State Service

Contact:

Email: payroll@tamu.edu
Fax: (979) 845-4134
Primary Contact:  Rhonda Norton   (979) 845-3056
Back-up Contact:  Nicki Cooks        (979) 845-2711

Current Employees:

Step 1

• Complete the Employment Verification Request form listing all prior state service. 
• Note that prior ISD and/or 2-Year Junior College employment is not state service
• Fax or email the completed form to Payroll.  Retain a copy for reference in completing Step 2. 

This is a required form; Payroll must know how many different agencies are involved before we start the review and update process.

Step 2

• Complete the Previous State Employment Verification Request form to request your state service time from any Texas State Agency other than TAMU, TAMUG, TAMHSC and/or TDEM. 
• Forward one completed form for each prior Agency directly to that entity; it is the employees’ responsibility to obtain the mailing, fax or email address of each agency (reference your copy of the form in step 1 to ensure you are contacting all prior state employers’) and send to them for form completion.

An employee SHOULD NOT submit this form to Payroll; it must be completed and returned directly to Payroll by each prior agency.

Step 3

• Once forms are received from ALL indicated prior state agencies, Payroll staff will start review and provide written notification to HR Professionals of:
• The amount of State Service updated in Workday by Payroll
• Reminder that HR Professionals may need to update Service Dates in Workday
• Amount of any missed Longevity or Hazardous duty pay the employee is owed (not applicable in all circumstances). HR Professionals will need to submit a Payroll Payment Request (PPR) form to Payroll for payout.

From your Workday home page, click the cloud icon in the upper right corner. If you have your personal picture as an icon, you can click it instead.

• Click View Profile underneath your name
• Click Overview on the Blue Ribbon
• Click State Service Tab to see your accrual.

If you believe your accrual is not accurate, please contact your Human Resources Hub professionals for assistance.

Transfers and Promotions 

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

Updates are generally needed under these situations: 

• New Hire – has previous employment with TAMU, TAMUG, TAMHSC or TDEM in a non-benefit eligible position such as student or temp/casual or previous employment at a different state university or agency. 
• Rehire – Previously worked at TAMU, TAMUG, TAMHSC or TDEM in a benefits-eligible position, terminated employment or transferred to a different state university or agency, and have been rehired. 
• Active Benefits-Eligible Employee – forgot to report prior state service during earlier onboarding. 

Former Employees:

You may submit a form or request from your current state agency to Payroll by secure fax or email. The form should include your social security number and approximate dates of service.

State Agencies:

Send your form or request for state service verification by secure fax or email. The forms should include the employee’s social security number and approximate dates of service. Responses will be returned by fax.

HR Professionals:  Overview – State Service versus Service Dates

In Workday, in a worker’s overview, all employees have a State Service tab. Information under this tab lists the total state service months for longevity or hazard duty tracking. This tab is updated by Payroll staff upon receipt and review of a completed Employment Verification Request form and/or completed Previous State Employment Verification form. Payroll then sends a letter to the HR Professional, letting them know the state service has been updated and asking that they use this information to update the Service Dates section of Workday. 

The HR Professional should consult the Workday Help Job Aid of “Edit Service Dates” to make needed Time Off Service Date entries and check the employees first month of accruals to see if any hours should be added. Payroll cannot edit service dates on behalf of an HR Professional. Please consult with HROE Leave Administration at leave@tamu.edu if you have any questions regarding the Edit Service Dates process.