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Division of Human Resources-Newsletter

Topics included in the July 1, 2005 issue:

*Highlighter Use on Personnel Transaction Forms
*Payroll Funding – Project Award End Date Report (WPOS101B)
*Social Security Card Reminder
*Updating Contract Data

Highlighter Use on Personnel Transaction Forms
The Division of Human Resources uses an electronic filing system rather than using paper filing. All documents are scanned as images. Highlighters in colors other than yellow seem to be causing problems once the Personnel Transaction forms have been imaged. Yellow highlighters are the only ones that do not cause problems. If you highlight changes to the information you are updating on the personnel transaction form, we are requesting that you please limit the highlighter color to yellow.

Payroll Funding - Project Award End Date Report (WPOS101B)
The Project Award End Date Report has been developed to assist departments track end dates for projects/awards/grants. Using the pay period end date as a report parameter will provide a list of projects/awards/grants ending prior to this date. If additional funding has not been established for a position or pool after the project/award/grant ends, the position or pool will appear on the report. If a postion or pool appears on the report, a new effective-dated row will need to be entered prior to on-cycle processing to fund the remainder of the pay period. If positions or pools do not appear on the rpeort, additional funding has been established where project/award/grant has ended. The report parameters allow vacant positions to be eliminated on this report. Instructions are located at: http://www.ksu.edu/hr/hris/hris-reports.html#fun

To access and run this report, use the following path: North American Payroll, Payroll Funding, Reports, Project Award End Date Report

This report needs to be run prior to on-cycle processing and appears on the HRIS Schedule/Calendar every Friday prior to the end of the pay period.

Social Security Card Reminder
When appointment papers are submitted to the Division of Human Resources for an employee, please be sure to include a copy of the employee’s social security card even if the card is not used as an I-9 supporting document. The social security card is used to verify that the name and social security number entered in HRIS matches the information on file with the Social Security Administration. We require a copy of the social security card for all employees.

Please contact your HR liaison with questions at (785)532-6277.

Updating Contract Data
At the beginning of each new fiscal year, the Contract Data pages in HRIS are automatically updated for regular unclassified employees. A new row has been added for fiscal year 2006 based on the months basis for these employees.

The only on-line entry required by department personnel will be for those individuals whose contract type has changed from FY 2005 to FY 2006 and for those individuals with TERM contracts. And, any time throughout the year, when a contract is renewed or changed, on-line entry is required within 20 days from the contract begin date. For university report purposes, on-line entry by July 31 for fiscal year (12-month) contracts and August 31 for academic year (9-month) contracts is important. Instructions are located at: http://www.ksu.edu/hr/human.resource.units/hris_manuals.html

The Division of Human Resources continues to require a copy of the contract for the employee's personnel file. In addition, if the employee's job title, compensation rate, etc. is changing a personnel transaction form is required … normally the Change or Separation Form (PER-39)(PDF).

"There is a great difference between worry and concern. A worried person sees a problem and a concerned person solves a problem." - Harold Stephens

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
July 28, 2005