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 via the Texas Public Information Act

To request your records, you must file an Open Records Request. Open Records Requests are required to be filed through the Public Information Portal on the Office of the Vice President for Legal Affairs website.

Verification of Employment

The Work Number is live for Employment and Salary Verifications! The HRSC and Payroll no longer provide this service. An employee’s lender/requestor can now self-serve this option 24/7 for faster service.

The University of Texas at Austin uses The Work Number® to provide verification of employment information for both financial and dates of employment purposes.

• The Work Number®  (This link is for University of Texas at Austin employees only.)
• The University of Texas at Austin Employer Code is: 13938 – a five-digit code used to identify UT Austin employees. 
• 1-800-367-5690 M-F 7 a.m. to 7 p.m. (CT)

More Information

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, HR Portal.

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.

Read and acknowledge the Standards of Conduct and Political Activities.  This is completed through your Onboarding tasks in Workday.

Ethics Statement and the Law

The university has an obligation under Texas law to provide this information 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 run for political office while employed at the university as long as you don't campaign during work hours or on campus. You must disclose your intent to run to ensure 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.

Employment Eligibility Verification (Form I-9)

Every employee must complete this electronic form in Workday 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. Information from your documents will be submitted to the federal E-Verify system for verification. Please contact your hiring department if you have not been told where to bring your documents. 

Hiring managers and department contacts can refer to the I-9 Resources page for information about processing the Form I-9.

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 acknowledgment through Workday in your Onboarding tasks. 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.