Release of Payroll Information

It is the policy of the State of North Carolina that all responses to requests for payroll information comply with the provisions of G.S. 132 (Public Record Law) G.S. 105 (NC Revenue Law) and the Internal Revenue Code.

G.S. 143B-426.39 Powers and Duties of the State Controller

G.S. 132 Public Records

Any requests for information contained on the Central Payroll System will be released only after review by the Chief Deputy State Controller. This policy includes dissemination of public information in any form including but not limited to electronic, paper, audiotape, videotape, and compact disc. All requests for information must be submitted in writing.

This policy is intended to provide a central point of review and management awareness of information being disseminated to other agencies, individuals, parties, and organizations outside of the OSC. This policy shall not be used to hamper the dissemination of public information. However, all decisions to comply with requests to release information should take into consideration the sensitive and confidential nature of payroll records.

Copies of any written public records will be made at a reasonable cost established per page. Copies will be supplied within 48 hours of the request unless the volume to be copied is such that, in the judgment of the Division Director, such a schedule would substantially interfere with the division's work. If the Division Director makes such a determination, a delivery date shall be specified and reported immediately to the Chief Deputy State Controller.

Should a request be made for public records that are contained in a computer file and not readily accessible, the Division Director shall develop an estimate of costs (including computer processing costs and program development costs) and provide an estimated schedule to complete and present the same. This estimate of costs and projected delivery date shall be developed and sent to the Chief Deputy State Controller within one working day of the request for information.

If it is not possible to provide costs or a specific delivery date within one working day, the Chief Deputy State Controller must be notified of the date when this information can be provided. Should the requester officially ask in writing for the Agency to proceed, the Division Director shall expedite the request in accordance with the schedule outlined to the requester and have OSC-Business Services bill the requester for costs incurred.

This policy applies to the Central Payroll Division.

There are no exceptions to this policy.

There are no special terms for this policy.