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Human Resources

University Support Staff Appointment & Change Guidelines

New Hires (benefit eligible)

Guidelines
  • "Regular" means the employee is being appointed to a budgeted position.
  • All new hires to a regular position must be paid at the beginning rate for the pay grade unless the position qualifies for hiring above minimum rate.
  • An employee who is appointed to an initial, regular position must be placed on probation for 6 months.
  • Regular employees are benefits eligible when employed in a position that requires at least 1000 hours per year.
Required Documents
Recruitment Documents:
Payroll Documents:
Additional Documents for Non Resident Employees:
H-1B

*If not supplied as part of the I-9 documentation

J-1 Non Student

*If not supplied as part of the I-9 documentation

J-2
  • Employment Authorization Document*
  • Social Security Card
  • PER-15
  • Passport
  • I-94
  • United States Visa

*If not supplied as part of the I-9 documentation

Benefits:

Temporary Appointments

Guidelines
Required Documents
Recruitment Documents:
Payroll Documents:
Additional Documents for Non Resident Employees:
J-1 Non Student

*If not supplied as part of the I-9 documentation

J-2
  • Employment Authorization Document*
  • Social Security Card
  • PER-15
  • Passport
  • I-94
  • United States Visa

*If not supplied as part of the I-9 documentation

Reinstatements

Guidelines
  • If a person is rehired within one year of leaving permanent Kanas State University USS employment, the appointment is considered a reinstatement and may be paid at the same pay rate as the employee was paid prior to leaving.
  • A reinstatement may also be paid at any lower rate.
  • The employee must be on probation anywhere from 3 to 6 months.
  • Sick leave balances are reinstated (if applicable)
Required Documents
  • Same documents that are required for an University Support Staff New Hire (benefit eligible).
  • Background Check (copy of e-mail approval) as required by PPM 4015 if separated more than one year
  • Employment Eligibility Verification (Form I-9) is not required if we have a form on file that was completed within the last 3 years; however, Section 3 needs completed if break in service is more than 30 days.

Promotions

Guidelines
  • An employee must receive a pay increase.
  • When a USS employee is promoted into another position at a higher pay grade, the employee may be paid up to 5% per pay grade advancement but no less than the minimum pay for the new pay grade and no less than a total 5% pay increase.
  • An employee must be on probation. It can be anywhere from 3 to 6 months.
Required Documents

Demotions

Guidelines
  • An employee who voluntarily takes a job change to a lower pay grade may be paid anywhere from their current rate down to 5% less for each lower pay grade but no greater than the maximum of the new pay grade.
  • An employee who is demoted involuntarily for disciplinary reasons, must be receive a pay decrease of at least 5% to a maximum of 5% less for each lower pay grade but no greater than the maximum of the new pay grade. A promotional employee who is demoted because of unsatisfactory performance during the promotional probationary period, is paid no lower than the same rate the employee received immediately prior to the promotion.
  • Employees who demote are not on probation.
Required Documents

Transfers Within the Same Pay Grade

Guidelines
  • With transfers, the pay should remain the same.
  • An employee could accept a lower step if agreed upon by employee and HR.
  • Transfers are never put on probation unless they are on probation when the transfer is occurring.
Required Documents

Job Title Changes (Reclassifications)

Guidelines
  • When the new job title is on a higher pay grade, the employee may be paid up to 5% per pay grade advancement but no less than the minimum pay for the new pay grade and no less than a total 5% pay increase.
  • When the new job title is on a lower pay grade, the employee may continue to be paid anywhere from their current pay rate down to 5% less for each lower pay grade but no greater than the maximum rate of the new pay grade.
  • Most reclassifications are permanent, however an employee may be placed on probation with special approval from HR.
  • The evaluation date stays the same as it was previously.
Required Documents

Acting Assignments

Required Documents

FTE Changes

Guidelines
  • Departments wanting to permanently increase FTE on a vacant position that does not have FTE available must request additional FTE through the Budget Office. If position is filled departments must first contact the Human Resources.
  • Temporary increases in FTE for less than 60 days are okay. No action needs to be taken regarding the budget, and no paperwork is required. Hours are simply reported in HRIS.
  • Departments must contact the Human Resources if they wish to decrease FTE on regular positions.
  • Please refer to PPM Chapter 4210, Position Management Funding and Other Changes for Classified Positions for further information.
Required Documents

Return from Leave of Absences

Length of Service

Guidelines
  • This means total time worked as university support staff or unclassified, excluding temporary or student service.
  • All employees receive the same amount of credit for service whether working part time or full time.
  • Voluntary leave without pay for more than 30 days does not count toward length of service.
  • Involuntary leaves without pay for more than 30 days does not affect length of service.
  • Leave without pay for less than 30 days is not considered a break so the length of service is not affected.
  • Length of service determines the employees leave accrual and bonuses received
  • Length of service will be calculated by HR. No paperwork is necessary.