FREQUENTLY ASKED QUESTIONS:

·         Inactive Departmental File Disposition Guidelines. 

 

Q:  I had an employee who recently transferred to another UTMB department.  What do I do with their Departmental Employee File ?

A:  When an employee transfers from one UTMB Department to another UTMB Department, the exiting department shall forward the entire employee file to the receiving (gaining) department within two weeks. (Reference IHOP HR Policy 3.1.2).

 

Q:  What do I do with Departmental Employee Files of employees who are no longer employed by UTMB?

A:  1.  Contact HR-Employee Records by phone (Ext: 77988) or E-Mail (wrnarron@utmb.edu) for a copy of the procedural guidelines for disposing of “Inactive Departmental Employee Files”.

      2.  After receiving and complying with the disposition instructions from Employee Records, forward the Inactive Departmental Employee File(s) to HR-Employee Records, Route #: 0942.

 

·         Employment & Wage Verifications

 

Q:  Where do I go and how do I get written verification of my employment at UTMB?

 

A:  Contact HR-Employee Records at extension (409) 747-7992 or (409) 747-7993.

 

·         Length of Service/State Service

 

Q:  If I think my length of service is incorrect how can I get it verified?

 

A:  Call HR-Employee Records (409) 747-7989.  They will get all pertinent information regarding your employee records and review all current and past state service.  You will be notified of the results of the verification and any necessary system updates.

 

Q:  How do I get service in another state agency transferred to UTMB?

 

A:  Call HR-Employee Records (409) 747-7989.  Give the person in records the approximate period of service and the name of the other State Agency for which you worked.  A letter will be sent to that agency requesting verification of the claimed service.  Upon receipt of the verified service that service will be processed into the UTMB HCM PeopleSoft System.

 

Q:  What constitutes a “Direct Transfer” from one state agency to another?

 

A:  A direct transfer occurs when an employee leaves one Texas State Agency and is immediately appointed to another Texas State Agency with no loss of payroll time.

 

·         Employee Record File Review

 

Q:  Who, besides me, is authorized to view the contents of my Institutional Employee File?

 

A:  The contents of your employee file are confidential and are available to only those who have a need to know such as your supervisor, department head, departmental hiring authorities and other UTMB official needing to verify information for UTMB Business.