Employee File Contents (paper documents only)

Employee Files include only items that are job related. Information relating to after-hours behavior, criminal background records, personal finances, family background, club memberships, religious affiliations, union memberships,and political beliefs should never be kept in employee files. Medical Files include items that need to be kept separate from the Employee Files, with access limited to a need-to-know basis. Files which contain social security number information should be kept in a locked cabinet with limited access.

Department Employee Files and Department Medical Files are retained for 5 years from the date of separation from the department. Once the retention period has been met, the Departmental Employee and Medical Files can be disposed using the proper procedure.

For further information, see the Records Management Services Web site, or contact the Office of Accounting, Records Management Staff at 512-232-5647.

If a department receives a request for employee records, it should be immediately forwarded to the Office of the Vice President and Chief Financial Officer for handling. Campus mail G4900, phone 471-1422, fax 471-7742.

Document	Original	Copy
Employment application	Department Employee File
Resume and related documents such as examples of work, letters of recommendation, interviewer notes, etc.	Department Employee File
New employee documents such as offer of employment letter, acceptance letter, etc.	Department Employee File
Supporting documents related to appointments, promotions, reclassifications, etc.	Department Employee File
Employment Eligibility Verification Form (I-9)	HRS Employee File	Department Employee File
Employee Eligibility supporting document(s)	HRS Employee File	Department Employee File
Ethics Statement Receipt (if paper)	HRS Employee File	Department Employee File
Selective Service Eligibility Verification Form and supporting document (for registered males)	HRS Employee File	Department Employee File
Selective Service Eligibility Verification Form (for non-registered males)	Department Employee File
Security Sensitive Form	HRS Employee File	Department Employee File
Motor Vehicle Record Check and 3 year driver's record (form no longer in use)	Department Employee File
Employee Compliance Guide Acknowledgement Form	Department Employee File
Transfer of leave/state service from other Texas state agency or university	HRS Employee File
Position/job description and performance expectations	Department Employee File
Employee insurance forms and information	HRS Medical File
Employee benefits other than insurance	HRS Employee File
Health/medical documents (includes Sick Leave Pool application, Disability Claim Forms, Reasonable Accommodation documents, FMLA documents, WCI documents, etc.)	HRS Medical File
Leave requests	Department Employee File
Doctor's notes to support absences due to health/medical situations	Department Medical File
Retirement plan, deferred compensation information	HRS Employee File
Outside Employment Form	HRS Employee File	Department Employee File
Telecommuting Agreement	HRS Employee File	Department Employee File
Disciplinary or corrective actions, including records of performance counseling	Department Employee File
Letters of complaint	Department Employee File
Performance evaluations	Department Employee File
Training records	Department Employee File
Grievances and responses	Department Employee File
Time cards and timesheets	Department Employee File
Resignation or termination letter	Department Employee File
Separation form (UC1)	HRS Employee File	Department Employee File

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