Jason, wouldn't the employee's payment "by check or CC" of the "one time contributions with matching programs" be reserved for the employee personal income tax, and therefore not within the sphere of responsibility of the corporation?
The matching part would, of course, fall under the "support of payroll records" cited by Ginny.
Best regards,
Fred
===========================================================
Frederic J. Grevin
Email: [log in to unmask]
Phone: 212-788-8615
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Jason C Stearns/NYLIC
Sent: Tuesday, March 29, 2011 11:02
To: [log in to unmask]
Subject: Re: [RM] Record Retention for Employee Charitable Contributions
Thanks Ginny. That was my gut response too.
However the "wrinkle" is with the one time contributions with matching programs. They can either be payroll deduction or a one time payment by check or CC.
Jason C. Stearns, CRM
CVP - Records Management, Corporate Records Manager ? BRD - BUSINESS RESILIENCE DEPARTMENT
New York Life Insurance Company
51 Madison Avenue, New York, NY 10010
* [log in to unmask] ( (212) 576-4701 facebook.com/newyorklife | twitter.com/newyorklife
"Jones, Virginia" <[log in to unmask]>
Sent by: Records Management Program <[log in to unmask]>
03/29/2011 10:55 AM
Please respond to
Records Management Program <[log in to unmask]>
To
[log in to unmask]
cc
Subject
Re: Record Retention for Employee Charitable Contributions
Jason:
Are the contributions paid via payroll deductions? If so, then I would
consider the sign up documents to be a support for payroll records.
Ginny Jones
(Virginia A. Jones, CRM, FAI)
Records Manager
Information Technology Division
Newport News Dept. of Public Utilities
Newport News, VA
[log in to unmask]
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Jason C Stearns/NYLIC
Sent: Tuesday, March 29, 2011 10:44 AM
To: [log in to unmask]
Subject: [RM] Record Retention for Employee Charitable Contributions
Can any one direct to resources to determine the retention requirements
(state and/or Federal) for records of employee charitable contributions?
For some context, my company uses a third party to track the details of
employees that sign up for annual contributions (e.g. United Way) and one
time contributions (e.g. Japan Earthquake Relief). Employees sign up
using a paper form or online.
Please feel free to respond to me directly.
Thanks in advance.
Jason C. Stearns, CRM
CVP - Records Management, Corporate Records Manager ? BRD - BUSINESS
RESILIENCE DEPARTMENT
New York Life Insurance Company
51 Madison Avenue, New York, NY 10010
* [log in to unmask] ( (212) 576-4701
facebook.com/newyorklife | twitter.com/newyorklife
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