Division of Human Resources-Newsletter
Topics included in the July 18, 2003 issue:

* Use K-State eID and Password to Access HRIS
* Important HRIS Time and Leave Processes
* HRIS Calendar
* HRIS Users - Delete Browser Cache Files
* Change or Separation Form (PER-39)
* Faculty/Staff Changes in Campus Phone Book
* Revision to Temporary Social Security Number Procedures

Use K-State eID and Password to Access HRIS
Beginning Wednesday, July 30, Human Resource Information System (HRIS) users will begin using their K-State eID (Electronic ID) and password to access the system.

Earlier this year, your Computing ID was changed to the new K-State eID. Your eID now serves as your primary "electronic identity" at K-State. It provides all the functions of your previous K-State Computing ID and now it will provide access to HRIS. You now have one eID and password for multiple systems (i.e., central e-mail, HRIS, KATS, Unix, and WebMail).

If you forget your eID or password, access the following Web page: You will no longer change your password within HRIS Employee Self Service.

Passwords for eIDs need to be changed twice a year, in the fall and spring semesters -- just as password changes were required for former K-State Computing IDs. Your eID and password are stored in the K-State Enterprise Authentication System (KEAS), the directory service that supports eIDs and that is managed by Computing and Network Services. eIDs are visible in the K-State White Pages as they are the default e-mail address for your central e-mail mailbox. Passwords to eIDs are encrypted within KEAS and private to the individual.

Other questions may be sent to Or contact the InfoTech Help Desk, 313 Hale Library, e-mail, or by phone at (785) 532-7722.

Important HRIS Time and Leave Processes
During the time and leave recording process, it's important that the timelines provided in the HRIS Calendar are followed. It's important that all time and leave is entered in HRIS by 6:00 p.m. on the day that the calendar indicates "Last Day to Enter T & L." The following two days should be reserved for detecting and correcting errors. Time and leave recorded after this deadline often causes miscalculation, particularly when leave payouts are involved.

During the recording process, it is important that the Time Entry Error Report is run each day. Since the error edit process overrides itself every night, it's important to view or print this report every day during the recording process to insure that all errors are detected and corrected. Example: If time and leave is recorded on Friday and the "OK to Process" check boxes are turned on, the Time Entry Errors Report needs to be run on the following Monday. Errors that are not detected and corrected result in delayed paychecks.

We realize that summer vacations are occurring and some offices are short-staffed. If you need assistance with recording time and leave, do not hesitate to contact us for assistance.

Those responsible for updating information in HRIS need to view/print the HRIS Calendar each pay period. The calendar provides important information and timelines. Timelines do change, especially when holidays and other special events occur. We have redesigned the HRIS Calendar so that a full month may be viewed or printed. Go to: … select HRIS Calendar to view/print the calendar.

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

HRIS Calendar
It's back … the HRIS Calendar is again available in month format and may be printed at your convenience. The HRIS Calendar web site offers various printer friendly versions and also displays the current pay period. Arrows on the left and right side of the current pay period allow users to view prior and future pay periods. Ex: <<< July 2003 PPE 07/19/03 >>>

It's cool check it out at select HRIS Calendar.

HRIS Users - Delete Browser Cache Files
To increase the efficiency of your internet browser, please delete browser cache files often. Instructions:

Change or Separation Form (PER-39)
When HR processes the Change or Separation Form (PER-39), all information that appears on the form is verified and/or entered in HRIS. If the address and FTE are not changing, it's not necessary for you to enter this data on the form and it's not necessary for HR to enter/verify this data in HRIS. If the data is not changing, there is no need to enter it on the form. In addition to the data that is changing, only the information labeled "Current Information" needs to be completed on the form. Questions may be directed to your HR liaison at (785) 532-6277.

Faculty/Staff Changes in Campus Phone Book
Each year, Student Publications Inc., strives to give the K-State community an accurate Campus Phone Book. Human Resources (HR) provides the faculty/staff information. The student information section of the campus phone book is provided through the Registrar’s Office. Work on the 2003-2004 Campus Phone Book is currently in progress. Information that will be printed in the phone book will include the employee’s name, campus address and phone, business title or job title, home address and home phone. The employee’s KSU e-mail address will also be included and this information will be provided by Computing & Network Services (CNS).

Employee Update Sheets were mailed July 18, 2003. Employees should review the information provided on the update sheets and return the forms back to their department personnel specialist by August 1, 2003. Employee update sheets with changes should be returned to HR for processing as soon as possible but no later than August 8, 2003. For 9-month faculty not working this summer, please return the form as soon as possible after their return but no later than August 15, 2003. For more detailed information please refer to the “Faculty/Staff Changes in Campus Phone Book” memorandum located at Questions may be referred to your department’s Human Resources, Payroll & Employee Data liaison.

Revision to Temporary Social Security Number Procedures
Per a request from the Social Security Administration we have revised form PER-12, Request for Temporary SSN for Foreign Graduate Students or Exchange Visitors along with the instructions to change the terminology from a temporary social security number to a temporary ID number. The revised PER-12, Request for Temporary ID for Foreign Graduate Students or Exchange Visitors along with instructions can be found at

Questions may be referred to Frieda Beat, Payroll & Employee Data, (785) 532-6277 or

"The illiterate of the 21st century will not be those who cannot read and write, but those who cannot learn, unlearn, and relearn." -Alvin Toffler

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

Division of Human Resources   103 Edwards Hall  Manhattan, KS 66506-4801  (785) 532-6277
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Kansas State University
July 18, 2003