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

 

Directions to HR

HR Staff Directory

Contact HR
785-532-6277
785-532-6095 fax

Appointment Form (PER-38)

Fill out the Appointment Form (pdf)

Completing the Form for Unclassified Employees

The following fields are required when completing the Appointment Form for unclassified employees to expedite processing time.

  • Employee Type (University Support Staff or Unclassified)
  • Employee Name
  • Dept ID
  • Dept Name
  • Employee ID (leave blank for new employee)
  • Employment Rcd #
  • Effective Date
  • Type of Action (Hire, Add Concurrent Job, Correct, Update)
  • Action Code
  • Reason Code
  • Position #
COMPLETING THE APPOINTMENT FORM

When an employee is appointed to an unclassified position at Kansas State University, certain personnel transactions must be completed and submitted to the Division of Human Resources (HR). An Appointment Form (PER-38) must be completed for the following unclassified appointments.

  • Faculty Appointments
  • Probationary Appointments
  • Tenured Appointments
  • Term Appointments
  • Temporary Appointments
  • Unclassified Promotions
  • Transfers
  • Adjuncts

Reg Requisition # - Used for university support staff only.

Employee Type: Select Unclassified.

Name - Enter the first name of the employee as it appears on the social security card.

Enter either the middle name or middle initial as it appears on the social security card. If a full middle name is entered, that name will appear along with the employee's first and last name on all documents, including pay advices, etc. If the employee chooses not to use either, that is acceptable also.

Enter the last name of the employee as it appears on the social security card. If an employee does not have a social security card with their current last name due to marriage, divorce, etc., the employee must apply for a new card before their current name can be entered into HRIS.

Enter appropriate suffix if the employee has one, such as Jr., Sr., IV, etc.

Soc Sec # (Social Security Number) - Social security number of employee. This number should be copied from the employee's social security card. A copy of the card should be submitted with all appointment paperwork. Since the correct number is important to the individual's records, do not take social security number from the individual based upon his or her memory. If the employee does not have a social security number, he or she should make application at a local Social Security Office. Do not submit an Appointment Form (PER-38) for an employee until a social security number is assigned; individuals cannot be paid without a social security number.

Dept ID - A 10-digit number assigned to each department. The first five digits are "36700" followed by the five-digit Financial Record System (FRS) department number.

Dept Name - Official name of the department where the employee will work. The Department ID must match the Department Name.

eID (electronic ID) - eIDs (formerly K-State Computing IDS) are "electronic Ids" on K-State's central computer systems. An eID is required for all new employees. For information on the registration process, refer to eID's at K-State.

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 worked for another state agency prior to coming to KSU, or if employed with KSU prior to 1995, the ID may have a different beginning letter. For new employees with no prior service, this may be left blank.

Rcd # (Employment Record Number) - This is usually "0" for a new employee. It is generally one less than the number of positions the employee holds. If an employee is currently active on Rcd 0 and being appointed to a concurrent position, the record number will be "1". If 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 and available.

Preferred Name - For faculty and staff, a name to be used instead of their first name for the K-State White Page Directory and Campus Phone Book. Example: First Name is William, Preferred Name is Bill.

Effective Date - The date the action takes effect. If appointing an employee, this date should be the first day of work for the employee. Transactions that affect benefit eligible employees need to be effective the first day of the pay period whenever possible.

End of Appt Date - Used for temporary or term unclassified appointments that have a future end of appointment date. For 12-month temporary appointments, this date must be no later than one year following the appointment date. For 9-month temporary appointments, this date must be no later than nine months following the appointment date. For term appointments, this date should be the date indicated as the end date on the term contract.

Marital Status - Indicate the appropriate marital status.

Marital Status
Common LawMarried
DivorcedSingle
SeparatedWidowed
Head of Household

Hire - Used for all new employees (initial hires and rehires).

Add Concurrent Job - Used when an employee has other active positions within HRIS. Total FTE on all positions should not exceed 1.0 FTE.

Correct - Used to change data in the Human Resource Information System (HRIS) that is incorrect due to previous personnel transactions. Also used when superceding previous transactions.

Update - Used for promotions, transfers to a different department within KSU, etc.

HOME ADDRESS

Indicate the employee's current home address including street, rural route, post office box, city, state, zip code. W-2s will be mailed here. Note: for anything other than the initial hire, only complete the address section if the address is changing.

Country - Indicate USA unless the employee has a foreign address.

Address 1 & Address 2, City, County, Zip Code & State - Street address, apartment and/or box number, county, city, zip code and state of employee. For example Address 1: 1234 Sunset Ave Apt 2. Address 2: PO Box 1234 or leave blank. City: Manhattan County: RL Zip Code: 66502-1223. State:KS.

Use the following abbreviations when referring to street locations: Lane (Ln), Street (St), Drive (Dr), Road (Rd), Avenue (Ave), Square (Sq), and Circle (Cir). Refer to address abbreviations (xls) and County Code Table (xls).

Personnel specialists may enter address changes in HRIS (pdf)

Home Phone - Indicate the 10-digit home phone number of the employee. Please note that this information will only be used for the faculty/staff portion of the KSU Campus Phone Book and in the K-State White Page Directory unless otherwise indicated. See "Withhold Home Address/Phone in Campus Phone Book?" below.

Mailing Address - Provide mailing address, if different from the home address.

Other Phone - This field is used to record other phone numbers, such as cellular phone numbers.

PERSONAL PROFILE

Gender - Indicate correct Gender by inserting an "X" by Male or Female.

Highest Education Level - Indicate from the table that follows.

Highest Education Level
2-Yr DegreeMaster's Degree
Bachelor's DegreeNot Indicated
Doctorate-AcademicPost Doctorate
Doctorate-Professional (MD, DDS, JD)Some College
HS Graduate or GEDSome Graduate School
Less than High SchoolTechnical School

Degree - Identify the degree, such as BA for Bachelor of Arts, MA for Master of Arts. Refer to the list of applicable codes on the Degree Table (xls).

Date Acquired - Year degree was earned.

Major - Area in which degree was obtained, such as Business Administration, Horticulture, etc.

School - Name of school or university where degree was earned.

ELIGIBILITY/IDENTITY

Birthdate - Employee's date of birth. Use MM/DD/YY format.

Ethnic Group - Identify the ethnic group to which the employee belongs.

  • American Indian/Alaskan Native
  • Asian/Pacific Islander
  • Black
  • Hispanic
  • White

Military Status–Identify the military status of the employee. For a list of definitions refer to Military Status and Disabled Veteran's Definition

Military Status
Not IndicatedOther Vet
Active ReserveRetired
Inactive ReserveVietnam Vet
No Mil SvcMisc Vet
Both Vet

Disabled - Place an "X" in the checkbox if employee is disabled.

Disabled Veteran - Place an "X" in the checkbox if employee is a Disabled Veteran. This represents the claim for disabled veteran's preference points. Refer to definition, Military Status and Disabled Veteran's Definition

Withhold Home Address/Phone in Campus Phone Book? - Identify whether an employee wishes to withhold home address and home phone from the Campus Phone Book and the on-line White Pages. Work address, work phone and e-mail address will appear in the Campus Phone Book and the on-line White Pages. Place an "X" in the appropriate box.

JOB DATA

Action - Identify the personnel action affecting the employee. Select the appropriate code. For a list of actions refer to Action/Reason Codes (xls) and select the University Support Staff & Unclassified tab.

Reason - Identify the reason code for the personnel transaction. For a list of reasons refer to Action/Reason Codes (xls) and select the University Support Staff & Unclassified tab.

Position # - An 8 digit position number to which the employee is assigned. Employees must be placed in vacant (open) positions. Regular positions are budgeted. Recruitment could not possibly be done without a position already established. Temporary positions are not budgeted. If you do not have a temporary position available in which to appoint the employee, complete a Position Data Sheet (PER-36) and submit it along with the Appointment Form (PER-38). A position that is currently designated as regular (budgeted) cannot be changed to a temporary position (non-budgeted).

Job Code - Indicate unclassified job code number associated with employee. Refer to Unclassified Job Codes (xls) (select the 'Unclassified (SOK)' tab).

Job Title - Job title description associated with Job Code above. If the employee is hired to a faculty or term appointment, the title must match the title on the contract. Refer to Unclassified Job Codes (xls) (select the 'Unclassified (SOK)' tab)

Reg/Temp - Enter Regular (REG) for budgeted positions; enter Temporary (TEMP) for non-budgeted positions. Employees, who are appointed with Faculty contracts, must be hired into a REG position. Employees, who are appointed with Term contracts, may be hired in either REG or TEMP positions. Employees, who have no contract and are considered Temporary, must be hired in a TEMP position.

Full or Part Time - "FT" would be entered for full-time or a "PT" for part-time position. Full-time equals 1.0 FTE; any FTE less than 1.0 is a part-time position. (Note: In determining benefit eligibility, part-time is considered .8 FTE or less.)

FTE - Indicate the tenths time of the position, such as 1.0 or .30.

FLSA - 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. All other positions will default to nonexempt (eligible for overtime) unless Position Administration has determined the position to be exempt from overtime.

9-Month or 12-Month Basis - Place an "X" on the appropriate line to indicate if the employee is 9-Month or 12-Month.

Tax Location - This field is used for taxing jurisdiction in the payroll process. This is the state in which the employee works. For most employees at Kansas State University, this will be Kansas. Notify HR immediately if the employee's work location is outside of Kansas.

Grade - Salary Grade for employee's position. For unclassified employees, the Salary Grade is always "001".

Comp Rate (Hourly) - If the employee's position is non-exempt (does earn overtime), indicate the hourly compensation rate of pay on the line shown. If the employee has a contract, rate of pay should reflect what is on the contract.

Comp Rate (Biweekly) - If the employee's position is exempt (does not earn overtime), indicate the biweekly compensation rate on the line shown. If employee has a contract, rate of pay should reflect what is on the contract.

EMPLOYMENT DATA

Probation Date - Leave blank - field used for university support staff only.

Employment Status - For unclassified employees status is N/A.

BENEFIT PARTICIPATION/IDENTIFICATION DATA

Benefit Program - This is based on FTE. The indicator is used to determine Benefit Program eligibility. For benefit eligibility, .75 FTE or greater is considered full-time.

  • GEN - No Benefits (General)
  • FT1 - Full-time (.75 FTE or greater)
  • PT1 - Part-time (.50 to .74 FTE or greater)

Local Agency Options for Benefit Program are:

  • GEN - No Benefits (General)
  • ATH - Intercollegiate Athletics
  • UN1 - K-State Student Union (less than $20,000 annual salary)
  • UN2 - K-State Student Union ($20,000 or more annual salary)
  • PUB - Student Publications

Benefit Rcd # - Record number that tracks benefit programs for multiple jobs. It should coincide with the employment record number for the job controlling the benefits.

Citizenship Status - Identify the employee's citizenship. If the employee is not a U.S. citizen, please complete Visa Information and attach a Foreign National Tax Information Form (PER-15). For more information on non-resident employment, refer to Non-Resident Alien Employment.

  • Alien Permanent
  • Alien Temporary
  • Native
  • Naturalized

Visa Type - If the employee is a U.S. citizen or permanent resident, leave this field blank. An On-Campus work permit from International Student and Scholar Services is required for visa holders.  Those holding an F-2 visa (spouse of student) visa are not allowed to work. If employee is not a U.S. citizen and is in this country under a visa authorizing employment insert the type of visa from the following list. Certain types of visas limit the number of hours per week the individual may work.

  • F1 - Student
  • J1 - Exchange Visitor/Research
  • J2 - Spouse/Child Exchange
  • H1B - Temporary Worker
  • TN - Nafta Agreement (i.e., Canada or Mexico)
  • O1 - Extraordinary Ability

Inactivate Direct Deposit? (only if rehire) - When rehiring an employee, mark the appropriate box with an "X". Direct deposits are inactivated automatically 12 months from date of termination unless a rehire is processed within those 12 months. For employees hired after the one year period, or for those wishing to change direct deposit information (i.e., bank or account number), a new direct deposit form is required. Employee's who return to work and whose direct deposit is still active are not required to submit a direct deposit form if they are keeping the same information currently in HRIS.

UNCLASSIFIED DATA

Tenure- Identifies tenure status of unclassified employee. Indicate from the values listed below in appropriate box.

Tenure
E = Earning Tenure
N = Not Eligible for Tenure
T = Tenured

Eff Date (Tenure) - The day the employee will acquire tenure or the day the employee acquired tenure.

Teaching Faculty - Place an "X" in the box if the employee has teaching responsibilities. If the employee does not have teaching responsibilities, leave this box blank.

Faculty Senate - All unclassified employees appointed .5 (FTE) or more on regular, probationary or tenured contracts are eligible for Faculty Senate except for County Extension Agents and Farm Management Fieldmen. Those appointed as term or temporary unclassified employees are not eligible for Faculty Senate. Indicate one of the values listed.

Faculty Senate CodeExplanation
AGeneral University: Eligible for Faculty Senate Membership. Unclassified personnel with the title of dean, associate dean or assistant dean are members of general university. All unclassified employees not falling in one of the representative units of the Extension Division, the Library, or one of the colleges.
EExtension: Unclassified employees in the Division of Cooperative Extension, excluding County Extension Agents and Farm Management Fieldmen.
FFaculty: Faculty Senate Eligible - All faculty and administrative staff employed in the library or one of the colleges except deans who fall into the general university category.
NNot Applicable: Not eligible for Faculty Senate membership. Unclassified employees on temporary appointments and/or with term contracts are not eligible for Faculty Senate.

See the Faculty Senate Constitution for additional information at University Handbook, Appendix E .

PREVIOUS APPOINTMENT

If the appointee has been previously or is currently employed by state or local government, or any other State agency including KSU, give agency name(s), date(s) of employment, and employee ID, if known, in this section. This information will be used in determining service information for leave accrual, service awards and retirement eligibility.

ADDITIONAL INFORMATION

Use this section for any additional information relevant to the employee.

FUNDING INFORMATION

Provided for department use. Funding is updated in HRIS by department personnel specialists or accounting staff.

EMPLOYEE OATH

All new hires must sign the employee oath in ink in the presence of a notary public before they may be placed on the payroll. After reading the oath aloud, the employee must sign the Employee Oath section of the Appointment Form (PER-38). The statement must not be altered by the employee. The notary also signs the Employee Oath section of the Appointment Form (PER-38), completes the expiration information, and affixes his or her seal in the space provided. If there has not been a break in service between appointments, it is not required to have the appointee retake the oath. In this instance, indicate "Previously Signed" in the block entitled "Employees Signature" when completing the PER-38. If an employee has been off the payroll for one day or more, the employee oath must be completed only if the job duties have changed from the previous appointment.

SPOKEN ENGLISH COMPETENCY

Required for all new faculty hires. Please complete and attach a Faculty and GTA Spoken English Competency Assessment Sheet (PER-20). Please refer to the PER-20 instructions for more detailed information.

SIGNATURES/DATES

Employee Signature - Required on all hires. It is recommended that employee signatures be obtained on all personnel transactions whenever possible to ensure the employee is aware of, understands and verifies the information that has been completed.

Signature(s) of 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 Appointment Form (PER-38) to signify approval of the appointment. For multiple appointments, signatures must be obtained from all applicable departments.

Completing the Form for University Support Staff

The following fields are required when completing the Appointment Form for university support staff and help expedite processing time.

Type of Employee (University Support Staff or Unclassified)
Employee Name
Dept ID
Dept Name
Employee ID (leave blank for a new employee) 
Employment Rcd #
Effective Date
Type of Action (Hire, Add Concurrent Job, Correct, Update)
Action Code
Reason Code
Position #

When an employee is appointed to a university support staff position at Kansas State University, certain personnel transactions must be completed and submitted to the Division of Human Resources (HR). An Appointment Form (PER-38) must be completed for the following university support staff appointments.

  • Initial Regular Appointments/New Hires
  • Temporary Appointments
  • Reinstatements
  • Promotions
  • Reallocations/Reclassifications
  • Demotions
  • Transfers to a Different Department within Kansas State University
  • Transfers from Another State Agency
  • Acting Assignments
  • Limited Terms Appointments

Reg Requisition # - Used by Employment Services.

Unclassified or University Support Staff - Indicate University Support Staff.

Name - Enter the first, middle and last name of the employee as it appears on the social security card.

Enter either the middle name or middle initial as it appears on the social security card. If a full middle name is entered, that name will appear along with the employee's first and last name on all documents, including pay advices, etc. If the employee chooses not to use either, that is acceptable also.

Enter the last name of the employee as it appears on the social security card. If an employee does not have a social security card with their current last name due to marriage, divorce, etc., the employee must apply for a new card before their current name can be entered into HRIS.

Enter appropriate suffix if the employee has one, such as Jr., Sr., IV, etc.

Soc Sec # (Social Security Number) - Social security number of employee. This number should be copied from the employee's social security card. A copy of the card should be submitted with all appointment paperwork. Since the correct number is important to the individual's records, do not take social security number from the individual based upon his or her memory. If the employee does not have a social security number, he or she should make application at a local Social Security Office. Do not submit an Appointment Form (PER-38) for an employee until a social security number is assigned; individuals cannot be paid without a social security number.

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

Dept Name - Official name of the department where the employee will work. The Department ID must match the Department Name.

eID (electronic ID) - eIDs (formerly K-State Computing IDS) are "electronic Ids" on K-State's central computer systems. An eID is required for all new employees. For information on the registration process, refer to eID's at K-State.

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 worked for another state agency prior to coming to KSU, or if employed with KSU prior to 1995, the ID may have a different beginning letter. Leave this field blank for new employees and it will be system assigned.

Rcd # (Employment Record Number) - 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 being appointed to a second position, that number will be "1". If 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 and available.

Preferred Name - For Faculty and Staff, a name to be used in place of the first name for the campus white pages and phonebook. Example: First Name is William, Preferred Name is Bill.

Effective Date - The date the action takes effect. If appointing an employee, this date should be the first day of work for the employee. Transactions that affect benefit eligible employees need to be effective the first day of the pay period whenever possible.

End of Appt Date – Used for temporary appointments or limited term appointments that have a future end of appointment date. This date is the first day the employee is not employed. For temporary appointments, this date must be no later than one year following the appointment date.

Marital Status – Indicate the appropriate marital status.

Marital Status
Common LawMarried
DivorcedSingle
SeparatedWidowed
Head of Household 

Hire – Used for all new appointments (initial hires and rehires).

Add Concurrent Job – Used when an employee has other active positions within HRIS. Total FTE on all positions should not exceed 1.0 FTE.

Correct – Used to change data in the Human Resource Information System (HRIS) that is incorrect due to previous personnel transactions. Also used when superceding previous transactions.

Update - Used for promotions, reallocations/reclassifications, demotions, transfers to a different department within KSU, and acting assignments.

HOME ADDRESS

Indicate the employee's current home address including street, rural route, post office box, city, state, zip code. Employee paychecks, pay advices and W-2 will be mailed here. Note: When completing the Appointment Form (PER-38) for anything other than the initial hire, only complete the address section if the address is changing.

Country – Indicate USA unless the employee has a foreign address.

Address 1 & Address 2, City, County, Zip Code & State – Street address, apartment and/or box number, county, city, zip code and state of employee. For example Address 1: 1234 Sunset Ave Apt 2. Address 2: PO Box 1234 or leave blank. City: Manhattan County: RL Zip Code: 66502-1223. State:KS. The following abbreviations should be used when referring to street locations: Lane (Ln), Street (St), Drive (Dr), Road (Rd), Avenue (Ave), Square (Sq), Circle (Cir) and Terrace (Ter). The county is identified by a two digit county code for the city of the home address. Refer to the list of applicable codes on the County Code Table (xls)

Personnel specialists can make address changes in HRIS (pdf)

Home Phone – Indicate the 10-digit home phone number of the employee. This phone number will be published in the KSU Campus Phone Book and the on-line White Pages directory unless otherwise indicated.

Mailing Address – Provide mailing address, if different from the home address.

Other Phone – This field is used to record other phone numbers, such as cellular phone numbers.

PERSONAL PROFILE

Gender – Indicate correct Gender by inserting an "X" by Male or Female.

Highest Education Level - Indicate from the table that follows.

Highest Education Level
2-Yr DegreeMaster's Degree
Bachelor
Doctorate-AcademicPost Doctorate
Doctorate-Professional (MD, DDS, JD)Some College
HS Graduate or GEDSome Graduate School
Less than High SchoolTechnical School

Degree – Identify the degree, such as BA for Bachelor of Arts, MA for Master of Arts. Refer to the list of applicable codes on the Degree Table (xls).

Date Acquired – Year degree was earned.

Major – Area in which degree was obtained, such as Business Administration, Horticulture, etc.

School – Name of school or university where degree was earned.

ELIGIBILITY/IDENTITY

Birthdate – Employee's date of birth. Use MM/DD/YY format.

Ethnic Group – Identify the ethnic group to which the employee belongs.

  • American Indian/Alaskan Native
  • Asian/Pacific Islander
  • Black
  • Hispanic
  • White

Military Status – Identify the military status of the employee. Refer to the following web site for definitions of the types of Military Status, Military Status and Disabled Veteran's Definition

  • Not Indicated
  • Other Vet
  • Active Reserve
  • Retired
  • Inactive Reserve
  • Vietnam Vet
  • No Mil Svc
  • Both Vet
  • Misc Vet

Disabled – Place and "X" in the checkbox if employee is disabled.

Disabled Veteran – Place an "X" in the checkbox if employee is a Disabled Veteran. This represents the claim for disabled veteran's preference points. Refer to Military Status and Disabled Veteran's Definition

Withhold Home Address/Phone in Campus Phone Book? – Identify whether an employee wishes to withhold his or her home address and home phone from the Campus Phone Book and the on line White Pages. Work address, work phone and e-mail address will appear in the Campus Phone Book and the on-line White Pages. Place an "X" in the appropriate box.

JOB DATA

Action – Identify the personnel action affecting the employee. Select the appropriate code. For a list of actions refer to Action/Reason Codes (xls) and select the University Support Staff & Unclassified tab.

Reason – Identify the reason code for the personnel transaction. For a list of reasons refer to Action/Reason Codes (xls) and select the University Support Staff & Unclassified tab.

Position # - An 8 digit position number to which the employee is assigned. Employees must be placed in vacant (open) positions. Regular positions are budgeted. Recruitment could not possibly be done without a position already established. Temporary positions are not budgeted. If you do not have a temporary position available in which to appoint the employee, complete a Position Data Sheet (PER-36)  and submit it along with the Appointment Form (PER-38). A position that is currently designated as regular (budgeted) cannot be changed to a temporary position (non-budgeted).

Job Code – Indicate university support staff job code number associated with employee. Refer to the University Support Staff Job Codes (xls)

Job Title – Job title description associated with Job Code above. University Support Staff Job Codes (xls)

Reg/Temp – Regular (REG) would be entered for budgeted positions. Temporary (TEMP) would be entered for non-budgeted positions.

Full or Part Time – "FT" would be entered for full-time or a "PT" for part-time position. Full-time equals 1.0 FTE; any FTE less than 1.0 is a part-time position. (Note: In determining benefit eligibility, part-time is considered .8 FTE or less.)

FTE – Select the appropriate FTE from the list provided. Indicate the tenths time of the position, such as 1.0 or .30.

FLSA – Place an "X" in the appropriate box – EXEMPT (salaried) or NON-EXEMPT (hourly).

9-Month or 12-Month Basis – Place an "X" on the appropriate line to indicate if the employee is 9-Month or 12-Month.

Tax Location – This field is used for taxing jurisdiction in the payroll process. This is the state in which the employee works. For most employees at Kansas State University, this will be Kansas. Notify HR immediately if the employee's work location is outside of Kansas.

Grade – Salary Grade for employee's position. For university support staff, the salary grade corresponds to the job title of the position. Refer to the University Support Staff Pay Scale and Classification .(PDF) for the applicable Grade if it is not known.

Comp Rate (Hourly) – If the employee's position is non-exempt (does earn overtime), indicate the hourly compensation rate of pay on the line shown, coinciding with the Grade and Range.

Comp Rate (Bi-weekly) – If the employee's position is exempt (does not earn overtime), indicate the bi-weekly compensation rate on the line shown, coinciding with the Grade and Range.

EMPLOYMENT DATA

Probation Date – If the employee is serving a probationary period and the Employment Status is "Probation", indicate the probation end date. Refer to PPM Chapter 4080, Performance Management Process, for specific information on length of probationary periods.

Employment Status – Indicate the current status of an employee. Place an "X" in the box with the appropriate status:

  • Probation – Initial hires and promotions are subject to a probationary period. Initial hires are subject to a six month probation, while promotions are subject to three or six month's probation as determined by the department.
  • Permanent – Employees who transfer, demote or reallocate are generally permanent, unless there are circumstances that warrant a probation period.
  • Trainee – Certain classifications of positions may be designated by the Director as training classes. Each person employed in a training class shall be in training status and not in probationary or permanent status. The training period served shall not be less than six months or more than 24 months from the date of employment.
BENEFIT PROGRAM PARTICIPATION/IDENTIFICATION DATA

Benefit Program – This is based on full-time or part-time. The indicator is used to determine Benefit Program eligibility. For benefit eligibility, .75 FTE or greater is considered full-time.

State of Kansas OptionsLocal Agency Options
GEN - No Benefits (General)GEN - No Benefits (General)
FT1 - Full-time (.75 FTE or greater)ATH - Intercollegiate Athletics
PT1 - Part-time (.50 to .74 FTE or greater)PUB - Student Publications
 UN2-K-State Student Union ($20,000 or more annual salary)

Benefit Rcd # - Record number that tracks benefit programs for multiple jobs. It should coincide with the employment record number for the job controlling the benefits.

Citizenship Status – Identify the employee's citizenship. If the employee is not a U.S. citizen, please complete Visa Information and attach a Foreign National Tax Information Form (PER-15).

  • Alien Permanent
  • Native
  • Alien Temporary
  • Naturalized

Visa Type – If the employee is a U.S. Citizen or permanent resident, leave this field blank. An On-Campus work permit from International Student and Scholar Services is required for visa holders. Those holding an F-2 (spouse of student) visa are not allowed to work. If employee is not a U.S. citizen and is in this country under a Visa authorizing employment, insert the type of Visa from the following list. Certain types of Visas limit the number of hours per week the individual may work.

VisaType
F1Student
J1Exchange Visitor/Research
J2Spouse/Child Exchange
H1BTemporary Worker
TNNafta Agreement (i.e. Canada or Mexico)
O1Extraordinary Ability

Inactivate Direct Deposit? (only if rehire) - When rehiring an employee, mark the appropriate box with an "X". Direct deposits are inactivated automatically 12 months from date of termination unless a rehire is processed within those 12 months. For employees hired after the one year period, or for those wishing to change direct deposit information (i.e., bank or account number), a new direct deposit form is required. Employee's who return to work and whose direct deposit is still active are not required to submit a direct deposit form if they are keeping the same information currently in HRIS.

UNCLASSIFIED DATA

Tenure
Eff Date (Tenure)
Teaching Faculty
Faculty Senate

PREVIOUS APPOINTMENT

If the appointee has been previously or is currently employed by state or local government, or any other State agency including KSU, give agency name(s), date(s) of employment, and employee ID, if known, in this section. This information will be used in determining service information for leave accrual, service awards and retirement eligibility.

ADDITIONAL INFORMATION

Use this section for any additional information relevant to the employee.

FUNDING INFORMATION

Provided for department use. Funding is updated in HRIS by department personnel specialists.

EMPLOYEE OATH

All new hires must sign the employee oath in ink in the presence of a notary public before they may be placed on the payroll. After reading the oath aloud, the employee must sign the Employee Oath section of the Appointment Form (PER-38). The statement must not be altered by the employee. The notary also signs the Employee Oath section of the Appointment Form (PER-38), completes the expiration information, and affixes his or her seal in the space provided. If there has not been a break in service between appointments, it is not required to have the appointee retake the oath. In this instance, indicate "Previously Signed" in the block entitled "Employees Signature" when completing the PER-38. If an employee has been off the payroll for one day or more, the employee oath must be completed only if the job duties have changed from the previous appointment.

SIGNATURES/DATES

Employee Signature – Required on all hires. It is recommended that employee signatures be obtained on all personnel transactions whenever possible to ensure the employee is aware of and understands the information that has been completed.

Signature(s) of 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 Appointment Form (PER-38) to signify approval of the appointment. For multiple appointments, signatures must be obtained from all applicable departments.