Employment Verifications & Records

Employment Verifications Records Requests Records Retention Records Scanning

Employment Verifications

The University of Florida only verifies paid employment for current and former employees up to 25 years after separation from the University. If you are inquiring about employee’s performance, please contact the employee’s department directly.

Third Party Employment Verification Notice:
The University of Florida does not provide any additional information beyond what is listed in The Work Number. Requests for verbal or manual verifications are no longer accepted.

Public Service Loan Forgiveness (PSLF)

What is it?

The 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.

The University of Florida is a state government institution and public university that meets the federal requirement of “public service organization”. UF employees may qualify for this program.

Who qualifies?

• UF employees must have a total of 30hrs Full-Time Equivalency (.75 FTE) or more and be paid directly from the University of Florida
  • UF employees are defined by paid appointments including but not limited to staff, faculty, OPS, and student employment
  • Arrangements that are not eligible for PSLF verifications include: fellowships and lump-sum records; in addition to any unpaid arrangement including but not limited to courtesy faculty, volunteer assignments, etc.
• Part-time employees (below 30hrs at UF) may be eligible to apply for the PSLF Program only if they have a combined total of 30 hours with two qualifying employers. The combination of a total of 30 hours is considered full-time by the Department of Education.

Note: We are unable to verify employment for UF-related entities such as Shands/UF Health (Gainesville and Jacksonville), University Athletic Association (UAA), Florida Fresh Dining (Chartwells), UF Bookstore (Follett), etc. Employees of those entities must work directly with their HR departments on confirming employment.

How to submit the form?

Qualified employees can utilize the PSLF Help Tool to generate an electronic form with the Office of Federal Student Aid under the U.S. Department of Education.

To prevent delays with your form’s approval, please ensure the start and end dates, average hours worked, and other information is accurate prior to submission. For more information about the PSLF program, please navigate to Federal Student Aid . For questions on confirming UF employment for PSLF certification, please contact us at ufhr-employment@ufl.edu

Third Party Verification

*Do not send any Social Security Numbers via emails, within text content and/or attachments* 

The Work Number is the official employment and income verification tool at the University of Florida. It provides secure automated verification for current and former employees who terminated on or after January 1, 2004, and their online portal is available 24 hours a day, 7 days a week. This service is updated each bi-weekly pay cycle.

• The University’s employer code is 13570.
• A signed release form is required when requesting employment data of a student. All student employees, including graduate assistants are protected under Federal Family Educational Rights and Privacy Act of 1974 (FERPA).
• All employment and income verification requests must use The Work Number®  

Advantages of Using The Work Number

Only need to verify if they are an active employee?
Try our UF Directory!

Our University directory will list any employee who is active in our system. Please note, if an employee does not appear in the directory then additional steps may be necessary in order to verify if they are currently active for select employees (student employment and employees who wish to remain private). UF Directory: https://directory.ufl.edu/

UF Related Entities

UF Health (Shands), University Athletic Association (UAA), and Gator Dining are UF-related entities that maintain their own payroll and personnel records. Employees for the below entities are not part of the University of Florida’s job data system.

Please contact these entities directly for instructions on how to verify employment.

Medical Credentialing

If seeking affiliation or credentialing information for a medical center employee, please use the Verification of Affiliation and Privileges form to verify your request.

Current & Former Employees

Verifying Your Own Employment?

An Employment Data Report is available to UF current and former employees instantly. The information includes most of your employment dates and income information, plus a list of each time a verifier has attempted to access some or all of your data using The Work Number. Listed below are available instructions:

1. Visit https://theworknumber.com/solutions/consumers/employment-data-report/
2. Scroll down to select your choice of employment data report: online, phone, email, or mail
3. If you choose the online retrieval option, follow the steps below:
   • Select Request Your Data
   • Enter the Employer Code: 13570 and then click on the magnifying glass
   • Select “University of Florida” and then “Select Employer”
4. If you have previously created a User ID, then enter your ID followed by your password
5. If you have not created a User ID previously, then select Forgot User ID?
   • Key in your personal information and follow the prompts to verify your identity
   • Follow the steps to create your personal User ID and password
6. Once logged into your account, select “Request Instant Online Report” and follow the steps
7. For those who need proof of income, please proceed to the next step.
   • Click on “Prove Income to Verifiers” and then “Create a Salary Key”

Government

Law enforcement agencies may direct their forms via email at verify-employment@ufl.edu or mail at our physical address listed for specific verification information.  Please provide a release form and contact information.

Address
Employment Operations & Records
903 West University Avenue
Gainesville, FL 32601

Military Veterans

VA Request for Employment Information in Connection with Claim for Disability Benefits

• The University can complete sections II and IV, the form should be sent blank.
• The email should contain your legal name, UFID and/or DOB.

Do not add social security numbers if submitting via email.

Email: verify-employment@ufl.edu

Retired Veterans

Section IV will need to be completed by the Division of Retirement

• Toll-free Phone: 844-377-1888
• Phone: 850-907-6500
• D. Phone: 800-955-8771
• Fax: 850-410-2010
• Email: retirement@dms.myflorida.com

Records Request

What is a Record?

Everything the university community creates – both in hardcopy and/ or electronically, is considered a record. University records are public records and may not be destroyed and/or transferred without an official retention period approved by the University Records Manager. All records must be retained according to a legally approved records retention schedule.

For more information, please visit UF George A. Smathers Libraries – What Is A Public Record?

The State of Florida formally defines a record in Chapter 119.

Types of Records Request

Below is a list of records requests with information on how to proceed if your department or college were to receive one.

Public Records

If you are submitting a public records request, please visit the Public Records Request website.

Subpoena

If you receive a subpoena, or for any inquiries or please contact general-counsel@ufl.edu.

Personnel Records

Requesting Your Own File:

• You may request your personnel file via email at ufhr-employment@ufl.edu
  • While email is the most convenient method for personnel file requests, you may also request your file by phone or in-person.
• Please include your UFID and/or DOB in the email request.
• Requests outside an individual’s personnel file, may require a labor fee.

Do not provide your Social Security Number via email.

Requesting Someone Else’s File:

• Please submit your request through the Public Records Request.

Protected Files

Some categories of people, including police officers and their spouses, victims of certain crimes, internal audit personnel and guardians ad litem may have additional protection under Florida law for specific personal information. The university generally does not disclose personal information, such as birth certificates and home address for these individuals unless otherwise required by law.

Department’s Role in Records Request

Since the University of Florida is a public institution, we are governed by the State of Florida Statue, Section 119, regarding public records; thus, personnel files are subject to public review.

The staff members from Employment Operations and Records (EOR) serve as record custodians 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.

What to do if you Receive a Records Request?

In any instance where a person is served a subpoena, notice of deposition, or other legal process that relates to university business, that person shall immediately inform the UF General Counsel.

Contact
Barbara Wood
Email: blwood@ufl.edu
Phone: (352) 392-1358

How to help Answer Records Requests?

In order to efficiently collect all needed documents, there are times when EOR will ask campus HR departments to assist in answering a request. Below is a breakdown on how departments can help provide the best service to the requestor.

• Provide all responding records by EOR’s due date.
• Provide only departmental documents that have NOT been uploaded to OnBase.
• Notify EOR by emailing HR Employment if your point of contact who can assist with public records has changed.
• Send all files through Dropbox.

Retention

Each record must come to an end. No need to compile stacks of documents after they have reached their retention period, just remember to dispose of the documents per its category instructions.

What is a retention schedule?

Retention schedule describes the minimum amount of time a type of record should be retained by the institution. These retention schedules are constantly updated as we learn about new records created and received by the University.

Why do we need retention schedules?

It is a form of records management that supports university functions such as recordkeeping practices and meeting legal retention requirements. Other reasons to consider is that some records have long-term value and are expected to remain with the University indefinitely.

In other words, a retention schedule helps UF Departments decide which documents must remain, and what documents can be disposed, and when. Retention Schedule guidelines provides consistency and clarity among the University.

The University of Florida uses two different types of retention schedules:

• Created by the State of Florida
• Created for the University of Florida

What are some of the common retention schedules?

The General Records Schedule have been grouped by following topical subjects:

• Police Records
• Public School Records
• Public Libraries
• Grant Records & Research
• University of Florida

Please note that below are retention schedules most commonly related to Employment Operations & Records. Remember to review the full description in General Records – University of Florida PDF

Attendance and Leave Records pg. 7

Schedule Identifier: GS1-SL #116

Retention Period: 3 fiscal years

This record series consists of requests or applications for vacation, sick, family medical leave act (FMLA), and other types of leave including leaves of absences; time sheets or time cards along with any required documentation (medical statements or excuses from a physician, jury duty summons, or military orders, etc.) submitted by an employee to document authorized absences; reports of leave hours used and accrued during a pay period; and reports of leave balances for all agency employees. NOTE: Use PAYROLL RECORDS: SUPPORTING DOCUMENTS if the records are used at least in part to determine or verify pay or benefits.

Employment Application and Selection Records pg. 20

Schedule Identifier: GS1-SL #24

Retention Period: 4 anniversary years after personnel action provided any pending litigation is resolved.

All records that document the selection process and justify the selection decision, including job opportunity announcement and recruitment efforts, position description, applications and resumes for employment, list of eligible candidates, further description in General Records Schedule.

Employment Eligibility Verification Forms pg. 20

Schedule Identifier: GS1-SL #420

Retention Period: 3 anniversary years after the date of hire or 1 anniversary year after individuals’ employment is terminated, whichever is later

All Employment Eligibility Verification Forms (I-9) that contain information used by employers to verify the identity and employment authorization.

Personnel Records: College, Division, or Department COPY pg. 38

Schedule Identifier: #4

Retention Period: 5 years after termination provided no litigation is pending

A copy maintained at the departmental level for full-time staff and faculty. Must contact Human Resource Services to receive authorization and reassure official records are stored appropriately.

Promotion/ Transfer Request Records pg. 41

Schedule Identifier: GS1-SL #139

Retention Period: 4 anniversary years after personnel action, provided any litigation is resolved, or 4 anniversary years after expiration of the request period if no vacancy occurs prior to expiration.

Documents employee requests for transfer or promotion within the agency. May include requests for promotion or transfer, copies of employment applications, any promotional level tests, and the tests results. See also EMPLOYMENT APPLICATION AND SELECTION RECORDS, STAFF ADMINISTRATION RECORDS, and PERSONNEL RECORDS.

Staff Administration Records pg. 49

Schedule Identifier: GS1-SL #371

Retention Period: Retain until obsolete, superseded, or administrative value is lost

Records of documentation maintained in program offices, often by supervisors or program manager. Records may include copies of position descriptions, performance plans, performance and disciplinary documentation, leave request, emergency contact information, and other documents filed in the agency’s personnel file. These files are NOT Personnel Files or duplicates, although some documents officially files in the Personnel File might be duplicated. See also Disciplinary Case Files: Employees, Personnel Records.

Destruction/Transfer of Records

What is a transfer?

These are records that may be transferred to the custody of the University Archives if they have been labeled as “permanent” or having “archival value” by the records retention schedule. More information can be found at Transfer to University Archives.

What falls under destruction of records?

Corresponding forms and instructions on how dispose documents are available at Disposal of Records.

Contact

UF George A. Smathers Libraries
Phone: 352-273-2678
Email: lib-recordmanagement@uflib.ufl.edu

For more information please visit the Records Management website

Scanning

The University of Florida acquires and maintains several records during the employment lifecycle of its employees. In the State of Florida, there are several requirements agencies must follow in order to scan records and dispose of the original paper documents.

As a general rule, we are all responsible to adequately manage all documents through the appropriate creation, maintenance, and disposition of records during the course of university business (Florida State Statue). Below is the university’s general overview of records and scanning.

What is a Record?

As a state agency, everything the University community creates – hardcopies and electronic – is considered a record, regardless of physical form or characteristic. University records are public records and may not be destroyed or transferred without the appropriate retention schedule procedures, as further discussed under Retention.

Expectations & Responsibilities

The University of Florida is subject to laws regarding official records and transparency. Subsequently, the university and every employee have the legal responsibility to demonstrate the proper care and management of its records. Here are some expectations we should abide by:

What are UF’s expectations and responsibilities?

• Establish standards, policy, and procedures related to University business requirements and needs
• Ensure campus compliance with public records laws under the federal and state statutes such as Chapter 119 of the Florida Statutes
• Maintain records retention schedule up-to-date and assist with the preservation of University records
• Provide suitable resources to assist departments in complying with their expectations and best practices
• Keep departments and employees informed of new or updated guidelines per State and University standards

What are the Department’s expectations and responsibilities?

• Create only the records it needs
• Keep records for appropriate amount of time per retention schedules
• Dispose of records promptly and in an appropriate manner once its’ retention period has expired
• Keep records that can be easily found and reviewed
• Make sure the records are not damaged or destroyed
• Notify Employment Operations & Records with any questions or changes in point of contact

Feel free to review the George A. Smathers Libraries’ Records Management website for additional information on how to manage your departmental records.

Scanning Process & Requirements

If you have paper documents that you wish to digitize and send to UFHR Employment Operations & Records to include in an employee’s personnel file, please follow the procedure outlined below. Our goal for this electronic scanning process is to provide departments a secure and easy-to-follow method of updating an employee’s personnel file outside the regular business workflow of hiring, making changes to benefits, disciplinary actions, etc.

Please note, documents requested to be added to an employee’s personnel file will be reviewed by Employment Operations & Records staff to ensure their appropriateness.

*Note: If you are being audited or have received notice of an audit, if there is litigation regarding the records (or even pending litigation), or if there is a public records request, the original paper records should not be destroyed until the matter is resolved and the destruction hold is lifted. This applies even if you have scanned them according to UF’s scanning policy.

Create Your UF Dropbox Account

In an effort to simplify the exchange process of files, the University of Florida has partnered with Dropbox. UF Dropbox keeps files secure under University’s privacy regulations while making it easy to transfer important files. To create and sign-up for an account visit the UF Dropbox website.

Use UF Dropbox to facilitate secured document transactions between Departments and UFHR.

Setting Up Your Department Scanning Folder

This procedure is only for Level 1 HR approvers across campus. Department originators wishing to send electronic documents to UFHR, please work with your Level 1 HR approvers to set up a folder with UFHR.

1. Contact ufhr-employment@ufl.edu to receive access to your department’s shared folder. State in the email your department name, department ID, and document type that will be submitted. HR will respond with a link to your shared folder along with further instructions.
   Example: College of Liberal Arts & Sciences, 16050000, Outside Activities Form
   
2. Provide the names and emails of those in your department that may also need access to the shared folder.
3. Using the link provided by UFHR, upload your files to your Dropbox folder following the appropriate format listed in the Preparing Your Documents 
4. HR will notify your department via email once the document has successfully been uploaded to OnBase.

Preparing Your Documents

Any record can be scanned entirely, including color text documents, images, plans, etc. Review the following requirements before uploading any files onto your shared Dropbox folder.

1. Ensure all documents are legible before and after scanning, including images. Each scanned document must be visually inspected to ensure that the image is complete, clear, and easily read.
2. Ensure scanned records are compared to the original paper document for accuracy. This will prevent from uploading duplicate files.
3. Ensure documents outside the scope of the hiring process, changes to benefits, and employee relations workflow, are acknowledgement by the employee via signature is listed. This includes any signatures, stamps, seals, or other required features for any document.
4. Ensure all files are labeled with the Document type, Employee’s full legal name and UFID.
   Example: Hiring Documents.Albert Gator.12345678.PDF
   

Technical Scanning Requirements

• Records must be scanned at a minimum of 300 dpi (dots per inch).

Format

• Scanned records must be saved as PDF files. JPEG is not an acceptable format.
• File Naming Convention (FNC) – naming your files in a way that describes what they contain
  Example: Hiring Documents.Albert Gator.12345678.PDF
  

Scanning Best Practices

We understand scanning can be tricky. Below are some tips on how to avoid common scanning issues within your department.

Image Enhancement

• At times, there may be a problem with the final scanned image that makes it difficult to read and less than usable. If the scanned document is to replace the original paper record these common problems must be corrected.

Speckles, spots, or lines on the scanned image:

• Clean the glass on the scanner

Scanned image is crooked or cut-off:

• Place the document on the glass rather than using the document feeder.

General readability issues:

• Increase the scanning resolution to a setting higher than 300 dpi (dots per inch).
• Scan in color rather than black & white.
• Adjust the scanner’s darkness/contrast settings.
• Watermark or background interferes with readability:
• In addition to the above recommendations, check if the scanner has a “background suppression” setting and that it is turned on.

Document is oversize:

• Either make multiple scans, adjust the image size settings, or reposition the original so that all of the relevant text is captured.
• If the condition of the original paper record precludes a good quality scanned image from being produced, the paper copy of the record will have to be maintained.

Retention Schedules

Not everything lasts forever. A retention schedule is similar to an official expiration date for the types of records within the University. No record may be legally destroyed unless its retention period is approved. Departments are responsible for all transfers or destruction of records.

For more information, please visit UF George A. Smathers Libraries – Disposal of Records.

Still Need Assistance?

Email ufhr-employment@ufl.edu with any questions you may have. We are happy to work with you!