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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

March 15, 2013

Topics included in this issue:

Daylight Saving Time Implemented

Clocks were set ahead one hour at 2:00 AM Sunday, March 10, 2013, in observance of Daylight Saving Time. If you have employees who work during this time, please refer to the following web page:

New Form I-9 Released March 8, 2013

The U.S. Citizenship and Immigration Services (USCIS) released a revised Form I-9, Employment Eligibility Verification(pdf) as well as the M-274, Handbook.(pdf) Please begin using the new Form I-9, with revision date of 03/08/13 and expiration date of 3/31/2016, immediately. The Division of Human Resources will accept previous versions of the Form I-9 for new hires only until May 7, 2013. However, the new Form I-9 must be used for reverifications immediately. The new Form I-9 makes several improvements designed to minimize errors in form completion. More detailed information regarding the Form I-9 can be found under Hot Topics on the HR home page at New Form I-9 Released March 8, 2013. (pdf)

Foreign National Workshop

A Foreign National Workshop is being conducted jointly by the International Student and Scholar Services and the Division of Human Resources. If you are new to processing appointments for foreign national employees, would like a refresher course, have questions, want to hear what others are doing, or network with others who are involved with foreign national employment, please attend. The workshop will be held Tuesday, April 16, 2013 from 9:00 a.m. to 11:00 a.m. at Edwards Hall Commons.

Topics of Discussion

  • Types of Employment based on Immigration Status
  • Employment Limitations
  • Work Permit Requirements
  • Obtaining Social Security Numbers
  • Completing Form I-9 (New Revised Form)
  • Determining Tax Status
  • Tax Treaties
  • Q&A

Presenters: Maria Beebe - International Student and Scholar Services
Frieda Beat - Division of Human Resources

Registration may be done by one of the following methods:

  • HRIS Employee Self Service. Path: Employee Self Service>Learning and Development>KSU Training Enrollment or
  • E-mail Please include your name, department, employee ID number (required), course title as well as course number (WHR082) and indicate session (0006).

If you have questions please contact Frieda Beat

HRIS Department Table

Department personnel specialists have VIEW access to the Department Table in HRIS. This access has been provided to ensure the Manager Position and KEAS Access Position(s) located within this table are current. The Manager Position identifies the unit head and is now being used by the Conflict of Interest Form Routing Process and the KEAS Access Position(s) are being used to designate employees/positions who have access to grant e-mail privileges and who receive a copy of the Welcome to K-State e-mail message for new employees.

Set Up HRMS > Foundation Tables > Organization > Departments

Corrections to this information may be sent to Frieda Beat at or Alma Deutsch at

Student Employment for Summer

To be employed as an hourly student for the summer, a student must meet one of the following requirements:

  • Enrolled in no fewer than 6 hours in the Spring 2013 semester;
  • Pre-enrolled in the Fall 2013 in no fewer than 6 hours;
  • Enrolled in the Summer 2013 for any number of hours;
  • Admitted to study in the Fall 2013 semester.

Students with an F1 or J1 visa may only be employed during the summer if they have been enrolled in no fewer than six hours in the previous spring semester or are enrolled in any number of hours in the summer.

To be employed as a graduate student during the summer, a student must meet one of the following requirements:

  • Be enrolled in 3 hours during Summer 2013;
  • Enrolled in at least 6 hours during the Spring 2013
  • semester.

Summer officially begins 5/12/2013. The fall semester officially begins 8/18/2013. As we previously announced, there will be 7 summer pay periods in 2013.

Please contact your HR liaison with questions.

Summer Transaction Training

The Division of Human Resources is offering individual or small group training sessions for personnel specialists who will be preparing transactions for summer. Information that will be covered includes:

  • Guidelines for completing hourly student, graduate student and unclassified summer transactions
  • Guidelines for completing the Form I-9;
  • Effective dates and submission due dates for summer;
  • Involuntary leave of absence process;
  • Funding updates for Fiscal Year 2014;
  • Unclassified Data Updates;
  • Summer Benefits

These sessions are beneficial to new personnel specialists or those who need a refresher course. This training will also be provided on the HR web page for your reference in the coming weeks.

Please contact Becky Beckley at (785)532-1893 or to schedule a date for your training.

University Support Staff group discussions

Classified employees attending University Support Staff group discussions held by the Alternate Service Committee in April and May should be allowed to attend those meetings in pay status, if those meetings occur during their normal working hours. Thank you!

If you have questions, please contact Kristi Fronce at


" A full cup must be carried steadily. " English proverb