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Kansas State University

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

January 9, 2009

Topics included in this issue:

HR Staff Update

We are pleased to announce that Jennifer Gehrt has returned to HR after serving over four years as the Director of the LASER Project, which is now finalized. She is returning to the HR Staff as the Director of Human Resource Services and will be responsible for Employment, Benefits, HRIS Training Technical Support and Position Administration. She still may be reached at or at (785) 532-1886. Please join us in welcoming Jennifer back to HR!

Status Update on Classifications Review and Pay Plans

The Division of Personnel Services, Kansas Department of Administration (DPS) has completed the comprehensive review and draft classification specifications for positions in classifications assigned to Group 1 of the new Kansas pay plans, but does not yet have the complete information regarding the compensation implications of these new classifications. Until the analysis of the market data obtained from the salary survey conducted in the fall is complete, DPS will not be able to accurately assign these new classifications to a pay grade, and therefore cannot make estimates for the cost of implementation. In addition, since many of the new classifications involve consolidation of current classifications, they cannot fully commit to the new classifications until they know if the market supports such consolidation. Finally, since we must continue to use our current pay structure in FY2010, DPS does not know if these new classifications would even be able to be implemented until the market issues involved are better understood.

This information is estimated to be made available to K-State no later than the beginning of February. Since none of the proposed allocations would become effective until the beginning of FY2010, this will still allow for plenty of time to resolve any appeals and make the necessary preparations for implementation.

The assessment for Group 2 is in process. For additional information regarding the new classifications and pay plans see

If you have any questions please contact Karla Bylund, or Becky Beckley at (785) 532-6277.

New FMLA Entitlements for Military Families

Two new types of FMLA, known as the Military Family Leave Entitlements, go into effect January 16, 2009.

The first new category is "Military Caregivers Leave," for those who must care for a spouse, son, daughter, parent or next of kin of a covered service member with a serious "line of duty" injury or illness.

The second type of Military Family Entitlement Leave is for "Qualifying Exigency Leave" arising out of the fact that the employee's spouse, son, daughter or parent is on active duty, or has been called on short notice to active duty. Pre-deployment, post deployment, legal, financial and childcare related activities are examples of exigency leave.

More information will be provided in an upcoming revised PPM. If during this interim time you have employees in these situations, please contact Stephanie Harvey in Benefits Administration at (785) 532-6277.

Form I-9, Employment Eligibility Verification to be Revised

The Department of Homeland Security (DHS) is amending its regulations governing the types of acceptable documents and receipts that employees may present for completion of the Form I-9, Employment Eligibility Verification. Effective February 2, 2009 a new Form I-9 will be issued and employers will no longer be able to accept expired documents to verify employment authorization on the Form I-9. Additional information regarding these changes and availability of the new form will be forth coming. Questions may be referred to Frieda Beat, (785) 532-1884.

Requirements for Foreign Students Applying for Social Security Numbers

Foreign students must report to the International Student Center before going to the Social Security Administration (SSA) to apply for a social security number. The International Student Center is responsible for providing documentation stating the student is authorized to work on-campus and is currently enrolled in a full course of study. The hiring department is responsible for providing evidence of employment. These documents plus the following documents are required by the SSA: evidence of age, proof of identity and alien status. Once all these documents are obtained the student may visit the Social Security Administration and complete the application for a Social Security Card (SS-5).To streamline this process, the International Student Center designed a Verification of Employment for Social Security form. The hiring department completes the top portion of the form, prints it on department letterhead and has the student submit the form to the International Student Center for completion of the bottom portion. The form is available at (pdf)

For more detailed information on the requirements for issuing social security numbers for foreign nationals please refer to

Important Personnel Transaction Processing Reminders

Please submit personnel transactions with all required documents to Division of Human Resources. Items missing or not completed correctly will delay processing and sometimes delay paychecks. For more detailed information refer to the January 9, 2009 memorandum of "Important Personnel Transaction Processing Reminders" at If you have questions please do not hesitate to contact our office at (785) 532-6277.


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