Division of Human Resources-Newsletter
Topics included in the August 1, 2003 issue:

* Employment updates
* Graduate Student Insurance
* On Campus Work Permits
* Completing the Employment Eligibility Verification Form I-9

Employment updates
Vacancy Closing Dates: Effective immediately all recruitment for classified vacancies will close at 5:00 p.m. Thursday of each week unless otherwise stated. Applicants may continue to use the drop box located between the front doors of Edwards Hall after regular business hours. If you have any questions or comments, please contact Cheryl Grice at (785) 532-6277.

State of Kansas Employment Registration process: Applicants are no longer required to complete the State of Kansas Skills Registration forms. Applicants who do not have an applicant identification number or an employee identification number will need to complete the K-State Vacancy Identification/Registration form to register their personal data and receive an applicant identification number. This form may be accessed at If you have any questions or comments, please contact Cheryl Grice at (785) 532-6277.

Graduate Student Insurance
The new contract year for Graduate Student Insurance begins August 1. Although booklets for the 2003 - 2004 school year are not yet available, the current information can be accessed online at We will be sending booklets to each department as soon as they become available.

The open enrollment period is from August 1 - August 29. Coverage will be effective August 1 with no break in coverage if the student enrolls during this period. Applications and premium payment for Graduate Health Insurance only are to be sent to Human Resources, 103 Edwards Hall.

Students are responsible for making timely renewal of payments to avoid a lapse in coverage.

Eligibility Requirements for the Graduate Student Health Insurance

1.      Must be appointed as Graduate Teaching Assistant (GTA) or Graduate Research Assistant (GRA)

2.      Must be appointed at .5 tenths time for the semester.

¨      Both requirements must be met to be eligible for the employer contribution.

¨      Graduate assistants are not eligible for this plan.

Coverage Information

¨      Coverage periods for the 2003 - 2004 academic year are:

¨      Fall semester August 1, 2003 to December 31, 2003

¨      Spring semester January 1, 2004 to May 31, 2004

¨      Summer semester June 1, 2004 to July 31, 2004

¨      After the semester open enrollment period ends, all enrollments will have a coverage date effective with the date the application and payment are received in the Division of Human Resources.

¨      After the semester open enrollment period ends, students may elect coverage within 30 days of the date of their appointment. Students are required to pay the full semester premium regardless of enrollment date.

¨      EMPLOYER RATES for 2003 - 2004: $174.00 for limited plan per semester for fall and spring and $67.00 for the summer semester.

¨      The full semester premium will be charged to funding in effect as of 9-1-03 for the fall semester.

¨      The full semester premium will be charged regardless of the effective date of coverage. (Example: If a student enrolls in limited plan October 10, his/her department will be charged $174.00)

On Campus Work Permits
This is a reminder that Foreign National (non-resident) hourly student employees must have a 2003 Fall On Campus Work Permit completed. This includes current student employees as well as rehires and new hires. For all other non-resident employees such as Graduate Students and Faculty, work permits are required at the time of hire and usually go through the end of their appointment. The On Campus Work Permit is obtained through the International Student Center. For all new hourly and graduate student employees the International Student Center will not be issuing work permits until August 18 or after.

Completing the Employment Eligibility Verification Form I-9
Recently, a representative from the U.S. Department of Homeland Security, Bureau of Citizenship and Immigration Services, held an information session for the Division of Human Resources and personnel specialists on campus with regards to the Employment Eligibility Verification Form (Form I-9). Please review the information provided below regarding completing the form. Each section should be completed using these guidelines to ensure compliance with federal regulations regarding this form.

Section 1 - Employee Information and Verification - This section must now be completed no later than the employee’s first day of work. It is now recommended that this section be completed as soon as the offer of employment is made to the employee. For faculty being hired, it is recommended that you send the Form I-9 at the same time you send the contract for the employee to sign. The employee will then complete, sign and date Section 1. Once the employee arrives on campus, they will still have up to three days to provide the supporting documents for you to complete the remaining portion of the form.

Section 2 - Employer Review and Verification - There is no change concerning this portion of the form; however, we must emphasize that this section needs to be completely filled out and must include Document Title, Issuing Authority, Document # and Expiration Date (if applicable) for all documents. It is also imperative that the certification and date signed by employer or authorized representative be within three days of the employee’s first day of work.

Section 3 - This portion of the form will need to be completed for rehires. - While a new Form I-9 only needs to be completed if the employee’s previous I-9 is over three years old, this section must be completed when there is a break in service. A break in service will be considered 30 calendar days or more between the time employment ends and the employee is rehired. The first time an employee is rehired, you may use a copy of the original I-9 and complete this section of the form and submit it to HR. For any subsequent rehires, you will need to complete a new form, filling out name in Section 1 only and Section 3. We are aware it may be difficult at times to know when to use Section 3, since there is often frequent movement between departments. If in doubt, fully complete a new Form I-9.

These new procedures will be implemented effective August 11, 2003. If we receive any incomplete or incorrect forms after this date, we will call the hiring department who will have the option of coming to our office to complete/update the form or having the documents returned for completion. We must emphasize the importance of completing these forms correctly and timely and the potential fines that may be incurred otherwise.

Please contact your HR liaison with any questions at (785)532-6277. The Form I-9 along with instructions can be found at

“When you talk, you repeat what you already know; when you listen, you often learn something.” - Dr. Alan Zimmerman

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 31, 2003