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

Contact Employee Records to request your personnel file. Please submit requests through email.  Photo identification is required before files may be released.  Below is the contact information for Employee Records:

Voicemail: 520-621-5970
Email: records@email.arizona.edu
Hours: Mon - Fri, 8am - 5pm

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 be directed to Human Resources Employee Records via email at: records@email.arizona.edu

Requests for detailed payroll information or income verification must be uploaded to the Financial Services secure upload at: https://www.fso.arizona.edu/accounts-payable/upload or mailed to:

Accounts Payable
University of Arizona
888 N Euclid, Ste. 402
Tucson, AZ 85721

or delivered to

888 N. Euclid Ave., Ste. 402

For questions regarding payroll information, please contact Financial Services directly at 520-621-9097 or accts_pay@fso.arizona.edu.

Employment Verification for Public Service Loan Forgiveness

The University of Arizona is a qualifying employer for Public Service Loan Forgiveness. To find out whether you might qualify, visit the Federal Student Aid website at https://studentaid.gov/manage-loans/forgiveness-cancellation/public-service. For questions about the PSLF process, phone PSLF Customer Service at 855-265-4038.

To request PSLF employer verification, please send an email to Employee Records at records@email.arizona.edu. We will then email you the fillable form with sections 3 and 4 completed, so that you can complete the other sections. To protect yourself from identity theft, do not email us a partially completed form with any personally identifiable information.