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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

February 15, 2013

Topics included in this issue:

New Feature in HRIS/Employee Self Service

When employees access their leave balances via HRIS/Employee Self Service, they now have the ability to click on an Email Report button within the page to review leave accruals and usage for the previous 12 months. After clicking on this button, the system automatically sends the requested leave accrual report to their K-State Email inbox.

Employee Self Service > Payroll and Compensation > View Leave Balances

On-Line Leave Request Form

We have modified the on-line leave request form to delete references to "Official Leave". Of all the leave types used by the University, "Official Leave" is not one of them. Some had used "Official Leave" to record time away from work while attending conferences or seminars, but time spent at conferences at the University's request is work time. However, to facilitate use by those departments that do use the on-line form to track these types of absences, we have retained that part of the form and retitled "Reason for Leave or Other Absence". The drop down box in "Type of Leave" has the choice of "Other Absence" for use under these circumstances.

HRIS/Employee Self Service Upgrade Scheduled for March 2013

The Division of Human Resources and the Office of Information Systems will be upgrading HRIS/Employee Self Service March 8 and 9, 2013. For processing timelines, refer to the March HRIS Schedule:

Additional upgrade details will be sent to HRIS users via various media throughout the month of February.

Position is Important Key in HRIS

Hiring an employee in the correct position is critical because HRIS is driven by position. The position is the key to providing information to functions within HRIS and is the key to providing information for the University community. The position defines essential information that is used to process time and leave, payroll, budget data, management reporting, salary surveys, etc. Position Data may be viewed at Organizational Development > Position Management > Maintain Positions/Budgets > Add/Update Position Info

Additional details: (pdf)

Signatures on the Change or Separation Form (PER-39)

When a benefit eligible employee separates from Kansas State University, a Change or Separation Form (PER-39) must be submitted to Human Resources. It has recently come to our attention that employees are sometimes unaware of their separation information. We have found that in many instances the PER-39 is not signed by the employee. To be certain each employee is fully aware of their separation date, HR requests that benefit eligible employees sign the PER-39. If a signed Exit Interview (PER-16), Letter of Resignation or Notification of Retirement (PER-37) is submitted along with the Change or Separation Form (PER-39), we will not require the signature on the PER-39 because it already exists on one of the other forms. In all other instances, the signature will be required.

After the separation documents are completed and signed, please provide a copy of the form(s) to the employee for their own personal records.

The employee signature is not required when terminating a temporary (no benefits), hourly or graduate student employee. These employees may be terminated directly in HRIS by entering an Appointment End Date. If you have any questions, please contact your HR liaison at 785-532-6277.

New Employee Orientation — NEO — Sign-up through HR Training

As a reminder, enrollment for NEO is now managed by HR Training. Personnel Specialists registering employees, or employees registering individually, should send an email to with the date of attendance, employee name, department, date of hire, and indicate status as classified or unclassified.

NEO sessions are held in Edwards Hall the first Thursday of each month except for January and October, which are held on the 2nd Thursday.


" The hardest thing to learn in life is which bridge to cross and which to burn. " David Russell