a GDOL account number, whether found liable or not. Record types include: Checking account and direct deposit records, Wage & Liability Inquiry application, W-2s, 1099s, contracts, documents indicating the existence or non-existence of an employment relationship covered under UI Law.

Retention:  10 years after business no longer operational.

Updated:  October 17, 2017


0440-01-004 | Field Deputy’s Daily Activity Report

Description:  Report of individual Field Tax Auditor daily activity. Reports list name of business, employer's address, name and title of person contacted, including account numbers, if applicable, as well as financial transactions, duties performed, and assessments.

Retention:  2 years

Vital Record:  FALSE

Updated:  October 17, 2017


0440-01-002 | Food Stamps Participant Records

Description:  This records series documents Benefit records used to determine eligibility for Work Opportunity Tax Credit; including files with food stamp benefit amounts and time frames benefits were received.

Retention:  4 years

Updated:  October 17, 2017


0440-01-015 | Fraud Determination File

Description:  This records series documents the determination of fraud under the provisions of the Georgia Employment Security Law, and resulting determination of either the applicability or non-applicability of the forfeiture provisions of that law.

Retention:  10 years

Vital Record:  FALSE

Updated:  October 17, 2017


0440-01-017 | Judicial Review Petitions

Description:  This records series documents petitions for judicial reviews that have been filed in Superior Court throughout the state, ultimately resolving unemployment insurance issues.

Retention:  7 years after case resolved.

Vital Record:  FALSE

Updated:  October 17, 2017


0440-01-016 | Random Audit Case Files

Description:  Record of random audits conducted by Field Tax Auditors on employer accounts. Used to determine compliance and make assessments.

Retention:  7 years

Vital Record:  FALSE

Updated:  October 17, 2017


0440-01-012 | Tax Appeal Records or Data, Office of State Administrative Hearings

Description:  This records series documents employer or claimant appeals of tax determinations or other agency actions. Record types include names of parties, dates of appeal, hearing, decision, name of GDOL representative, etc.

Retention:  10 years

Updated:  October 17, 2017


0440-01-018 | Unemployment Insurance Benefit Taxation Report 1099G

Description:  This series reports IRS form 1099G payment records for individuals who received unemployment benefits during the applicable tax year.

Retention:  5 years

Vital Record:  FALSE

Updated:  October 17, 2017


0440-01-019 | Unemployment Insurance Benefit Taxation Report Payment Certification Files

Description:  This records series consists of quarterly reports that contain UI Benefit Payment Federal and State withholding taxation totals.

Retention:  10 years

Vital Record:  FALSE

Updated:  October 17, 2017


0440-01-020 | Unemployment Insurance Claims

Description:  This records series documents unemployment claims for Federal Unemployment; Interstate Unemployment Insurance; Overpayment and/or Prosecution Claims File; Partial Claims Records; State Unemployment Claim Files; Trade Readjustment Act (TRA) Claims;  Unemployment Insurance Supplementary Claim Files, etc. Record types include unemployment insurance applications, claim and payment records, certification records, correspondence, claimant and employer statements, proof of earnings, legal documents, etc.

Retention:  10 years

Vital Record:  FALSE

Updated:  October 17, 2017


0440-01-005 | Weekly Report of Claims Taking Activities R&A-14

Description:  Summary statistics of claim-taking activities at unemployment insurance claims centers for compilation in federally required periodic reports at career centers. Reports are documented using Claimant Activity ETA-538 (Advanced Weekly Initial and Continued Claims), ETA-539 (Claims and Extended Benefit Data), and ETA-5159 (Claims and payment Activity).

Retention:  3 years

Vital Record:  FALSE

Updated:  October 17, 2017


440-01-003 | Workforce Investment Act (WIA) & Workforce Innovation and Opportunity Act (WIOA) Contracts and Invoices

Description:  Service contracts and invoices for payments under the Workforce Investment Act and Workforce Innovation and Opportunity Act.

Retention:  7 years after contract final invoice.

Vital Record:  FALSE

Updated:  October 17, 2017


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