Employee Records

Personnel Documents and Service Verifications

UTMB must maintain an official personnel record for all regular and non-regular employees. Personnel records contain information related to the application and hiring processes, disciplinary actions, benefits, career development, training, etc.

HR Employee Records works with employees and leaders to ensure an understanding and standardization of procedures relating to the security and management of institutional and departmental personnel records.

For Sending and Inquiring About Personnel Documents


For Submitting Employment and Income Verifications



Employment and Income Verification
Employees may request proof of employment or income through The Work Number, an automated service provided by UT System. The service gives employees greater control over the verification process and allows them to authorize access to others. It is available 24 hours a day, 7 days a week, and may be used when applying for a loan, leasing an apartment, buying a car, qualifying for public assistance, verifying references, etc. Click here for detailed instructions on using The Work Number.

Immigration Verification
Employees also may use The Work Number to verify employment status for immigration purposes. Please be advised that if you are leaving the United States for personal or business reasons and require an employment verification letter, your letter cannot be dated more than three days before your departure date per U.S. Customs requirements. If your letter is not dated within the three days of your departure, you may not be allowed re-entry into the United States. Click here for detailed instructions on using The Work Number.


Under state and federal law, the public can make requests for information about the affairs of government and the acts of public officials and employees. The information released as a result of these requests can include the personal information of state employees.

Please be advised that you may elect to keep certain categories of personal information confidential in the event of such a request by updating your public disclosure through Employee Self Service. Failure to update your public disclosure may result in the release of your emergency contact information if requested. Click here for more details.

Additional Resources

Please note:

  • Personnel files are not confidential and are subject to the Texas Open Records Act.
  • HR Employee Records does not maintain student records or transcripts; those documents are retained in Enrollment Services.
Contact:     employee.records@utmb.edu       HRRecords@utmb.edu       (409) 747-7995