Records Administration
The Records Administration Division of Human Resources is committed to maintaining the integrity and confidentiality of employee personnel records.
Our Mission
The primary function of the Records Administration Division is to provide support to University and UAB Hospital departmental representatives in the processing of personnel actions via the UAB Administrative System and the ACT form. The division also maintains all documentation related to personnel actions throughout an individual’s employment with the University and UAB Hospital.
The Records Administration Division of Human Resources is a service oriented team dedicated to:
- Ensuring accuracy and appropriateness of documentation to support personnel actions
- Reviewing and approving all Appointment, Change and Termination (ACT) documents on employees of the University and UAB Hospital for accuracy and completeness
- Examining and storing the Employment Eligibility Verification Form I-9
- Providing employment verifications
- Maintaining biweekly accrual records
- Communicating UAB policy to ensure appropriate and consistent application throughout the University and UAB Hospital
- Facilitating the Leave of Absence Process and the Sick Time Donation Process
The Records Administration Division is committed to providing excellent service in a prompt, courteous and efficient manner to our creative and dynamic community.
What's New
E-Verify Compliance Required As Of September 8, 2009
Effective September 8, 2009, as a federal contractor, UAB is required to use the E-Verify system to verify employment eligibility of employees working in the United States on assignments paid by a federal contract that includes the Federal Acquisition Regulation (FAR) E-Verify Clause.
I received an “E-Verify User Message” – What Now?
Please do not begin another action (via ACT or Salary Reclass) on the employee until you have contacted HR Records and we have reviewed and resolved the issue.
Please email HRMRecords@uab.edu with the following underlined information as the subject.
For ACT Documents: “E-Verify User Message and the ACT Document Number”
Example: “E-Verify User Message – ACT Document Number 123456” and include additional information in the body of the email. A HR Records Representative will take the information provided and perform the E-Verify check. Once a result is received, an email will be sent to the requestor releasing the document for submission.
For Salary Reclass Forms: “E-Verify User Message and Employee Name and Identification Number”
Example: “E-Verify User Message – Sally Doe, ID 1234567” and include any additional information in the body of the email. A HR Records representative will take the information provided and perform the E-Verify check. Once a result is received, an email will be sent to the requestor releasing the document for submission.
For more information about the E-Verify program, please click here.
Alternative Work Schedule Assignments
- Alternative Workschedules Guidelines
- Alternative Work Schedule ACT Document Processing
- AWS 32 Hour Template
- AWS 10 Month Template
Please feel free to contact Records Administration with questions at 4-4408.
Viewing Your Personnel File
If you are an active UAB employee or retiree, you may review your personnel file by following the steps below:
- Call Records Administration at 205.934.4408 to schedule an appointment.
- Schedule the appointment during regular business hours and at least 24 hours prior to viewing.
- Bring your driver's license or your UAB badge with you. A picture ID is required in order to view the file.
Note: Should you wish to make copies, there will be a charge of 25¢ per sheet copied.