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Employee Records

FAQs - Employee Records

  1. What information is kept in an employee's official file?
    Any information related to the employee's employment history: applications, PARs, performance appraisals, disciplinary actions, commendations, Separation Sheets, etc.
  2. Am I able to obtain copies of documents from my file? If so, how?
    Yes, you may obtain copies of documents from your employee file by presenting a valid picture ID to the Records Associate. If you are gone from the university for more than six (6) months, you must do an open records request in order to obtain copies from your file. You may contact the UK Legal Office, located in Room 301B Main Building, in order to file such a request.
  3. What is employment verification and what are the appropriate procedures for having one completed?
    An employment verification is a document issued by an organization (such as a lending organization) that verifies an employee's job title, dates of employment and/or pay rate.

    The employee should bring the requested document first to Employee Records for completion (Room 21A Scovell Hall), mail to (HR Records, 21A Scovell Hall, Lexington, KY 40506) or fax to (859-257-8514). The document MUST include the employee's legal name, Social Security Number and the name, address and phone number of the person or company to whom it should be sent.

  4. I received a request asking for a verification/work reference for someone who I previously supervised/who formerly worked in my department. Should I complete it or send it on to HR Employee Records?

    It is the University's strict policy to give only dates of employment, job title, hours and salary (with a signed release) on all verifications for any UK employee. Due to legal and confidentiality issues, please do not complete these in your dept. Forward to HR Records, Room 21A Scovell Hall, or call Janetta Crouch 257-9485.

    For more information, please see HR Policy & Procedure 6.0: Staff Employee Files