UTMB Personnel Documents

UTMB must maintain an official personnel record for all regular and non-regular employees. Personnel records contain information related to the application and hiring processes, disciplinary actions, benefits, career development, training, etc.

HR Employee Records works with employees and leaders to ensure an understanding and standardization of procedures relating to the security and management of institutional and departmental personnel records.

Employees should use The Work Number, an automated service provided by UT System, to request proof of employment or income.

• This service gives employees greater control over the verification process and allows them to authorize access to others.
• It can be used when applying for a loan, leasing an apartment, buying a car, qualifying for public assistance, verifying references, etc.
• The Work Number is available 24 hours a day, 7 days a week at www.theworknumber.com.
  
• The UTMB employer code for using this service is 13947.

Click here for detailed instructions on using The Work Number.

For additional support with obtaining an employment or income verification, please contact The Work Number Client Service Center at 1-800-996-7566 or 1-800-424-0253 (TTY). Representatives are available Monday through Friday from 7 a.m. to 8 p.m. (CST).

Immigration Verification – The Work Number

Employees should also use The Work Number to verify employment status for immigration purposes.

• The Work Number is available 24 hours a day, 7 days a week at www.theworknumber.com.
• The UTMB employer code for using this service is 13947.
• If you are leaving the United States for personal or business reasons and require an employment verification letter, your letter cannot be dated more than three days before your departure date per U.S. Customs requirements.
• If your letter is not dated within the three days of your departure, you may not be allowed re-entry into the United States.
  

Click here for detailed instructions on using The Work Number.

For additional support with verifying your employment status for immigration purposes, please contact The Work Number Client Service Center at 1-800-996-7566 or 1-800-424-0253 (TTY). Representatives are available Monday through Friday from 7 a.m. to 8 p.m. (CST).

Public Disclosure Information

Under state and federal law, the public can make requests for information about the affairs of government and the acts of public officials and employees. The information released as a result of these requests can include the personal information of state employees.

Please be advised that you may elect to keep certain categories of personal information confidential in the event of such a request by updating your public disclosure through Employee Self Service. Failure to update your public disclosure may result in the release of your emergency contact information if requested.  Click here for more public disclosure information.

Additional Resources

• Employee Files Policy
• How to Disposition Inactive Department Files
• Employee Records – Frequently Asked Questions
• Electing to Disclose Address and Telephone

Please note:

• Personnel files are not confidential and are subject to the Texas Open Records Act.
• HR Employee Records does not maintain student records or transcripts; those documents are retained in Enrollment Services.