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Division of Human Resources-Newsletter
Topics included in the April 9, 2004 issue:

* Daylight Saving Time
* GTA/GRA Health Insurance - Summer 2004 Semester
* GTA/GRA Health Insurance Plan Rates
* Imaging of Personnel Files
* Employees May View and Update Education Information On-Line
* Retirement Recognition Gift Policy

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Daylight Saving Time
Daylight saving time affects those employees who worked when daylight saving time went into effect Sunday, April 4, 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 4, 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.

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GTA/GRA Health Insurance - Summer 2004 Semester
As you hire or reappoint graduate teaching assistants and/or graduate research assistants for the Summer 2004 semester please advise each student about the available GTA/GRA health insurance plan. Persons appointed at least .5 FTE for the summer as a graduate teaching assistant or graduate research assistant are eligible to participate in the health insurance plan. The coverage period will be June 1, 2004 to July 31, 2004. The open enrollment period will be May 15 to May 31, 2004.

Graduate teaching assistants or graduate research assistants who receive a "renewal premium notice" from Student Resources are to return it, along with the summer semester premium payment, directly to the Division of Human Resources by close of business on May 31, 2004.

A brochure describing the plan provisions and an enrollment form (including premium rates) are available at the following web site: www.studentresources.net or from the Division of Human Resources, 103 Edwards Hall.

NOTE: Please remind anyone enrolling for the GTA/GRA health insurance plan that there will be a slight delay in transmitting the enrollment forms and payment premiums to Student Resources inasmuch as the Division of Human Resources is required to verify their appointment and participation eligibility prior to sending in the documents.

Questions concerning this plan should be directed to Student Resources at 1-800-767-0700.

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GTA/GRA Health Insurance Plan Rates
The State of Kansas Division of Personnel Services has advised that the employer premium rates for the GTA/GRA health insurance plan for school year 2004-2005 will be:

Fall 2004 and Spring 2005 semesters: $194.00 per semester
Summer 2005 semester: $77.00 per semester

The GTA/GRA employee only premium rates for school year 2004-2005 will be:

Fall 2004 and Spring 2005 semesters: $64.00 per semester
Summer 2005 semester: $25.00 per semester

Adding dependents will increase the GTA/GRA employee per semester cost, but not the employer per semester cost.

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

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Imaging of Personnel Files
Human Resources (HR) has implemented a document imaging system whereby we image and store electronically all personnel files and many other documents submitted to our office, then dispose of the original paper documents.

HR is experiencing difficulty imaging the copies of documents made with the copier cover open or without a blank piece of paper covering smaller documents, such as driverís license and social security cards normally attached to the Employment Verification I-9 form, which produce a document with a dark background. Please send only clean copies of any documents. Your assistance is greatly appreciated.

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Employees May View and Update Education Information On-Line
Employees may view and update their education information on-line in HRIS Employee Self Service. To assist employees with maintaining their education information, a new HRIS report has been created that allows department personnel specialists to print and distribute a Degree Information Sheet to each classified and unclassified employee (excluding students) within their department. The Degree Information Sheet includes the employee's degree information and highest education level as it appears in HRIS. Report instructions are included in "Other Reports" on the following Web site: http://www.ksu.edu/hr/hris/hris-reports.html

To encourage employees to maintain accurate information in HRIS, print and distribute these information sheets at least once a year. This year, we recommend distribution in April so updates/changes may be made by May 1, 2004. Degree information is used for various administrative reporting purposes so data accuracy is critical.

The Degree Information Sheet includes the following instructions:
If the employee needs to add, edit or delete a degree, update the information on-line by accessing HRIS Self Service > Employee > Tasks > Education. Instructions: http://www.ksu.edu/hr/selfserv.htm.

When the employee adds, edits, or deletes a degree, the highest education level automatically updates accordingly. However, if the degree is correct but the highest education level is not correct, the employee will need to circle the correct level on the Degree Sheet and submit it to Payroll and Employee Data, Division of Human Resources, 103 Edwards Hall.

Alternatively, those responsible for personnel transactions/data within each department have access to the Education page and may maintain education information for department personnel. At this time updates to degree in this Education page do not automatically update the highest education level. Highest education level changes need to be submitted to HR when the degree is updated using this page. Instructions: http://www.ksu.edu/hr/human.resource.units/hris_manuals.html

Questions may be directed to Alma Deutsch at (785) 532-1448.

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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.

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"Quality is never an accident. It represents the wise choice of many alternatives." - Willa Foster

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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 9, 2004