Employee Records

Employee Record Services facilitates storage and retrieval of UTSA employee records, as well as verification of employment, state service transfers and consulting on records-related questions. 

Employee Name Change

Employees should notify People Excellence of any changes to their legal name. Additionally, employees may request to use a preferred name in the UTSA Directory, Banner, Outlook, Teams and their UTSA email address. Visit the Employee Name Change page for legal and preferred name change instructions.

Employee Records Policy

With a few exceptions, you are entitled to be informed about the information UTSA collects about you. Under Sections 552.021 and 552.023 of the Texas Government code, you are entitled to receive and review this information. Under Section 559.004 of the Texas Government Code, you are entitled to have UTSA correct information about you that is held by us and that is incorrect, in accordance with the procedures set forth in the University of Texas System Business Procedures Memorandum 32. The information that UTSA collects will be retained and maintained as required by Texas records retention laws (section 441.180 et seq. of the Texas Government Code) and rules. Different types of information are kept for different periods of time.

Employee Records File Review

An UTSA employee wishing to review their personnel file may contact People Excellence to request an employee file review. Please email your request and provide a valid picture ID card to access your record.

Employment Verification

UTSA partners with The Work Number, an external agency, to provide verification of employment, income and immigration. The Work Number is an automated service that securely provides instant employment and income verifications. It can be used when applying for a loan, buying a car, leasing an apartment, qualifying for public assistance, requesting immigration verification or similar instances where proof of employment or income is needed. Visit the Employment Verification page to learn more about how to use The Work Number.

Open Records Request

If you wish to submit an open records request to UTSA, you may do so by visiting Open Records and  submitting an online request.