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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 step 4.
  • Approval can be granted (from the director of the Division of Human Resources (HR)) at a higher step for exceptional qualifications.
  • An employee who is appointed to an initial, regular position must be put on probation for 6 months.
  • Regular employees may be benefit eligible.  To be benefit eligible they must be 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
  • Temporary appointments are limited to 999 hours in a year beginning from date of appointment.
  • A temporary can have multiple appointments as long as they don't go beyond 999 hours combined.
  • After their hours expire, a temporary cannot be re-appointed until 12 months following the original appointment.
  • A temporary employee should be appointed at step 4. Approval from the director of HR can be granted at a higher step for exceptional qualifications.  Also, a temporary employee can be appointed at a higher step if they have had previous permanent status with the State within the last year.
  • A university support staff temporary employee is not eligible for benefits, including leave.
  • Benefits/Entitlements Summary for Students and Temporary Positions (PDF)
  • Employment Summary Sheet for Students and Temporary Positions (PDF)
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 State employment, they are considered a reinstatement and may be paid at the same step as they were previously paid prior to leaving.
  • A reinstatement may also be paid at any lower step.
  • Time-on-step for pay increases begins over again when a person is hired by reinstatement.
  • 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.
  • They may either be paid at the lowest step that will give them an increase or any step up to the one they are currently on.
  • Time-on-step for pay increases starts over again.
  • An employee must be on probation. It can be anywhere from 3 to 6 months.
Required Documents

Demotions

Guidelines
  • An employee who demotes, should receive a decrease in pay.
  • They should not be put below the step they were at prior to demotion.
  • The next pay increase date for employees who demote for discipline reasons is governed by the time-on-step.
  • For voluntary demotions, the pay increase date is unchanged.
  • Employees who demote are not on probation.
  • The evaluation date remains the same.
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 director of HR.
  • The pay increase date stays the same as it was in previous position.
  • Transfers are never put on probation unless they are on probation when the transfer is occurring.
  • The evaluation date remains the same as it was in previous position.
Required Documents

Reallocations/Reclassifications

Guidelines
  • An employee must receive a pay increase.
  • They may either be paid at the lowest step that will give them an increase or any step up to the one they are currently on.
  • Time-on-step for pay increases starts over again.
  • Most reclassifications are permanent, however an employee can be put on probation with special approval from the director of 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 Division of 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 Division of 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.