Prior State Service Verification

Texas State Service (also known as Prior State Service) refers to the time an employee worked for any State of Texas agency before joining a UNT System component. This time may be used to calculate vacation leave and longevity pay.

Please note that Human Resources does not have access to prior Texas state employment records and there is no state-managed depository for personnel records. 

Only a previous State of Texas employer can verify Texas State Service. A faculty or staff member or student employee must contact previous employer(s), complete paperwork and submit it to Human Resources for documentation.

Texas State Service credit is earned when a faculty or staff member or student works for a Texas public agency. Public employment in other states is not transferrable. Texas State Service accrues when an individual:

  • Serves as a full-time, part-time or temporary state employee or otherwise serves as an employee of the state.

  • Serves as an academic employee of a Texas institution of higher education.

  • Serves as a member of the legislature.

  • Holds a state-wide elected office.

If you are unsure if previous work was for a Texas public entity, review the Texas Comptroller of Public Accounts Texas Transparency list or the Texas State Library and Archives Commission TRAIL List of Texas State Agencies.

Note that employment at an independent school district or community college in Texas does not qualify as Texas State Service credit for vacation leave and longevity pay. However, that employment may be credited with the Teacher Retirement System (TRS) or Optional Retirement Program (ORP). Contact the Teacher Retirement System or Texas Higher Education Coordinating Board for assistance.

Complete the Texas State Service form and submit it to your previous State of Texas employer. The form asks the employer to verify day/month/year of employment, sick leave, vacation leave, military leave, leave without pay, Benefit Replacement Pay (BRP), hazardous duty pay, longevity pay and retirement eligibility. 

The form also includes authorization for previous state employers to provide information to UNT System Human Resources. Your previous employer must submit the form by mail or fax to:

Texas State Employment Verification
Attention: HR Records
University of North Texas System - Human Resources
3500 Camp Bowie Blvd., Building EAD  
Fort Worth, Texas 76107

(Address after April 26, 2017: 3909 Hulen Street, Fort Worth, TX 76107.)

Secure FAX and email: 817-735-7655, Option 4; email Human Resources Records.

Total state service counts the number of days, months and years of employment. An employee receives one month of service credit for each month he or she is on the employer’s active payroll, except when employees do not begin or start on the first or last day of a month.

For example: The first day of work begins the tally of service. So if an employee's first day is Aug. 16, the number of days counted for state service that month is 15, from Aug. 16 to Aug. 31. If the final day of work is May 15, the employee receives service credit for 15 days, from May 1 to May 15. Find a date calculator.

Days worked in partial months of employment are added together and when that amount reaches 30, an additional month is added to the total number of months of state service.

An employee on leave without pay (including workers’ compensation) for a full calendar month does not accrue state service for that month.

An employee on approved military leave without pay will receive service credit for each month on military leave.

Vacation-eligible, regular staff members and full time faculty accrue vacation time in hours each month based on staff employment at all agencies and institutions of higher education. Vacation accrual upon employment is eight (8) hours.

The number of vacation hours that accrue each month increases beginning with the 25th month of service. For example, a staff member accrues nine (9) vacation hours each month for 25 to 60 months of service. Part time employees receive pro-rated vacation accruals.

The State of Texas provides longevity pay for non-faculty employees for every two years of service. This calculation is based on staff employment at all agencies.

Longevity pay ($20) is added to monthly paychecks beginning with the 25th month of service. For example, a staff member earns $20 for 25 to 48 months of service, $40 for 49 to 72 months, $60 for 73 to 96 months, etc. The maximum amount is $420 for 505 months (42 years) and beyond.

Available vacation leave is shown on each employee’s record in their EIS portal. (User name and password required.) To view longevity pay amount, go to the Payroll & Compensation tab to View Paycheck. Longevity pay appears on each month’s paycheck under the Hours and Earnings heading.

It is possible that longevity pay and vacation leave may be reduced, if a review of Texas State Service finds that an individual’s service is less than previously recorded. If this occurs, and there is no fraudulent intent, leave time and longevity pay will be reduced from that point forward.

It also is possible that longevity pay and vacation leave may be increased after a review of Texas State Service. Should this occur, longevity pay and vacation leave will be adjusted.

A review of Texas State Service in a retirement-eligible position may affect the number of days, months and years needed to meet retirement plan thresholds.

 Contact Human Resources Records, 1-855-878-7650, Option 4, from 8 a.m. to 5 p.m., weekdays.