Division of Human 
Topics included in the September 12, 2003 issue:

*Employee Affiliation
*Employee Self Service Demonstrations
*Graduate Assistants Changed to Non Exempt Employees
*Time and Leave Adjustments

Employee Affiliation
When new employees are hired in HRIS, they receive an e-mail message, with step-by-step instructions, indicating that they need to verify their eID employee affiliation with K-State. Be sure that your new employees know the importance of this process. If they do not complete this step, they will not be able to access to Employee Self Service, Web mail, Unix, or Central e-mail. Refer to the following web page, step 7:

Employee Self Service Demonstrations
K-State employees can learn how to use the online Employee Self Service application by attending demonstrations scheduled through September. These sessions are open to all university employees, whether student, faculty, or staff. No registration is required. The demonstration schedule is located at:

Graduate Assistants Changed to Non Exempt Employees
Graduate Assistants have been updated in the Human Resource Information System to change their FLSA status from exempt to non exempt effective August 31, 2003. This included changing their pay group to the hourly student pay group as well as converting their biweekly comp rate to hourly. For the pay period ending 9-12-2003 time documents must be completed and hours must be entered in HRIS. Use earnings code SP1 when entering Graduate Assistant time worked.

A new field for hourly comp rate has been added to the Graduate Student Appointment Form (PER-41). The revised PER-41 and instructions are available at The Graduate Student Employment Guidelines have also been updated and can be found at

Effective August 31, 2003, Graduate Assistants will no longer be eligible for Additional Pay. Instead, report actual hours worked in HRIS. A revised Additional Pay form is available at

Questions may be referred to Frieda Beat, Division of Human Resources, Payroll & Employee Data, (785) 532-1884.

Time and Leave Adjustments
Minor time and leave adjustments may be recorded on-line in a later pay period by department personnel responsible for entering time and leave. Examples of minor adjustments:

For audit purposes, document adjustment on the time document(s) and leave request form(s). Questions regarding this process may be directed to Alma Deutsch at (785) 532-1448 or Kristi Fronce at (785) 532-1889.

The Leave Balance Correction Sheet (PER-9) should only be used when it is not possible to make adjustments on-line. (Example: Incorrect balance when re-hired, recorded one type of leave instead of another type of leave, or recorded too much leave.

"Everything you do makes a difference. Every thought you think, every comment you make, every action you take, in some way will change things for you and your world." -- Ralph Marston

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 email   103 Edwards Hall  Manhattan, KS 66506-4801  8 a.m.-5 p.m.  (785) 532-6277
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Kansas State University
September 12, 2003