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Employee Records Services and Documents

Services

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 HR Records files, and which should be stored in department files. HR Records does not store student records or transcripts. Those documents are stored in the Office of the Registrar.

Record Retrieval

HR Records retrieves 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 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 Resources official is needed, please contact the Human Resource Service Center at 512-471-4772.

State Service Transfers

If you have service with another State of Texas agency, you must inform Human Resource Services so the information can be added to your employee record. Please complete a Transfer of Prior State of Texas Service Credit and Leave Balances form [PDF] for each previous state agency. You can send the form directly to the State agency, or fax it to Employee Records at 512-232-3524.

If another State of Texas agency needs to confirm your service with The University of Texas at Austin, please ask the agency to send a request to Employee Records by fax to 512-232-3524 or email, hrsc-records@utlists.utexas.edu.

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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].

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 contributions 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 Resources 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.

Employment Eligibility Verification (Form I-9)

Every employee must complete this electronic form no later than the first work day. You will be required to present original documents from the List of Acceptable Documents to prove your identity and authorization to work in the United States. Please contact your hiring department if you have not been told where to bring your documents. If you receive an email with the subject line, Electronic I-9 Shuttle Request, please follow the instructions to complete the employee section of the form.

Selective Service

Each male employee who is between the ages of 18 and 25 at the time of hire must confirm that he is registered or exempt from registration by completing the online Selective Service Eligibility and Verification acknowledgement. Men who are not 18 at the time of hire must complete the verification immediately upon turning 18. This requirement applies to all male employees of the university, including international employees, faculty, and student employees regardless of title, length or percent time of appointment, or source of funds. For more information, refer to the Selective Service Registration Frequently Asked Questions.

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