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Kansas State University
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Manhattan, KS 66506-4801

 

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Position Data Sheet (PER-36)

Fill out the Position Data Sheet (PER-36) (pdf)

The Position Data Sheet (PER-36) allows you to add a new position or change an existing position. The University Budget Office maintains the budgeted positions in the Human Resource Information System (HRIS). The Division of Human Resources (HR) adds new non-budgeted positions and maintains/updates positions in HRIS.

Completing the Form

Unclassified

When requesting a new budgeted unclassified position, submit the PER-36 to the University Budget Office for approval and entry.

FTE and funding must be available for the position to be established. If FTE is needed, a memo to the KSU Budget Director requesting FTE needs to be attached to the PER-36. If FTE is available, use the "Additional Information" section on the PER-36 to indicate details of the FTE allocation.

When requesting a new non-budgeted unclassified position, submit the PER-36 to HR for entry.

Note: Regular (budgeted) positions may not be changed to temporary (non-budgeted) positions and vice versa. A new position would need to be established if the appropriate type of vacant position does not exist.

When submitting a change that affects position data only, (i.e., location, work phone, work address, reports to position), use a PER-36 to submit updates to HR. If there is a current incumbent in the position, HRIS will automatically update the data in the Administer Workforce (U.S.) pages when the updates are entered in the Manage Position pages.

If the change affects employee data only, (i.e., name change, address change and termination) use a Change or Separation Form (PER-39) to submit updates in HR.

If the change affects both the position data and the employee data, use a PER-36 and PER-39 to submit updates to HR. In these circumstances, it is important that changes are made to position data before changes are made to employee data.

University Support Staff or Unclassified- Place an "X" in the box marked unclassified.

Employee Name - Enter the full name of the employee as it appears on the social security card. Enter in standard HRIS name format, mixed case, [First Name] space [Middle Name or Initial] space [Last Name] space [Suffix - if applicable]. This should remain blank if the position is not filled.

Department ID - A 10-digit number assigned to each department. The first five digits are "36700" followed by the 5-digit department number assigned by the Financial Information System (FIS).

Department Name - Official name of the department where the position resides. The Department ID must match the Department Name.

Employee ID - An eleven-digit identification number assigned to the employee when the employee is originally hired. Usually begins with a "W". If the employee has been employed with another state agency prior to coming to KSU or employed at KSU prior to 1995, the employee may have a different beginning letter.

RCD # (Employment Record #) - This is usually "0" for new hires. It is generally one less than the number of positions the employee holds. If an employee is currently active on Rec 0 and you are appointing to a second position, that number will be "1". If, however, an employee has a Rec 0 (active), Rec 1 (inactive) and Rec 2 (active), Rec 1 should be used since it is the inactive record. This should remain blank if the position is not filled.

Add - Use to create a new position. Budgeted positions are established by the Budget office. Non-budgeted positions are established by HR.

Update - Use to change information on an established position.

Correct/Supercede - Use to change position data in HRIS that is incorrect or to supersede previous transactions. A correction will override existing information in HRIS.

Inactivate - Used to inactivate a position number. Once a position number is inactivated, it may not be used again.

Position Number - Position number to which the employee is assigned. If this is a new position, the number is automatically generated by the system after the position data has been added and saved in HRIS. This is an eight-character alpha/numeric field.

Complete the following fields.

Effective Date - This is the date the action takes effect - the date that the new position is established or the date that the position changes or becomes inactivated.

Reason - Identify the action reason for the transaction using the applicable Action/Reason Codes (xls). When a position is added, this field will be "NEW". 

Reports To - Identify the position number for the individual who supervises this employee. This information is required and is critical for automated work flow and other applications.

Business Title - More descriptive job title. This is optional. The business title will override the job title in the Campus Phone Book and online White Pages.

Long Description - Description of position. This is optional.

Company - Company of position. Values are listed below.

Company
State of Kansas (SOK)Intercollegiate Athletics (ATH)
K-State Student Union (KUN)Student Publications (PUB)

Department ID - The Department ID will default after entered at the top of the form.

Department Name - The Department Name will default after entered at the top of the form.

Job Code - Indicate unclassified job code number (xls) associated with the Job Title.

Job Title - Descriptive title of the positions. Must match the Job Code.

Regular or Temporary - Identify whether the position is a regular (budgeted) or temporary (non-budgeted) position by placing an "X" by the appropriate box. A Temporary position may be used for a Term or Temporary appointment. A Regular position may be used for either a Term or Faculty appointment.

Full-Time or Part-Time - Identify whether the position is a full-time position or a part-time position by placing and "X" by the appropriate box. When full-time is indicated, 1.0 FTE is displayed in HRIS. When part-time is indicated, less than 1.0 is displayed in HRIS.

Standard Hours - Hours per week that correspond to tenths time (FTE) of the position. For a full-time employee, Standard Hours will be 40 hours. For a part-time (.5 FTE), the standard hours will be 20 hours per week.

Mail Drop ID - The work address for the position. Mail Drop ID defaults to KSU Employment Data page in HRIS.

  • Proper format: Room Number and Building
  • Example: 103 Edwards, 146 Durland

If the position is located in a city other than Manhattan, indicate the city and county if in Kansas, or the city and state if out-of-state, or country if not in the US.

Work Phone - Area code and work telephone number. Work Phone defaults to Employment Data page in HRIS.

Budgeted Position - This field is used for reporting purposes and for the budget system interface. If the position appears in the University Budget, place an "X" on this line. If the position is in the University Budget, it must be a regular position and count toward FTE.

Confidential Position - This field is used to indicate employees in positions that meet the definition of confidential or supervisory positions in accordance with Kansas Administrative Regulations. These positions may be excluded from employee information requests the state receives from employee organizations. Place an "X" in the box to indicate if the position is a confidential position.

Position Pool ID - Code used to identify a particular department position pool. Position pools are used for those positions where funding does not change often and where there are a group of positions within a department that are funded exactly the same.

FTE - Tenths time of position. If full-time, FTE will be 1.0. If the position is part-time, this field will show tenths time (FTE) as follows:

Examples: Tenths time (FTE) =

  • .10 works 4 hours per week
  • .20 works 8 hours per week
  • .30 works 12 hours per week
  • .40 works 16 hours per week

Academic Rank - Identifies a faculty member's rank of Professor, Associate Professor, Assistant Professor or Instructor. This field will help in identifying and reporting of faculty members who hold an academic rank, but who do not have a job title that includes the rank in their official title. Values are listed as follows.

ACADEMIC RANK CODEDESCRIPTION
001Professor
002Associate Professor
003Assistant Professor
004Instructor
NoneNo Academic Rank Associated with Job Title

County - Two character code that identifies the county in which the position is located. Refer to the list of applicable codes on the County Table (xls).

Holiday Schedule - Defines the date that the holidays are officially observed and the number of hours of holiday credit associated with each holiday and defaults this data into the time sheets to expedite time entry. All part-time employees have "PSVT" as a holiday schedule.

Holiday ScheduleDescription
PSVTPositive Time & Part-Time Employees- Unclassified Part-Time Employees
KSUK-State Holidays - Unclassified Benefits Eligible Employees (i.e. Dean's, Directors and Professional Unclassified Employees) Includes all designated holidays including Veteran's Day
KSU1K-State Holidays - Unclassified 9-month Instructional Employees who do not earn vacation leave. Includes designated holidays, except Veteran's Day.
NoneNo Holiday Schedule - Temporary Unclassified Employees

Work Schedule - Defines the FLSA period and number of hours per day a position is scheduled to work The work schedule (xls) defaults scheduled hours into the time sheets to expedite time entry. Indicate EXMT for all FLSA exempt employees.

FLSA - Place an "X" in the appropriate box for exempt(salaried) or nonexempt (eligible for overtime). FLSA status is determined by Position Administration, Human Resources, through review of the position description. All teaching/research faculty positions have been established as exempt.

Designated/Commercial Driver - Designated applies to any safety sensitive position and Commercial Driver applies to a position that requires a CDL (Commercial Driver's License). Both types are subject to the drug-screening program. Please indicate the letter code listed below in the appropriate box.

  • B = Both
  • C = Commercial Driver
  • D = Designated Position
  • N = Neither

Appt Basis (Appointment Basis) - Indicate if the position is a 9-month or 12-month position. Place an "X" in the appropriate box.

Pay Group - Related to payroll batch and distribution. The State of Kansas (SOK), as well as each local agency, has unique pay groups. Two options exist for each company: Exempt Salaried or Non-Exempt Hourly. The values are listed below.

State of Kansas (SOK)
KEX = Exempt Salaried
KNX = Non-Exempt Hourly

 

Pay Groups DescriptionsAthletics (ATH)K-State Student Union (KUN)Student Publications (PUB)
Exempt SalariedAEXUEXPEX
Non-Exempt HourlyANXUNXPNX

Employee Type - Select the appropriate code. H = Hourly (non-exempt) S = Salaried (exempt)

Supervisory - This field is only used for university support staff employees. For an unclassified employee, enter "N" for "none".

SSI Designee (Statement of Substantial Interest) - This field is used to indicate positions whose incumbents have purchasing authority for Kansas State University and who must file an annual Statement of Substantial Interest Declaration. Place an "X" on this line to indicate that the incumbent has purchasing authority. Under Kansas Law, the following individuals are required to annually file a Statement of Substantial Interests:

(a) any state officer, employee or member of any agency, department, division, bureau or other unit of state government who holds a position: (1) defined as a major policy making position; (2) responsible for contracting, purchasing or procurement, except persons whose sole responsibility is the purchasing of gasoline or emergency repair for a state vehicle assigned to them for their use or person whose sole responsibility relating to purchase or procurement includes only transactions pursuant to pre-existing state contracts; (3) responsible for writing or drafting specifications for contracts; (4) responsible for awarding grants, benefits or subsidies; or (5) responsible for inspecting, licensing or regulating any person or entity. (b) Designee does not include any driver's license examiner of the department of revenue or any person performing ministerial functions.

Major policy making position means:

(a) the administrative head or heads or executive of a state agency or (b) the head of each department, division, bureau or other major administrative unit within a state agency.

Ministerial functions include, but are not limited to, reviewing for compliance pursuant to pre-established guidelines.

CIP Code - Classification of Instructional Programs. These six-digit codes are used to identify disciplines and/or subject areas consistently throughout the U.S. Only disciplines with a degree offered (either Associate, Bachelor's, Masters, PhD, or 1st Professional degree) at KSU will be listed. Refer to CIP Codes (xls).

Additional Information - Use this section for any additional information relevant to the transaction that you believe would be helpful to HR personnel or to other approval authorities.

Funding Data - This section is provided for department use only. Funding will be updated by departments in HRIS. Human Resources will not key this information into HRIS. This section is used to identify the FIS accounts to be used to fund this employee. The Annual Amount reflects annual salary associated with funding source and FTE. Funding is required by the Budget Office for new budgeted positions. Refer to Payroll Information, Payroll Funding for information on funding changes.

Employee Signature - Optional

Signature Authorization/ Date - Contingent upon internal procedures, the Unit or Department Head, and/or Dean, Vice President, etc., sign and date the PER-36 to signify approval of the transaction. When multiple department FRS accounts are used, signatures must be obtained for all applicable departments.

 

University Support Staff

For information on requesting a new university support staff budgeted position, refer to, PPM Chapter 4210, Position Management, Funding and Other Changes For University Support Staff Positions. FTE and funding must be available for the position to be established.

When creating a new university support staff temporary position, submit the PER-36 to HR for entry.

If a change affects position data only, such as work phone or work address, use a PER-36 to submit updates to HR. If the change affects both the position data and the employee data, use both the PER-36 and an Appointment Form (PER-38), or a Change or Separation Form (PER-39) to submit updates to HR.

University Support Staff or Unclassified – Indicate University Support Staff position by placing and "X" in the appropriate box.

Employee Name – Enter the full name of the employee as it appears on the social security card. Enter in standard HRIS name format, mixed case,[First Name] space [Middle Name or Initial] space [Last Name] space [Suffix – if applicable]. This should remain blank if the position is not filled.

Department ID – A 10-digit number assigned to each department. The first five digits are "36700" followed by the 5-digit department number assigned by the Financial Information System (FIS).

Department Name – Official name of the department where the position resides. The Department ID must match the Department Name.

Employee ID - An eleven-digit identification number assigned to the employee when the employee is originally hired. Usually begins with a "W". If the employee has been employed with another state agency prior to coming to KSU or employed at KSU prior to 1995, the employee may have a different beginning letter.

RCD # (Employment Record #) - This is usually "0" for new hires. It is generally one less than the number of positions the employee holds. If an employee is currently active on Rcd 0 and you are appointing to a second position, that number will be "1". If, however, an employee has a Rcd 0 (active), Rcd 1 (inactive) and Rcd 2 (active), Rcd 1 should be used since it is the inactive record. This should remain blank if the position is not filled.

Add – Use to create a new position. Regular positions are established by the Budget office.

Update – Use to change information on an established position.

Correct/Supercede – Use to change position data in HRIS that is incorrect or to supersede previous transactions. A correction will override existing information in HRIS.

Inactivate – Used to inactivate a position. Once a position is inactivated, it may not be used again.

Position Number – Position number to which the employee is assigned. If this is a regular position, the number should be available before recruitment. If this is a new, temporary position, the number is automatically generated by the system after the position data has been added and saved in HRIS. This is an eight-character alpha/numeric field.

Complete the following fields.

Effective Date – This is the date the action takes effect – the date that the new position is established or the date that the position changes or becomes inactivated.

Reason – Identify the action reason for the transaction using the applicable Action/Reason Codes (xls). When a new position is added, this field will be "NEW".

Reports To – Identify the position number for the individual who supervises this employee.

Business Title – More descriptive job title. This is optional. The business title will override the job title in the Campus Phone Book.

Long Description – Description of position. This is optional.

Company – Company of position. Values are listed below.

Companies
State of Kansas (SOK)Intercollegiate Athletics (ATH)
Student Publications (PUB)K-State Student Union (KUN)

Department ID – The Department ID will default after entered at the top of the form.

Department Name – The Department Name will default after entered at the top of the form.

Job Code – Indicates university support staff job code number (xls) associated with employee.

Job Title – Job title associated with employee. Must match the Job Code.

Regular or Temporary – Identify whether the position is a regular or temporary position by placing an "X" by the appropriate box. Regular positions are budgeted positions. Temporary positions are non-budgeted positions. University support staff temporary positions cannot be benefit eligible.

Full-Time or Part-Time – Identify whether the position is a full-time position or a part-time position by placing and "X" by the appropriate box. When full-time is indicated, 1.0 FTE is displayed in HRIS. When part-time is indicated, less than 1.0 is displayed in HRIS.

Standard Hours – Hours per week that correspond to tenths time (FTE) of the position. For a full-time employee, Standard Hours will be 40 hours. For a part-time (.5 FTE), the standard hours will be 20 hours per week.

Mail Drop ID – The work address for the position. Mail Drop ID defaults to KSU Employment Data page in HRIS.

Proper format: Room Number and Building

Example: 103 Edwards, 146 Durland

If the position is located in a city other than Manhattan, indicate the city and county if in Kansas, or the city and state if out-of-state, or country if not in the US.

Work Phone – Area code and work telephone number. Work Phone defaults to Employment Data page in HRIS.

Budgeted Position – This field is used for reporting purposes and for the budget system interface. If the position appears in the University Budget, place an "X" on this line. If the position is in the University Budget, it must be a regular position and count toward FTE.

Confidential Position – This field is used to indicate employees in positions that meet the definition of confidential or supervisory positions in accordance with Kansas Administrative Regulations. These positions may be excluded from employee information requests the state receives from employee organizations. Place an "X" in the box to indicate if the position is a confidential position.

Position Pool ID – Code used to identify a particular department position pool. Position pools are used for those positions where funding does not change often and where there are a group of positions within a department that are funded exactly the same.

FTE – Tenths time of position. If full-time, FTE will be 1.0. If the position is part-time, this field will show tenths time (FTE) as follows:

Examples: Tenths time (FTE) = .10 works 4 hours per week
.20 works 8 hours per week
.30 works 12 hours per week
.40 works 16 hours per week

Academic Rank – No selection is needed for university support staff employees.

County – Two character code that identifies the county in which the position is located. Refer to the list of applicable codes for counties on the County Table (xls).

Holiday Schedule – Defines the date that the holidays are officially observed and the number of hours of holiday credit associated with each holiday and defaults this data into the time sheets to expedite time entry. All part-time employees have "PSVT" as a holiday schedule.

Holiday ScheduleDescriptionShort Name
PSVT

Positive Time & Part Time Employees- University Support Staff Part-Time Employees)

Positive time reporting for all holidays
SOKS

State of Kansas Holiday Schedule -University Support Staff Full-Time Employees

Standard holiday schedule
NoneNo Holiday Schedule - Temporary University Support Staff EmployeesNo Holidays

Work Schedule – Defines the FLSA period and number of hours per day a position is scheduled to work. The work schedule (xls) defaults scheduled hours into the time sheets to expedite time entry.

FLSA – Exempt indicates the position is salaried and does not earn overtime; Non-Exempt indicates the position is hourly and does earn overtime. Place an "X" in the appropriate box. The Division of Human Resources determines FLSA status for all positions.

Designated/Commercial Driver – Designated applies to any safety sensitive position and Commercial Driver applies to a position that requires a CDL (Commercial Driver's License). Both types are subject to the drug-screening program. Please indicate the letter code listed below in the appropriate box.

CodeDefinition
BBoth
DDesignated Position
CCommercial Driver
NNeither

Appt Basis (Appointment Basis) – Indicate if the position is a 9-month or 12-month position. Place an "X" in the appropriate box.

Pay Group – Relate to payroll batch and distribution. This varies by exempt and non-exempt positions. The State of Kansas (SOK), as well as each local agency, has unique pay groups. The values are listed below.

State of Kansas(SOK)
KEX = Exempt Salaried
KNX = Non-Exempt Hourly

 

Pay Groups
Descriptions
Athletics (ATH)K-State Student Union (KUN)Student Publications (PUB)
ExemptAEXUEXPEX
Non-Exempt HourlyANXUNXPNX

Employee Type – Select the appropriate code. H = Hourly (non-exempt) S = Salaried (exempt)

Supervisory – This field identifies a university support staff position that has supervisory responsibilities over university support staff employees. Any university support staff employee hired into a position that has supervisory responsibilities is required to attend a supervisory training program which must be completed before permanent status will be granted. Valid values are listed below:

CodeDefinition
N - NoneDoes not supervise university support staff employees
L - Lead WorkerLead worker over university support staff employees
S - SupervisorSupervisor of university support staff employees
M - ManagerSupervisor of supervisor(s) of university support staff employees
P - Project/Program ManagerManages a project or program

SSI Designee (Statement of Substantial Interest) – This field is used to indicate positions whose incumbents have purchasing authority for Kansas State University and who must file an annual Statement of Substantial Interest declaration. Place an "X" on this line to indicate the incumbent of the position has purchasing authority.

CIP Code – This field would be left blank for university support staff employees.

Additional Information – Use this section for any additional information relevant to the transaction you would like to report or that you believe would be helpful to HR personnel or to other approval authorities.

Funding Data – This section is provided for department use only. Funding will be updated on line by departments in HRIS. Human Resources will not key this information into HRIS. This section is used to identify the FRS accounts to be used to fund this employee. The Annual Amount reflects annual salary associated with funding source and FTE. This is required by the Budget Office for new positions. Refer to Payroll Information, Payroll Funding for information on funding changes.

Employee Signature – Optional

Signature Authorization/ Date – Contingent upon internal procedures, the Unit or Department Head, and/or Dean, Vice President, etc., signs and date the PER-36 to signify approval of the transaction. When multiple department FRS accounts are used, signatures must be obtained by all applicable departments.

Related KSU Policy and Procedures Manual Chapter:  4450.30 Compensation for University Support Staff -Beginning Pay