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Kansas State University

HRIS

Division of Human Resources
Kansas State University
103 Edwards Hall
Manhattan, KS 66506-4801
785-532-6277
785-532-6095 (fax)
8 a.m. - 5 p.m. (CST)
Contact HR

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HRIS Classified Action/Reason Codes

Acting Assignments

Process on current Employment Record #, normally zero. Do not add concurrent record. By keeping on employee on their current record, leave balances, service dates and benefits will remain intact.

Transactions & Information
Scenario Action Code Action Code Description Reason Code Reason Code Description Paperwork required from Departments
Classified to Classified - insert one row in job DTA Data Change AAC Acting Assignment on Classified Submit Appointment Form (PER-38) (pdf)
Classified to Unclassified - insert two rows in job (Row 1) DTA Data Change LOA Leave to take Unclassified Submit Appointment Form (PER-38) (pdf)
Classified to Unclassified - insert two rows in job (Row 2 Effective sequence) DTA Data Change UNA Unclassified Assignment Submit Appointment Form (PER-38) (pdf)
Extend Acting Assignment DTA Data Change EXT Extension of Acting Assignment Submit PER 39 (pdf)
Return from acting assignment DTA Data Change RET Return from Acting Assignment Submit Appointment Form (PER-38) (pdf)

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Demotion

Transfer from Regular Classified to Regular Classified - decrease in pay - demotion, insert one row in job

Transactions & Information
Scenario Action Code Action Code Description Reason Code Reason Code Description Paperwork required from Departments
Demotion DEM Demotion VOL Voluntary Submit PER-38 (pdf) showing DEM (Demotion) VOL (Voluntary)

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FTE Changes

Transactions & Information
ScenarioAction CodeAction Code DescriptionReason CodeReason Code DescriptionPaperwork required from Departments
FTE ChangesPOSPositionPFCPercent/FTE ChangeSubmit a PER-39 (pdf). Indicate the new benefit program.

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Hire

Transactions & Information
ScenarioAction CodeAction Code DescriptionReason CodeReason Code DescriptionPaperwork required from Departments
Hire - New EmployeeHIRHireVACVacantSubmit PER-38 (pdf)
Hire - Concurrent Position- working multiple positionsHIRHireCNPConcurrentSubmit PER-38 (pdf)
Hire Classified Employee at Higher StepHIRHireHSHHire Higher Step - Exceptional QualitySubmit PER-38 (pdf) along with approval letter.

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Promotion

Transfer from Regular Classified to Regular Classified - increase in pay - promotion, insert one row in job

Transactions & Information
ScenarioAction CodeAction Code DescriptionReason CodeReason Code DescriptionPaperwork required from Departments
PromotionPROPromotionPROPromotion New Position/Class Submit PER-38 (pdf) showing PRO (Promotion) PRO (Promotion)

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Reallocation

Transactions & Information
ScenarioAction CodeAction Code DescriptionReason CodeReason Code DescriptionPaperwork required from Departments
ReallocationPOSPositionRPPReallocation - Position ReviewSubmit Appointment Form (PER-38) (pdf). Indicate any applicable position changed under Additional Information.

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Rehire

Use when there is a break in service

Transactions & Information
ScenarioAction CodeAction Code DescriptionReason CodeReason Code DescriptionPaperwork required from Departments
RehireREHRehireREHRehireSubmit PER-38 (pdf)

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Resignation

Submit PER 39 (pdf)


Transfer

Transactions & Information
ScenarioAction CodeAction Code DescriptionReason CodeReason Code DescriptionPaperwork required from Departments
Transfer from Temporary Classified to Regular Classified Position- insert two rows in job (Row 1) TERTerminationETMEnd of TemporarySubmit PER-38 (pdf) showing XFR (Transfer) EER (Employee Request)
Transfer from Temporary Classified to Regular Classified Position- insert two rows in job (Row 2 Effective Sequence) REHRehireREHRehireSubmit PER-38 (pdf) showing REH REH.
Transfer from Temporary Classified to Regular Unclassified Position - insert two rows in job (Row 1) TERTerminationETMEnd of TemporarySubmit PER 39 (pdf) to terminate classified and a PER-38 (pdf) to hire in unclassified.
Transfer from Temporary Classified to Regular Unclassified Position - insert two rows in job (Row 2 Effective Sequence) REHRehireREHRehireSubmit PER 39 (pdf) to terminate classified and a PER-38 (pdf) to hire in unclassified.
Transfer from Temporary Classified to Temporary Classified Position - no break in service (Row 1) TERTerminationETMEnd of TemporarySubmit PER-38 (pdf) showing XFR (Transfer) EER (Employee Request)
Transfer from Temporary Classified to Temporary Classified Position - no break in service (Row 2 Effective Sequence) REHRehireREHRehireSubmit PER-38 (pdf) showing XFR (Transfer) EER (Employee Request)
Transfer from Regular Classified to Regular Classified Position - no break, same rate of pay - insert one row in job XFRTransferEEREmployee RequestSubmit PER-38 (pdf) showing XFR (Transfer) EER (Employee Request)
Transfer from Regular Classified to Regular Unclassified PositionPROPromotionUPRUnclassified PromotionSubmit a PER-38 (pdf) to Promote because of different benefits. Note: We don't terminate & Rehire because this would end benefits.
Transfer Classified to a Graduate or Hourly Student Position - Insert two rows in job.(Row 1) TERTerminationETM or RS5End of Temporary or Resign- other positionSubmit PER 39 (pdf) to terminate and a PER-41 (pdf) or PER-40 (pdf) to rehire.
Transfer Classified to a Graduate or Hourly Student Position - Insert two rows in job. (Row 2 Effective sequence)REHRehireREHRehire Submit PER 39 (pdf) to terminate and a PER-41 (pdf) or PER-40 (pdf) to rehire.
Transfer from Graduate or Hourly Student position to a Classified position - insert two rows in job. (Row 1) TERTerminationETMEnd of TemporarySubmit termination or auto term based on previous appt.
Transfer from Graduate or Hourly Student position to a Classified position - insert two rows in job. (Row 2 Effective Sequence) REHRehireREHRehireSubmit PRE-38 (pdf) to Rehire
Transfer from Unclassified Benefits-eligible Position to a Classified Temporary Position - insert two rows in job (Row 1) TERTerminationRS5Resignation other PositionSubmit PER 39 (pdf) to terminate unclassified and a PER-38 (pdf) to rehire into classified
Transfer from Unclassified Benefits-eligible Position to a Classified Temporary Position - insert two rows in job (Row 2 Effective Sequence) REHRehireREHRehireSubmit PER 39 (pdf) to terminate unclassified and a PER-38 (pdf) to rehire into classified
Transfer from Unclassified Benefits-eligible Position to a Classified Regular Position - Insert two rows in job (Row 1) XFRTerminationEER or ERRSeparation with BenefitsSubmit a PER-38 (pdf) to transfer.