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State Service Verification
*for TAMU, TAMUG, TAMHSC, & TDEM only

Active Employees to Adjust Total State Service Months in Workday

Purpose:

  • To adjust your Total Service Months under the criteria outlined below

Adjustments are needed under these situations:

New Hire:

  • have never worked within the Texas A&M System but has prior state service with a different University or Texas State Agency
  • had previous employment in a non-benefit eligible position such as student or temp/casual
  • has prior Texas A&M System employment other than with TAMU, TAMUG, TAMHSC, or TDEM.

Rehire:

  • has previous TAMU, TAMUG, TAMHSC, or TDEM employment. The position ended. You were later employed by a Texas State Agency or qualified University and left that job.  You have now been rehired at TAMU, TAMUG, TAMHSC, or TDEM.
  • has previous employment with TAMU, TAMUG, TAMHSC, or TDEM. You transferred out to work at a Texas State Agency or other qualified University or System Agency. You have now been rehired at or transferred back to TAMU, TAMUG, TAMHSC, or TDEM.

Active Employee:

Not previously aware that adjustments might be needed.

Note: If you are transferring to a new position or your current position is reclassified within the same university or agency, updates are not needed since your employer is unchanged.

Reasons for State Service adjustment:

  • Potential for Increased Longevity or Hazard Pay
  • Potential for Increased Vacation Time Off Accrual

Forms to be Completed by Employee

Step One

  • Complete the Employment Verification Request form listing all prior state service.
  • Note that Prior ISD and/or Two-Year Junior College employment is not state service.
  • Fax or email the completed form to Payroll.
  • Retain a copy for reference in completing Step Two. 

This is a required form; Payroll must know how many difference entities are involved before we start the review and adjustment process.

Step Two

  • Complete the Previous State Employment Verification Request form to request your state service time from any Texas State Agency or qualifying University System other than TAMU, TAMUG, TAMHSC, and/or TDEM.
  • You must complete a separate form for each entity listed on the form copy from Step One.
  • Forward directly to the agency or university system; it is your responsibility to obtain the mailing, fax, or email address of each.
  • DO NOT submit these forms to Payroll; they must be completed and returned directly to our office by each prior entity.

Step Three

After completed forms are received from ALL indicated prior entities, Payroll staff will start reviewing, make any necessary adjustments, and provide written notification to the HR Professional supporting your employment of:

  • The amount of State Service adjusted in Workday by Payroll
  • Reminder that HR Professional may need to update Service Dates in Workday.
  • The amount of any missed Longevity or Hazard duty pay the employee is owed (not applicable in all circumstances). The HR Professional will need to submit a Payroll Payment Request (PPR) form to Payroll for payment.

How to View Total State Service in Workday

  1. From your Workday home page, click the people icon or personal picture in the upper right corner.
  2. Click View Profile underneath your name.
  3. Click Overview on the White Vertical Ribbon on the left.
  4. Click the State Service Tab to see your accrual.

If you believe your total months of state service are not accurate, you can start the Verification process outlined above or contact the HR Professional who supports your college or agency.

Former Employees, State Agencies and other qualified University Systems 

Send your form or request for State Service Verification by secure fax or email. The form should include the last four digits of the employee’s social security number and approximate dates of service. Requestors should provide their contact information in case our office has questions. Our responses will be returned by fax.

Contact:
Form Submission and/or Questions: payroll@tamu.edu
Fax: (979) 845-4134
Primary Contact: Rhonda Norton (979) 845-3056
Secondary Contact: Debbie Pena (979) 458-4078