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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

May 2, 2008

Topics included in this issue:

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 11, 2008 memorandum of "Important Personnel Transaction Processing Reminders" at If you have questions please do not hesitate to contact our office.

Payroll & Employment Dates

For your information a list of current payroll and employment dates are routinely published by the Division of Human Resources at Some of the dates included are academic year, fiscal year and summer dates. Semester begin and end dates as well as student employment (hire) dates are also published. In addition there is a link to the biweekly pay periods and pay dates and the Human Resources Information System (HRIS) calendar. Questions regarding these dates may be addressed to the Division of Human Resources, 785-532-6277.

On-Line Leave Request Forms

The on-line Leave Request Forms have been enhanced. After completing and submitting the on-line leave request, the employee will also receive a copy of the request via e-mail.

In addition, when the supervisor receives the leave request via e-mail, the subject line now identifies the sender by displaying their K-State electronic ID (eID). The e-mail subject line appears as follows: Leave Request_from_(


Questions may be directed to Alma Deutsch at (785) 532-1448 or your HR liaison at (785) 532-6277.

Leave Record for FY 09

The Leave Record for FY 09 is now available and may be found on the forms page on our website. The Leave Record is provided for those full-time employees who want to maintain leave accruals, usage, and balances.

There are five leave records within the document. Print only the leave record that applies to you by using the "Print this Page" button provided in the PDF version of the form. Alternatively, you can print the correct page by clicking the File menu, select Print, and select the page number on the Page Range portion of the Print dialog box.

  • Page 1: Classified Employees - Less than Five Years Service
  • Page 2: Classified Employees - 5 Years & Less than Ten Years Service
  • Page 3: Classified Employees - 10 Years & Less than 15 Years Service
  • Page 4: Classified Employees - 15 Years Service or More
  • Page 5: Unclassified Employees
Classified Employee Vacation Leave Overage for FY 2008

Classified employees have until June 14, 2008, to use any vacation leave hours over their maximum allowed accumulation. For the pay period June 1, 2008 to June 14, 2008, 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 14, 2008, 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 14, 2008, 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 overage and maximum accumulations should be addressed to your HR Payroll and Employee Data Liaison at (785) 532-6277.

Leave Accruals for Unclassified Employees

Unclassified employees will not earn vacation leave for pay period ending 5/17/08 since it is the third paycheck in the month. Also, unclassified employees will not earn vacation leave for pay periods ending 5/31/08 and 6/14/08 since these are the last two pay periods of the fiscal year. The maximum annual leave accrual limit is 22 days (176 Hours) per fiscal year. This year those unclassified employees appointed full-time at the beginning of the 2008 fiscal year reached their maximum accrual limit during the pay period ending 5/3/08.

Unclassified employees appointed after the beginning of the fiscal year or appointed part-time will earn vacation leave during the last two pay periods of the fiscal year as long as they do not exceed the 22-day maximum. Unclassified employees do not earn vacation leave during pay period ending 5/17/08 since it is the third paycheck in the month.

Questions may be directed to Alma Deutsch at or Kristi Fronce at


" " Paul Newman