Updating/Reviewing Employment Records

Review this section for information on how to update and review your employment record, as well as the employment forgiveness loan program and employment verification.

Name Change | Address Change | Requesting W-2 | Update Education | Personnel File Request | Public Service Loan Forgiveness Program | Employment Verification for Current and Former Employees | Frequently Asked Questions

Name Change

In order to change the Business Name of an employee in myUFL, employees or their departments can submit a completed Name Change Request Form, along with an updated copy of the social security card. Directions on where to send the completed form and updated social security card is included on the form instructions.

Display Name and Directory Name can be changed by the employee at any time in myUFL by going to:

Main Menu > My Account > Update My Directory Profile.

Form: Name Change Request

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Address Change

Current employees can change their address at any time by logging into myUFL and going to:

Main Menu > My Account > Update My Directory Profile

Former employees must complete the Former Employee Address Change Request form. Directions on where to send are included on the form instructions.

Form: Former Employee Address Change Request

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Requesting W-2

Current employees can access their most recent W-2 forms by logging in to myUFL and navigating to:

Main Menu > My Self Service > Payroll and Compensation > W-2/W-2c Consent.

Former employees who no longer have access to MyUFL will have their W-2s mailed to their local home mailing address in the UF Directory. If this address has changed since separation, please submit the Former Employee Address Change Request Form to update the information.

Form: Former Employee Address Change Request

For more information about the W-2 form please visit University Payroll and Tax Services webpage.

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Update Education

Employees who’ve attained a higher education degree after their initial hire date can update their employee record by emailing their request to employment@ufl.edu. When making the request, Include your UFID and the institution where the degree was earned. Recruitment and Staffing will verify the degree and update the employee personnel file accordingly.

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Personnel File Request

Since the University of Florida is a public institution, we are governed by the State of Florida Statute, Section 119, regarding public records; thus, personnel file are subject to public review. Private information, such as social security numbers, is exempt from the release.

The staff members from Processing & Records within Recruitment & Staffing serve as the record custodian for all employee and faculty personnel files, and work closely with the Privacy, General Counsel and News and Public Affairs offices in maintaining and releasing employee information.

Employees Requesting Their Own File

For the quickest service, an employee can request their file from their department or college level Human Resources Office. Otherwise, an employee requesting their own personnel file by contacting Recruitment and Staffing via phone at 352-392-2477 or via email at employment@ufl.edu.

Upon receipt of the request, Processing & Records has a prescribed number of days under Florida Statute to compile a copy of the personnel file. If the employee requesting his or her own file pick it up in person with a picture ID, only the information of other people is redacted, i.e. supervisor’s UFID’s or SSN’s.

Employee’s File Request by a Third Party

Requests for an employee’s personnel file as part of a Public Records Request should be sent to University Relations. For these requests, the following information is redacted according to the Florida Statute and the university’s privacy regulations:

  • Employee’s date of birth
  • Medical information
  • Social security number
  • Evaluative information prior to 7/1/1995
  • Student records/transcript
  • Tenure/promotion packets
  • Home addresses
  • Home phone numbers
  • Emergency contact information
  • Names of children
  • Driver’s license numbers
  • UFID numbers are redacted

Protected Files

There are people who fall under the “Limited Access Records”, i.e. police officers, victims of crimes, students and spouses of law enforcement officers. For these employees, the University of Florida does not release anything that would reveal any personal information about the employee or their family covered under this category.

Cost of Obtaining Personnel File Copies

The first 10 pages of a file copy are free. Each additional page after the first free 10 pages is charged at $ 0.15 per page and $ 0.20 per page for two-sided copy. There is a charge of $25.00 per hour for the time involved in producing the copies, if it takes over 30 minutes. Time is broken down in increment of quarter hours. If the file is for the employee, then no labor charge is assessed, only the copy costs.

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Public Service Loan Forgiveness Program

The Public Service Loan Forgiveness (PSLF) Program is a federal program that forgives the remaining balance on a student’s Direct Loans after the student has made 120 qualifying monthly payments under a qualifying repayment plan while working full-time for a qualifying employer. Since UF is a qualifying employer, employees at the University of Florida may qualify to participate in this program.

Employees who qualify for this program and would like to participate should complete Sections 1 and 2 of the PSLF Employment Certification Form and send the form to Recruitment and Staffing. Recruitment and Staffing will then complete Sections 3 and 4 and send the form back to the employee.

The PSLF form can be emailed to verify-employment@ufl.edu if it DOES NOT contain social security information. It should be faxed to 352-846-0668, hand delivered, or mailed to Recruitment and Staffing if it contains social security information.

For more information about the PSLF program and to find the PSLF form, please visit: the Federal Student Aid website.

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Employment Verification for Current and Former Employees

The University of Florida uses an automated employment verification service, The Work Number, to assist employees and verifiers with employment and salary verifications. The Work Number provides automated employment and income verification for current and former employees who terminated on or after January 1, 2004.

The Work number is used for:

  • Mortgage applications
  • Reference checks
  • Loan applications
  • Apartment lease applications
  • Social service agencies
  • Prospective employment

Employees benefit from having control of the process – by authorizing a verifier access to salary information.

Former Employees Terminated Prior to January 1, 2004

For former employees who terminated before January 1, 2004, employment verification can be requested via email to verify-employment@ufl.edu. Any questions about the employment verification process can also be emailed to verify-employment@ufl.edu.

Instructions for Current and Former Employment Verification

 

Employment Verification for current and former employees

Employment Plus Income Verification for current employees

Employment Plus Income Verification for former employees

Step    1 Provide your verifier with

  • University of Florida Employer Code: 13570
  • Your Social Security Number
Create a Salary Key

In order for the verifier to access your salary information, you must generate a salary key and provide it to the verifier. This six-digit number gives the verifier a one-time access to your salary information.

How To:

  • Logon to myUFL and navigate to My Self Service > Payroll and Compensation > UF TALX Verify Employment > Employment and Income Verification
  • Click on the “Prove your Income with a Salary Key” link
  • Click on Create a Salary Key button
Create a Salary Key

This is a six-digit number that allows one-time access, by the verifier, to your salary information.

How To:

  • Access www.theworknumber.com
  • Click on Enter Employee Section
  • To login: Enter the University’s employer code: 13570 or search by company name
  • Enter your Social Security Number
  • Enter your PIN, which is your birth date (mmddyyyy)
  • For first time users, you will immediately be asked to change your PIN
  • Click on the “Prove your Income With a Salary Key” link
  • Click on the Create a Salary Key button
Step  2 Direct your verifier to www.theworknumber.com to obtain verification of your employment. Provide your verifier with:

  • The University of Florida Employer Code: 13570
  • Your Social Security Number
  • Your salary key
Provide your verifier with:

  • The University of Florida Employer Code: 13570
  • Your Social Security Number
  • Your salary key
Step  3 Direct your verifier to www.theworknumber.com to obtain verification of your employment plus income.

*A salary key can be used only once. Once created, an unused salary key is valid for six months from the date of creation.

Direct your verifier to www.theworknumber.com to obtain verification of your employment plus income.

*A salary key can be used only once. Once created, an unused salary key is valid for six months from the date of creation.

How Does a Verifier Obtain Employment Verification?

To verify employment and income for a current or former employee at the University of Florida, you may log onto www.theworknumber.com  or call 1-800-367-5690. This is a paid service that you can access by using a credit card or becoming a member to get instant web verifications.

Necessary Information to Obtain Proof of Employment

  • The University of Florida Employer Code:  13570
  • Employee’s Social Security Number provided by the employee.
  • A salary key (authorization code) which is provided by the employee. (The salary key is only required if the verifier is requiring an income verification. Employees may get a Salary Key by visiting theworknumber.com/employees or calling 1-800-367-2884.) 

Instructions for Social Service Agencies to Obtain Employment Verification

To Register as a Social Service Agency

  • Call 1-800-996-7566 to register to use The Work Number.
  • Registration is a one-time process and takes approximately 48 hours.

For additional questions or more information regarding the benefits of membership, please call:

The Work Number Client Service Center

Monday – Friday; 7:00 a.m. – 8:00 p.m. (CT)

1-800-996-7566

1-800-424-0253 (TTY – Deaf)

Registered Social Services Users

  • Login to theworknumber.com/socialservices or call 1-800-660-3399 to get verifications.
  • Enter your registered fax number, if applicable, or other identifying codes.
  • The verification will be faxed directly to the pre-registered fax number.

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Frequently Asked Questions

Question Answer
How often is the verification data base updated? The University of Florida transmits an updated file to the Work Number following each bi-weekly pay cycle.
Are employees charged for verifications? Employees should not be charged for verifications from the Work Number. Most lending institutions or property managers charge flat loan-processing fees to cover the cost of verifications such as these. If employees receive a charge which is identifiable as a Work Number verification, they may request a refund of those charges from The Work Number by calling their client service center at 1-800-996-7566.
How secure is the site? The University of Florida transmits the bi-weekly file to The Work Number using FTP with PGP.

The Work Number uses very stringent data security standards and physical building security to protect the computer equipment and data center facility that runs the service. Activity on The Work Number site is recorded in system and application logs. This information is reviewed regularly as part of their standard practice. To view The Work Number privacy policy, visit http://www.theworknumber.com/Privacy/index.asp.

For additional information, contact The Work Number at www.theworknumber.com.

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