Release of Payroll Information and Employment Verifications

Scope

This policy applies to all current and former Indiana University employees.

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Policy Statement

It is the policy of Indiana University to provide payroll and employment information in response to requests from the public, to comply with valid court orders and governmental agency requests, and to verify the employment of current and former employees in response to their requests (or the authorized requests of third parties made on behalf of or with the written permission of current or former employees).  

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Reason for Policy

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. This policy establishes University Payroll responsibility for providing employment and payroll information in response to such requests.

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Procedures

University Payroll has the authority and responsibility to create, implement, monitor, modify, and enforce operating procedures and internal control processes consistent with this policy to ensure employment and payroll information is provided in compliance with the university’s legal obligations and in response to the requests of current and former employees. University Payroll may use the services of third party providers to respond to requests for verifications of employment. 

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Additional Contacts

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History

This policy replaces policy FIN-PAY-IV-130.

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