Payroll Standard Operating Procedure 19.0: Release of Payroll Information & Employment Verifications
Subject: Release of Payroll Information & Employment Verifications
Source: Financial Management Services
Original Date of Issue: August 2017
Date of Last Revision:
Rationale: To establish guidelines for the release of public payroll information and for the conduct of employment verifications.
Indiana University is a public agency subject to Indiana’s open records law. As such, the university is obligated to provide certain payroll and employment information upon request from members of the public. Further, current and former employees often want the university to verify their payroll and employment information for background checks, loan applications, and benefits enrollment. The type of information that University Payroll can release depends upon who is making the request and the manner of the request.
If the employee has initiated the release of information
Traditional Lender (for mortgages, auto loans, etc.): University Payroll will direct the requestor to The Work Number to access the requested information. If The Work Number cannot satisfy the request, then after receiving copy of the request with the employee’s written authorization, complete the form providing the requested information and return it via secure fax or mail. Verify the fax number before transmitting the form.
Government Agency (FSSA, DOE Public Service Loan Forgiveness Program, SSA, Department of Workforce Development, and U.S. Office of Personnel Management, etc., for background checks, loan forgiveness, and benefits enrollment): After receiving a copy of the request, University Payroll will complete the form, providing the requested information, and return it via secure fax or mail to the requestor. University Payroll will verify the fax number before transmitting the form.
If the employee has not initiated the release of information
General request from the public:
- Telephone inquiries. Provide the following information:
- Whether a person is an employee of the University
- The department in which the employee works
- The period of the employee’s employment
- If a requestor wants additional information, ask for a written request.
- Written requests and walk-in traffic: Provide the following information:
- Employee Name
- Job title
- Business address
- Business telephone number
- Dates of first and last employment
If a requestor seeks information regarding the employee’s job description, education and training background, previous work experience, ask UHR to provide that information to the requestor. If the requestor seek additional information beyond the items outlined, forward the request to the General Counsel’s Office and ask for guidance.
Court Order (other than a garnishment order): Immediately forward the order to the General Counsel’s Office.
Garnishment Order: Immediately forward the order to University Payroll Operations.
Governmental Agency Request (for reasons other than for background checks, loan forgiveness, and benefits enrollment): Immediately forward agency request to the General Counsel’s Office.
Discovery request issued pursuant to a legal proceeding: Immediately forward the discovery request to the General Counsel’s Office.
- Payroll Compliance, FIN-PAY-001
- Release of Payroll Information and Employment Verifications, FIN-PAY-060
- Right to Inspect and Copy Public Agency Records or Recordings, Indiana Code 5-14-3-3
- Records and Recording Exempt from Disclosure, Indiana Code 5-14-3-4
Responsible Organization: Financial Management Services