Human Resource Services

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Record Storage

Employee Records stores electronic, microfilm, microfiche, and paper forms related to University of Texas at Austin employees.This includes employees in regular, non-regular, student, staff, and faculty positions. Please see employee file contents to determine which documents should be stored in HRS Records files, and which should be stored in department files. We do not store student records or transcripts. Those documents are stored in the Office of the Registrar.

Record Retrieval

We retrieve information for a variety of customers. Access to your records is safeguarded and released to others only if they're authorized to receive the information. You may see and obtain a copy of your employment record by coming to our office in person (with a photo ID). If you have questions on how to access a particular document, please contact Employee Records Services at 512-471-5127 for assistance.

Texas Public Information Act

Your records can be requested through the Texas Public Information Act. Access to certain records is restricted. Open records requests should be filed with the Open Records section of the Office of the Vice President and Chief Financial Officer.

Verification of Employment

Verification of Employment (VOE) will be given upon request to authorized agencies and is generally restricted to dates of employment, job title, department, full- or part-time status, and verification of the salary or wage amount given to us by the agency. Turnaround time on these requests is usually 24 hours or less; more time may be required for non-computerized records searches. You may also print a copy of your VOE [EID required]. If a VOE signed by a Human Resource Services official is needed, please contact Employee Records at 512-471-5127.

State Service Transfers

State Service Transfers into the University of Texas at Austin can be requested using the Transfer of Prior State of Texas Service Credit and Leave Balances form [PDF]. State service transfers out of the university need to be requested in writing (facsimile requests are accepted as well as those submitted by mail). You can't submit e-mail requests instead of written requests.

Consulting Services

The Employee Records team is happy to consult with any customer on records-related questions and to assist with procedures for administering employment documents such as the Employment Eligibility Form (I-9), the Selective Service Eligibility and Verification form, the Acknowledgment of the Ethics Statement in English, or Normas de conducta y de actividades politicas en Español.

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Explanation of Documents & Forms

Acknowledgment of The Ethics Statement

Employment provisions in Article IX, Sections five and six of the current State of Texas Appropriations Act require that the Political Aid, Legislative Influence, and Standards of Conduct Provisions be furnished to every employee including faculty, staff, full-time, part-time, and temporary employees. These sections also require that you acknowledge receipt of this information.

Acknowledgment can be done online through the Ethics Statement [EID required]. A PDF version of the form (in English or Spanish) is also available. The completed form should be sent to Employee Record Services at Campus Mail Code J5600.

Ethics Statement and the Law

The university has an obligation under the law passed by the legislature to provide these provisions and obtain a receipt from each employee. The university is subject to review by the State Auditor's Office to ensure compliance.

This statement does not prevent you from consulting with government agency nor does it prevent you from making personal contributiions to political campaigns.

You may also run for a political office while a university employee as long as you don't campaign during work hours or on campus. You must disclose your intent to run to assure there is no conflict of interest. Contact the Associate Vice President for Human Resource Services for more information.

As long as the information is not confidential, you may provide information to any member of the legislature, committee, or any other state official, employee or citizen.

Student/Non-Benefits Eligible Application Form

This form was previously referred to as the "Application for Non-Regular Position (PO-14)". It is used for all non-academic positions that are less than 20 hours per week and/or less than 4.5 months in length.

This should be completed, signed and dated. Your department should keep the original in the employee's personnel file. If a background check is needed, please attach a copy of the Student/Non-Benefits Eligible Application to the original Background Check Authorization.

Employment Eligibility Verification (Form I-9)

Any offer of employment depends on completion of the U.S. Citizenship and Immigration Services (USCIS) Form I-9, Employment Eligibility Verification and providing documents to verify identity and employment eligibility as required by law.

When completing the Form I-9, you'll be required to attest that you're a citizen or national of the U.S., a lawful Permanent Resident, or an alien authorized to work. All new employees will be required to produce documentation to show proof of identity and work authorization in the United States.

It's your responsibility to make sure that you complete Section 1 of the form and provide documents approved by the USCIS. Your employer cannot specify which of the documents they will accept, but you must provide documentation as specified by the USCIS. If you're an employee in the United States on a J-1 visa, you'll need to provide a copy of your IAP-66 form. If you're on an F-1 visa, you'll need to provide a copy of your I-20 form. You can get both the IAP-66 and the I-20 from the university International Office.

Motor Vehicle Record Check

If you will be driving a university vehicle a Motor Vehicle Record Check is required. If you're from another state, you'll need to turn in your out-of-state license and obtain a Texas driver's license within 30 days of the time you become a state of Texas resident.

Selective Service

The Selective Service Eligibility and Verification form [PDF] must be given to and filled out by all new male employees, regardless of age. However, proof of Selective Service registration is required only for males ages 18 through 25. The university is required to verify that all new employees who should be registered with the Selective Service have done so before they can start work.

In accordance with Texas State Government Code, Section 651.005, when being hired, the university will require any male age 18 through 25 who is or has been required to register with the Federal Government Selective Service System to provide proof of registration or exemption.

Proof of registration consists of one of the following:

  1. The Selective Service card issued to you upon registration, or
  2. Printout of the online confirmation

If you haven't registered yet, you can get a mail-in form at any post office or register online.

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