Human Resources
Kansas State University
103 Edwards Hall
Manhattan, KS 66506-4801

 

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785-532-6277
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Payroll Transfer Form (PER-44)

Fill out the Payroll Transfer Form (PER-44) (pdf)

Retroactive Funding Transactions (Prior Pay Period Adjustments)

A Retroactive Funding Transaction is an update to a previous pay period; a pay period in which the final pay calculation has run for the pay period.

Using Correction mode, a retroactive funding change is entered on-line in the Human Resource Information System (HRIS) by department personnel.

A retroactive funding change is made by correcting an existing effective-dated row of funding or adding/inserting a new effective-dated row of funding. Instructions for changing funding may be found under Payroll Funding on the Payroll Information page.

After the funding table has been changed in HRIS, complete the Payroll Transfer Form (PER-44) and submit to the Division of Human Resources-Payroll and Employee Data for the transfer of payroll expenditure.

To avoid retroactive funding transactions (prior pay period adjustments), enter funding changes on-line in HRIS prior to the final pay calculation for the pay period.

Instructions for Completing the Payroll Transfer Form

  • EMPLID: An eleven (11) digit Employee ID. Ex: B0000012129, W0000003545, K0000512345, etc.
  • RCD#: Employment record number. Ex: 0, 1, 10 or 11.
  • Name (First Middle Last Suffix): Ex: Willie W. Wildcat Jr.
  • Effective Date: Salary source begin date, begin date for funding change, typically the pay period begin date, can also be the start date of a grant, or the employee's start date. Ex: Issue date of check is 2/20/09, the effective date would be 1/25/09
    *Note: to find the effective date of a check, in HRIS go to Payroll for North America - Payroll Processing USA - Produce Payroll - Review Paycheck
  • End Date: This is not an effective date, information only. This is usually the pay period end date of the last check being transferred.
  • Fiscal Years(s): Indicate which fiscal year(s) the checks were issued. Ex: 2009, 2009/2010.
  • Dept ID: Indicate the department ID that the position resides in. Ex: 3670010050; 3670020010, 3670045060, etc.
  • Dept Name: Indicate the appropriate department name/description. Ex: Animal Science & Industry, Biology, Civil Engineering, etc.
  • Position Pool ID: Indicate the appropriate Position Pool ID, only used if the position is in a position pool. Ex: US1, AS1, etc.
  • Position #: Indicate the position number being transferred. Ex: W0001234.
  • Title: Job title description, for information only. Ex: Assistant Professor, GTA, etc.
  • Check # / Issue Date: Provide the check number(s) and issue date(s) involved in the transfer of funds including supplemental pay checks. This information may be located in HRIS using the following path: Payroll for North America - Payroll Processing USA - Produce Payroll - Pay Distribution Summary
  • OLD FUNDING: Enter the funding in this section as it currently appears on the check(s) in Pay Distribution Summary. Enter all lines of funding, even if only one project is being changed.
    *Note: if employee is being paid on more than one position, only enter funding for the position you have listed on the Payroll Transfer Form.
  • NEW FUNDING: Enter the funding in this section as as it should be after the transfer. Enter all lines of funding, even if only one project is being changed.
    *Note: if employee is being paid on more than one position, only enter funding for the position you have listed on the Payroll Transfer Form.

    **PLEASE NOTE: funding in HRIS must match the New Funding section on the Payroll Transfer Form
  • Funding Entered By: This is the name of the person who changed the funding table in HRIS to match the payroll transfer form, this can be typed, initialed, or initialed and dated.
  • Earnings (Ksu Dept Bdgt Ern):
    • Earn Code: A "blank" entry will act as the default funding for ALL earnings. If a particular type of earning (i.e., bonus, contractual pay, overtime, etc.) is to be paid from a particular project(s), an earnings code (xls) may be selected for the budget level. Ex: Funding may be established for overtime using the earnings code OTP and indicating the project(s) responsible.
    • Project #: FIS (Financial Information System) Project Number. A project is one line of funding, each funding source (project) will be identified as a project line. For each earnings row, enter a project. Any valid FIS project designated for payroll funding may be entered. Ex: NASI420649 (ASI Restricted Fee), NOAA225604 (OAA Class Sal), GECE534413 (ECE KDOT EVAL LOAD DIST FATIGU), etc.
      A project identifies programs and activities of the department or of the organization. The first character must be either a "G" (Grant Project), a "M" (Matching Project) or an "N" (Non-Grant/Non-Matching project). The second through the fourth character identifies the organization (department). The last six characters are free form, it may be the "old" FRS account number.
    • Fund Source (Index): Enter the Fund Source for each project. Ex: 0003 (Operating Expend-Main Campus), 1020 (Cooperative Extension Ser), 2000 (General Fees Fund), etc.  See the Fund Table for Centrally Allocated Funds maintained by the Division of Financial Services
    • Org (Organization): Organization (Department) that either owns the project or that owns the position. Please ask your major administrative officer what this field should reflect. Ex: 10040, 20060, 55050, etc.
    • Award: Defaults from the project, enter only for grants, those projects that begin with "G" Ex: BG1280, BR0546, NS9915, etc.
    • % of Dist: Percent used to identify what portion will be dispersed from the project. If a single project is used to fund the position or pool, % of Distribution will be 100. If two or more projects are used to fund the position or pool, % of Distribution will be any combination which equals 100.
  • Deductions (Ksu Dept Bdgt Ded):
    • Plan Type: A "blank" entry will act as the default funding for ALL plan types. If a particular plan type (i.e., General Deduction, Medical/Dental, Vision/Hearing, Basic Life, TSA, etc.) needs to be paid from a particular project(s), a plan type may be selected for the budget level. Ex: GTLTRN, RETREG, etc.  Benefit Plans and Deduction Code Table (xls)
    • Project #, Fund Source, Org, Award, and % of Dist: See earlier instructions for details.
  • Taxes (Ksu Dept Bdgt Tax):
    • State: A "blank" entry will act as the default funding for ALL State and Tax Classes. If a particular State Code (i.e., $U, or KS) needs to be paid from a particular project(s), a State Code may be selected for the budget level. Ex: Funding may be established for KS Unemployment Tax by using the State = KS and the Tax Class = Unempl ER and indicating the project(s) responsible.
    • Normally, only the following State Codes will be used: $U ; KS
    • Tax Class: Describes the tax. Only the following Tax Class codes will be used:
      • FICA - MHI: Federal HI (Medicare)
      • OASDI/DIS : Federal OASDI (Social Security)
      • Unempl ER : State Unemployment
    • State Code and Tax Class possible combinations:
      • State Code: Tax Class:
      • $U FICA - MHI
      • $U OASDI/DIS
      • KS Unempl ER
    • Project #, Fund Source, Org, Award, and % of Dist: See earlier instructions for details.
  • Has this been certified on an effort report?: Click on the cell to get the dropdown box, select 'yes' or 'no'. Contact Sponsored Programs for more information regarding Effort Reporting.
  • Additional Information: Note any additional information regarding the payroll transfer transaction. Ex: Transfer exactly $102.59. Correct project, correct fund source, or correct organization only. Correct benefits and taxes only.
  • Signature Authorization/Date
  • Unit or Department Head, Dean, and/or Vice President: Contingent upon internal procedures, the Unit or Department Head, and/or Dean, Vice President, etc., signs and dates the Payroll Transfer Form to signify approval of the transaction. When multiple department projects are used, signatures must be obtained from all applicable departments.
  • For ALL LATE transfers please answer the following question: Why is this transfer being requested more than 90 days after the effective date of the paycheck? For all late transfers please explain why the transfer is being sent through late, and how this will be prevented in the future. A payroll transfer is considered late if it is received in the Human Resources office more than 90 days after the effective date of the paycheck. This question is to replace the 90 day letters that were previously required. Ex: the effective date on the Payroll Transfer Form is 2/8/09, the transfer will be considered late if it is received in Human Resources after 5/9/09.
  • For ALL transfers moving expenditures TO a sponsored project answer the following two questions: These questions need to be answered when transferring to a new grant (projects that begin with a "G"), or when increasing the percentage of distribution to a grant (if the percentage of distribution for a grant is not changing, or if the percentage of distribution is decreasing for a grant, these questions do not need to be answered)
    • Explain why this expenditure was not originally charged to the correct project: Please explain why the transfer is needed, see PPM7055 for examples of explanations, or contact Sponsored Programs with questions.
    • Justify how this expenditure qualifies as a direct cost to the project to which it is being transferred (direct costs are costs necessary to carry out the objectives of that specific project and can be assigned to the project with a high degree of accuracy): Please explain how the expenditure qualifies as a direct cost to the grant, see PPM7055 for examples of explanations, or contact Sponsored Programs with questions.
  • Signature Authorization/Date
    • The Principle Investigator should sign the form for all transfers to grants (question 2).
    • The Unit Department Head, Dean and/or Vice-President should sign the form for all late transfers (question 1). *Please note, when transfers are late, both the front and the back of the form should be signed.
Related KSU Policy and Procedures Manual Chapter:  7055 Cost Transfers on Sponsored Projects Accounts