Employee Records

Verbal Verification

NMSU HRS receives many calls from prospective employers, financial institutions, and other businesses seeking employment-related information. NMSU HRS limits verbal verification to name, title, dates of employment, current status, and department. Verbal verifications of employment may be directed to Human Resources Service Center at 575-646-8000.

Written Verification

Written Verification – All requests for written employment verification must contain the employee’s signature authorizing the University to release  information. All written inquiries must be directed to NMSU HRS via email at: teamhrs@nmsu.edu or via U.S. mail at:

Mailing Address:
Human Resource Services
New Mexico State University
P.O.Box 30001
Las Cruces, NM 88003

For verifications for specific information regarding duties, verifiers should contact the department in which the employee works/worked.

Public Service Loan Forgiveness Forms (PSLF)

Public Service Loan Forgiveness Forms (PSLF) – Employees need to fill out the first page and sign section 2. NMSU will complete page 2, sections 3 & 4.

Please email your form to teamhrs@nmsu.edu (password protected), fax to or mail to address listed below. Once NMSU HRS receives your form, it will be processed within 3-5 business days .

NMSU HR Mailing Address:
Human Resource Services
New Mexico State University
P.O.Box 30001
Las Cruces, NM 88003

NMSU HR Fax #: (575) 646-2806

Send the completed form, with your employer’s certification, to MOHELA, the U.S. Department of Education’s federal loan servicer for the PSLF Program. You may mail the form to this address:

U.S. Department of Education
633 Spirit Drive
Chesterfield, MO 63005-1243

You may also fax your PSLF form to 866-222-7060.

If MOHELA is already your servicer, you may upload your PSLF form on their website.

FOr complete information related to the PSFL form, please visit: https://studentaid.gov/manage-loans/forgiveness-cancellation/public-service/public-service-loan-forgiveness-application


Personnel Files

NMSU limits access of official personnel files to the following:employee_records.jpg

  • Access by the Employee or Representative – the individual employee and others authorized by the employee in writing with notary approval.
  • Access by University Officials – certain central senior management of the university (HR Services, Legal Counsel, Office of Institutional Equity, etc…)
  • Access by Summons/Subpoenas – in response to a lawfully issued request such as a subpoena or judicial summons

Process to Request to Review a File

NMSU employees, current and former, are authorized to review their personnel files or allow their personnel files to be reviewed by a third party under the following guidelines:
  1. Complete the Personnel File Review Request Form.
  2. Submit Form to the HR Service Center via: delivery to Hadley Hall, Room 17, email to hrhelp@nmsu.edu or fax to 575-646-2806.
  3. Once the completed and signed form is received  an HRS representative will contact you to schedule an appointment to review the file.
  4. When appearing for your appointment, please have a photo ID available as it is required to view and/or request copies from a personnel file.
  • Personnel files may only be viewed in the HR Services office with an HR staff member present.
  • Copies of documents in the personnel file can be obtained for $1.00 per page; double sided copying is standard. HR Services can accept cash or check and is not able to provide change for large denomination bills (i.e. $20 or higher).
The HR Service Center at Hadley Hall, Room 17 is open during normal business hours, Monday through Friday 8:00am - 5:00pm.

Employee Personnel Files may contain:

  • Original Resume or Curriculum Vitae
  • NMSU Application
  • Hiring Forms
  • Offer letters
  • Signed Notice of Appointment and Reappointment
  • Personnel Action Forms (PAFs)
  • Performance Reviews/Evaluation Forms
  • Conflict of Interest Forms
  • Supplemental Compensation Forms/Documents
  • Direct Deposit Authorization Forms or other signed ACH Transaction Forms
  • Written Reprimands, Notice of Suspension or Notice of Termination
  • Position Reclassification Memos
Visit the RMR Personnel Files page for complete details.

Employee Department Personnel File Optional Document Listing

Download Department-Personnel-File-Checklist

For more information or questions contact Employment & Compensation Services at: teamhrs@nmsu.edu