Division of Human Resources-Newsletter
Topics included in the October 25, 2002 issue:

* Automation of Termination at End of Appointment Date
* Updated Transaction Forms and Instructions for HRIS 8
* Daylight Saving Time

Automation of Termination at End of Appointment Date
With the upgrade to PeopleSoft 8, we are pleased to announce the automatic termination of non-benefits eligible employees who have an End of Appointment Date specified in HRIS. Currently, the HR staff manually enter these terminations. This includes Graduate Students, Unclassified, and Classified Temporary non-benefits eligible employees. The effective date of the termination is the day after the End of Appointment Date indicated on the appointment paper. It will be imperative that you run your End of Temporary Appointment Report. Any reappointment paperwork must be received in our office by the transaction due date for that pay period to ensure an employee is not automatically terminated. The terminations will be inserted the Monday before the preliminary paycalc. The report instructions are listed under "Other Reports" on the following web page:

Updated Transaction Forms and Instructions for HRIS 8
Transaction forms and instructions for processing hourly student, graduate student, classified and unclassified appointments, changes and/or terminations have been updated for use in HRIS 8 and are now available at Transaction guidelines have also been updated to reflect the new forms and are available at

The Appointment Form (PER-38) replaces the current Employee Data Sheet and will be used to hire classified and unclassified employees. The PER-38 is a two page document.

The Change or Separation Form (PER-39) is used to process employee data changes and/or separations for classified, unclassified and graduate student employees.

The Hourly Student Data Sheet (PER-40) will continue to be used to hire, maintain (i.e. rehire, name change, address change, pay rate change, position data change, etc) and to terminate undergraduate students.

The Graduate Student Appointment Form (PER-41) will be used to hire, rehire or add a concurrent job for graduate students. To maintain data on graduate students (i.e. reappointments, name change, address change pay rate change, position change, etc.) or to terminate a “Change or Separation Form (PER-39) is to be completed.

The Position Data Sheet (PER-36) will continue to be used to create new positions for classified and unclassified employees.

Revised instructions for updating employee addresses on line can be found at Revised instructions for updating employee phone on line can be found at

Revised instructions for updating hourly student pay rate changes on line are available at

Please begin using the new forms for all transactions as soon as possible. However beginning with the November 10, 2002 pay period only the new forms will be accepted. Questions may be referred to your department’s Payroll & Employee Data liaison, (785) 532-6277.

Daylight Saving Time
EXEMPT employees will NOT be affected by daylight saving time. NONEXEMPT employees who worked during this time (Sunday, October 27, 2:00 a.m.) will be compensated as follows: Nonexempt employees who worked during the time when the clock was set back (Sunday, October 27, at 2:00 a.m.) will have an extra hour. All hours actually worked on Sunday will be recorded as regular (REG) hours. (Example: 8-hour shift … 9 REG hours will be recorded if the employee worked during the specified shift on Sunday.) If the employee did not adjust their work schedule for the rest of the workweek, they could potentially receive overtime pay (OTP) or compensatory time earned (CME) at the end of the 10/27/2002-11/02/2002 workweek. Remember that overtime is not reported until an employee has met their FLSA limit (40 hours). Please contact Alma Deutsch at (785) 532-1448, if you need further explanation.

“Great works are performed not by strength, but by perseverance.” -- Samuel Johnson

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
October 25, 2002