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Employee Records

Accessing Employee Files

Arizona Board of Regents Policy 6-912 limits access to personnel records to:

  • The individual employee and others authorized by the employee in writing
  • Certain officers of the university
  • In response to a lawfully issued request such as a subpoena or judicial summons

Current employees may come to Employee Records at the University Services Building, 888 North Euclid, Room 115, to view their personnel file. Please call to schedule an appointment, 621-5970, during normal business hours (8 a.m. to 5 p.m.). Photo identification is required before files may be inspected or photocopied.

All subpoenas must be served directly to the Office of the General Counsel, Administration Building Room 103.


What's In A File

Employee Personnel File may contain:

  • Original Resume, CV, or UA application
  • Offer letters
  • Hiring forms
  • Signed Notice of Appointment and Reappointment
  • Personnel Action Forms
  • Performance Reviews
  • Supplemental Compensation forms

Departmental "Working" File may contain:

  • Duplicate copies of personnel file contents
  • Training certificates
  • Thank you notes
  • Performance Reviews

Retention Timeframe

Retention: State of Arizona HR Personnel Records Retention Schedule


Employment Verification

Verbal Verification

The University receives many calls from prospective employers, financial institutions, and other businesses seeking employment-related information. Human Resources limits verbal verification to name, title, dates of employment, current status, department, and salary. Because some employees have legal reason to protect even this basic information, all inquiries must be directed to Human Resources Employee Records at (520) 621-5970.

Written Verification

All requests for written employment verification must contain the employee's signature authorizing the University to release such information. Employee Records will mail a copy of the completed written verification to the employee's last known address. All written inquiries must be directed to Human Resources Employee Records via fax at:

(520) 626-4474

or via U.S. mail at

University of Arizona
Human Resources - Records
PO Box 210158, Tucson, AZ 85721-0158 

Written requests for detailed payroll information must be mailed to:

University of Arizona 
Payroll Operations 
PO Box 3310 
Tucson AZ 85722-3310

or delivered to

888 N. Euclid, Rm. 402.

For additional information, please contact Payroll directly at (520) 621-9097.