Records Management

Attention to Detail

Our Records unit collaborates with campus partners to maintain personnel information for each employee. We work to ensure that this information, which is related to the job and employment status of an employee, is complete, accurate and current.

The file serves as the historical record of information pertaining to an employee, from the date of hire to separation. We work to ensure that proper documentation is maintained for all employee actions. These actions include review, advisement, maintenance and retention of documents. We follow the General Records Schedule for Alabama Universities for employment-based records.

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Securing Documents

Auburn University strongly encourages the use of these pages to share documents with Human Resources in a secure and safe manner. Navigate to the correct page to upload documents by clicking one of the links below. For example, if you need to upload a Social Security Card, click "Verification Documents."

After a successful submission, you will receive a confirmation email to the email address you provided. Your document must be in one of the following formats: docpdftxtgifjpgjpeg or png. Each page includes instructions on how to properly upload and submit documents. Document types for each section are listed below. 

  • Payroll and Benefits: Tax Forms, Insurance forms, Dependent Eligibility Documents, Flexible Spending Account, Voluntary Retirement Forms, Life Insurance Change Form, FMLA paperwork, SCP application, Other Documents for Qualifying Events.

  • Onboarding (New Hire): New Hire Paperwork associated forms

  • Verification Documents: Social Security Card, Driver License, Passport, Other

  • TES New Hire: TES Request Form, TES New Hire Paperwork, TES Tax Forms, Notice To TES Employees, Signed Application, Other 

  • Employee Relations: Probationary Review Form, Initial Training Review Form, Spirit of Excellence Recommendation, Drug Testing Results, Employee Reprimand/Corrective Action, Performance Improvement Plans, Other

  • Employee ID Card Services: Valid Government Issued Photo ID, Current Photo

Email univhr@auburn.edu for additional information.

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Personnel Files

Our Records unit handles employee records which includes information associated with the employee's life cycle of an employee. This information is maintained in Banner, which is our Human Resources Information System, along with other approved web-based file document storage and retention systems.

Auburn University Human Resources (AUHR) maintains the employee's official file. 

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Employment Verification
Employment and wage verification requests for former and current employees are directed to i2Verify, an income and employment verification company which provides immediate access to employment and wage data. 

i2Verify automates the verification process by instantly and securely delivering employment information that requestors such as banks or government agencies rely on to make credit granting or benefit entitlement decisions (mortgages, loans, etc.). Our Office of Information Technology (OIT) has reviewed the data elements and business processes to ensure that i2Verfiy safeguards sensitive data. i2Verify is PCI compliant and has the necessary measures in place to safely store and protect Personally Identifiable Information (PII).

i2Verify clients include lenders, property managers, pre-employment screeners and social service agencies. Utilizing i2Verify for employment and wage verification benefits our employees and departments in multiple ways:

  • By eliminating the need for internal verifications, i2Verify reduces the turnaround time associated with employment or wage verification.  A properly credentialed verifier, such as a bank or mortgage company, can now securely access employment verification data at any time at www.i2Verify.com. This is especially beneficial during the periods when most Auburn University offices are closed, such as the weekend, or during extended holiday breaks.

  • Through the i2Verify employee portal, employees are allowed complete visibility into the verification process. Employees can block access to their data, generate their own reports or choose to be notified when someone views their data. 

  • i2Verify’s employment verification process is secure. Not only doesi2Verify validate the identity of all users of its system prior to allowing access to sensitive employee data, but a complete audit trail of every verification is created and then is made available to employees.

  • Live support is available during normal business hours by calling 1-888-458-6319.

Additional information

access

Personnel File Access

Employee personnel files are the property of Auburn University. An employee may request a copy or ask to view their own file by emailing humnres@auburn.edu. A representative will contact you regarding your request.

Other individuals and entities requesting file access of a current or former employee may also email humnres@auburn.eduThere must be a legitimate business reason for the request. A representative will contact you with a decision and, if approved, coordinate the access. Examples may include:

  • File review due to selection opportunity

  • A new supervisor who wishes to review an employee's file

  • A Human Resources Liaison who wishes to review an employee's file

Inspection and disclosure of personnel files are made at the university's discretion. 

For More Information
Last updated: 07/12/2021