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Division of Human Resources-Newsletter

Topics included in the (date) issue:

* Forms Training for Personnel Specialists
* Announcing: Our New Forms Page
* Daylight Saving Time
* Classified Employee Vacation Leave Overage for FY 2005
* Unclassified Employee Vacation Leave Earnings
* Retirement Recognition Gift Policy

Forms Training for Personnel Specialists
The Division of Human Resources will be offering forms training for personnel specialists on Thursday, May 5th in Edwards Hall at 8:30am.  This training is targeted for personnel specialists that are new or those wanting a refresher course on how to complete HR forms.  Topics covered will include: transaction guidelines for classified, faculty/unclassified professional staff, graduate student and hourly student employees; instruction on how to complete the Employment Eligibility Verification Form (I-9); instruction on how to complete the Appointment Form (PER-38), Change or Separation Form (PER-39), Hourly Student Data Sheet (PER-40) and Graduate Student Appointment Form (PER-41). 

To register, please contact Employee Relations and Training via e-mail at training@ksu.edu and include your name, department, employee ID number, course title, and course date. Your enrollment will be confirmed by an e-mail response to the sender.  You may expect this session to last from 8:30 to noon.

Announcing: Our New Forms Page
We are excited to announce that we have revised the Forms page on the Human Resources’ web page.  We have incorporated the new TAB format to offer our forms by topic, form number, alphabetically or by specific category.  We have also added IT Access forms for your convenience.  We hope you like the new format and that this helps you find the forms quickly and easily!

Daylight Saving Time
Daylight saving time affects those employees who worked when daylight saving time went into effect Sunday, April 3, at 2:00 a.m. These employees worked one less hour because clocks were adjusted ahead one hour.

The salary for EXEMPT employees will NOT be affected by daylight saving time. NONEXEMPT employees who worked during this time will be compensated as follows: Nonexempt employees who worked during the time when the clock was set ahead (Sunday, April 3, 2:00 a.m.) will not have a reduction in pay for this "lost" hour. The "lost" hour will be reported as 1.0 hour using the DST (Daylight Saving Time) earnings code. This hour will not count toward overtime (FLSA); however, it will count toward leave accrual.

Employees who record 1.0 hour using DST, will normally record 39 hours as REG (Regular Hours) for the work week. If the employee works extra hours during the week, one of those hours will be added/recorded as REG (Regular Hours) before overtime or comp time earned will be recorded.

Please contact Alma Deutsch at (785) 532-1448 or Kristi Fronce at (785) 532-1889, if you need further explanation.

Classified Employee Vacation Leave Overage for FY 2005
Classified employees have until June 4, 2005, to use any vacation leave hours over their maximum allowed accumulation.  For the pay period May 22, 2005 to June 4, 2005, any vacation leave hours used will be subtracted from the vacation leave balance before the leave balance is reduced to the maximum allowed accumulation.  The amount accrued for the pay period ending June 4, 2005, will then be added to the vacation leave balance.  This means the employee does not lose the vacation leave hours accrued for that pay period.  Vacation leave overages are listed in Employee Self Service as “hours over limit,” and on the employee Statement of Earnings as “vacation overage.”

If an employee has a vacation leave overage on June 4, 2005, up to 40 hours of any excess accrued vacation leave will automatically convert to sick leave.  After this conversion, all remaining vacation leave over the maximum allowed accumulation of hours will be forfeited. 

Please advise your employees of both these provisions.  Questions regarding vacation leave overages and maximum accumulations should be addressed to your HR Payroll and Employee Data Liaison at (785) 532-6277.

Unclassified Employee Vacation Leave Earnings
Unclassified employees appointed to twelve-month positions, may earn vacation leave to a maximum of 22 days (176 hours) per fiscal year.  Vacation leave is earned for the first and second biweekly pay periods each month during the first eleven months of the fiscal year.  No vacation leave is earned on the third pay date in any month.  Employees appointed after the beginning of the fiscal year will earn vacation leave during the twelfth month (June) as long as it does not exceed the 22 day maximum.

Also, the maximum number of accrued vacation leave days is limited to 38 days (304 hours).  At the time this threshold is achieved, vacation leave hours will not be earned until the 38 day balance is reduced.

Questions should be addressed to Benefits Administration, Division of Human Resources at (785) 532-6277.

Retirement Recognition Gift Policy
It is the practice of Kansas State University to recognize employees at the time of their retirement for their performance of duties and length of service.  The University often awards various gifts and honoraria to its employees.  Please review KSU Policy and Procedures Manual, Chapter 4812 concerning the established policy and taxing guidance.

Questions should be addressed to the Division of Human Resources, Benefits Administration at (785) 532-6277.

“We all have big changes in our lives that are more or less a second chance.”  -  Harrison Ford

Kansas State University
Division of Human Resources
103 Edwards Hall
Manhattan, KS 66506-4801
Phone (785) 532-6277 Fax (785) 532-6095
Visit us on the web at http://www.ksu.edu/hr/

Division of Human Resources   hr@ksu.edu   103 Edwards Hall  Manhattan, KS 66506-4801  (785) 532-6277
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Kansas State University
April 8, 2005