HR Policies: Employee Files

Employee Files

The Human Resources Division is responsible for maintaining a file for each employee.

Files Maintained

The Information Services Office in the Human Resources Division maintains files for the following categories of employees:

• administrative & professional (codes 100/110)
• office/clerical (codes 106/116)
• laboratory/technical (codes 104/114)
• service (codes 107/117)
• casual (code 115)

For information on faculty and other academic appointment policies, contact the Office of Academic Appointments. For student employee files, contact the Wasserman Center for Career Development.

Content of Files

The employee file contains information on each employee’s work history at NYU, and biographical information including educational background and home and office addresses.

Access to Files

Employee files are the property of the University and access to them is restricted to:

• authorized University personnel who have a legitimate business need, or
• entities entitled by law, as determined by the Office of Legal Counsel.

For more information, see Verification of Employment and Salary Information.

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Verification of Employment and Salary Information

The Work Number®, an independent service, provides a secure way for employees to authorize third party verifiers (like lenders, landlords, and social service agencies) to confirm their NYU employment and salary information.

Only the employee may authorize the release of his or her salary information to the verifier. To find out more about this service, go to The Work Number Web site, or call their client service center at 1-800-996-7566.

This service is available to:

• all current employees
• anyone who has separated from the University within the last three years

If an individual has been separated from the University for more than three years, no information is provided by The Work Number® or the University.

For more information, see Easier Employment Verification within this site.

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Human Resources Information System (HRIS)

The University uses an electronic Human Resource Information System (HRIS) to pay employees and carry out all related benefits administration and reporting. Employee information in HRIS include employment status, job assignment, biographical, benefits eligibility/elections, and tax information.

Adding an Employee to the University's Payroll

A Personnel Action Form (PAF) must be completed to add each employee onto the University’s payroll.

Implementing Changes in Employee Status and Job Information

All payroll changes must be effected through the appropriate PAF (PAFs may be accessed online). Supervisors and employees are responsible for informing their Human Resources Representative of changes, including job duties, work schedules, and status. Human Resources Representatives are responsible for processing PAFs to implement these changes.

PAFs are available online

• PAF-CN Change-Non Primary
• PAF-EA (Employment Addendum) Faculty
• PAF-EN Employment-Non Primary
• PAF-EP Employment-Primary

Depending on the type of action and the object code of the appointment, PAFs are routed as follows:

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Disclaimer

The policies included on this web site do not constitute a contract of any kind. Every attempt has been made to accurately represent the policies and benefits programs. The plans and policies described here are based generally on plan documents and University policies that govern the operations of the plans. If there is a conflict between the information presented here and the information contained in the plan documents and University polices, the plan documents and University policies always govern and are the controlling documents. The University reserves the right to change, amend or terminate any of its human resources policies and/or benefits plans at any time for any reason, with or without notice.

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