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Confidential Employee Information for Open Records Requests

FPP L.004

Employee Personal Information Release Election

Government Code, Section 552.024 provides that state employees may choose whether to allow public access to their own sensitive information, such as:

  • Home address.
  • Home telephone number.
  • Social Security number.
  • Information about family members.
  • Emergency contact information.
Note: Section 552.1175 includes dates of birth in the list of what the employees can opt to protect; however, that data is already considered confidential.

Government Code, Sections 552.117 and 552.1175 allow for the confidentiality of sensitive information (regardless of Section 552.024 election) for these roles:

  • Peace officers.
  • Security officers.
  • Current or former employees of the Texas Department of Criminal Justice.
  • Certain current or former employees of the Attorney General’s office who perform law enforcement activities.
  • Current or former employees of the Texas Juvenile Justice Department.
  • Current or former members of the Texas military forces or U.S. military.
  • Statewide elected officials and members of the Legislature.
  • District, county and municipal attorneys.
  • Firefighters and emergency medical services personnel.
  • Judges.
  • District, county and municipal attorneys.

The payroll system for your agency records the employee election for each type of information that the employee chooses to protect. For new employees, populate each field with valid values: Yes – release the information, or No – protect the information.

For more information, see the documentation for your agency’s payroll system:

  • Centralized Accounting and Payroll/Personnel System (CAPPS) HR/Payroll: For employees in a protected class, web services will return the appropriate value upon hire so that the employee information is marked confidential. All other employees may make changes to their release indicators through the Employee Self-Service screen.
  • Human Resource Information System (HRIS): How to Enter Records for a New Hire or Transferred Employee in the HRIS Online Inquiry and Entry Guide.
  • Standardized Payroll/Personnel Reporting System (SPRS): 210 Record – Employee Descriptive Information in SPRS Personnel Edits Personnel Batch/Transaction Status Layout.