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Kansas State University

Division of Human Resources
Kansas State University
103 Edwards Hall
Manhattan, KS 66506-4801
785-532-6095 (fax)
8 a.m. - 5 p.m. (CST)
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Human Resources Newsletter

October 29, 2010

Topics included in this issue:

Background Check Reminders

Criminal Background Checks are required for all new hires of classified, unclassified and graduate student employees. This is a Kansas Board of Regents Policy. Applicants are hired contingent on them passing a background check. Please review your hiring procedures to ensure it includes this important step.

Also, please remember to include the email received from the Background Check Manager or her designee, stating that the applicant has been "cleared to hire" with the appointment papers that are submitted to HR.

Refer to the Frequently Asked Questions on the Background Checks webpage for further information. Contact Kris Mauck at or (785) 532-6277 with questions.

Incomplete Transactions Delay Processing in Human Resources

Listed below are the most common reasons hire transactions are delayed and not processed in HRIS until complete information is received:

  • Missing employee oath
  • Missing employee and/or department head signatures
  • Missing I-9 and supporting documents
  • Dates on the I-9 do not follow guidelines for completing the form (Section 1 must be completed within one day and Section 2 must be completed within three days of the effective date.)
  • Missing background check documents
  • Social security card does not accompany paper. Even though an employee may use another document for I-9 purposes, HR still needs a copy of the card for payroll documentation.
  • Missing contracts on unclassified
  • Mismatches between contract and data received from department (Example: PER form indicates an effective date of 10/1/2010 and contract indicates 9/27/2010)

For details on required forms, please refer to the Transaction Guidelines and Checklists web page. Please contact your HR liaison with questions at (785) 532-6277.

I-9 and Other Required Documents for Rehires

When any employee has a break in service of more than 30 days, a new or updated Employment Eligibility Verification (I-9) must be completed if the individual is rehired at Kansas State University. The rules regarding I-9.s are very specific. If an employee is rehired within three years of the date of their last I-9, Section 3 of the form must be completed. (The department also has the option of completing an entirely new I-9.) If the last I-9 on file with KSU is older than three years, an entirely new form MUST be completed.

We have many long term employees who are rehired - some retire and return to work after a period of time. These individuals must comply with the policies for the I-9. If they do not have an I-9 on file with the university, an I-9 must be completed before they can be rehired. If there are other documents required that have never been completed, those must be completed as well. This may include the Intellectual Property Agreement, Substance Abuse, etc. These documents are required of all new and rehired employees of Kansas State University. Please refer to the HR web page below for the list of required documents. You may wish to refer employees here as well.

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

Reminder Regarding Pay Increases

This is a reminder that all unclassified pay increases for fiscal year 2011 must have the Provost's approval. In a memorandum sent on May 20th, Vice President's, Dean's and Provost Staff were notified there would be no general use FY2011 salary increases for faculty, unclassified staff, Graduate Teaching Assistants, Graduate Research Assistants, and Graduate Assistants. The only increases allowed would be to fund "promotions, professorial performance awards or university distinguished professorships as required by the Kansas State University Handbook and other rare exceptions."

Unclassified pay increases submitted to HR must include the Provost's approval. In addition, please remember that those approved increases given throughout the fiscal year must be completed on the Mid Year Base Salary Increase Form (PER-46) (pdf). Please contact you HR liaison with questions at (785) 532-6277.

Unclassified Leave Accrual for Pay Period Ending 10/16/2010

Unclassified employees did not accrue vacation leave for pay period ending 10/16/2010 (pay date 10/29/2010). Whenever there are three paychecks issued in one month, there is no vacation leave accrued for unclassified employees with the third paycheck. Please contact your HR liaison with questions at (785) 532-6277.

2010 Discretionary Day

The last day an employee may use their 2010 Discretionary Day is Saturday, December 25, 2010. Please remind eligible employees that the 2010 Discretionary Day will be forfeited if not used by that date.

To view only Discretionary Day balances, run the Leave Accruals Report; then select the "Discretionary Only" radio button within the report request parameters. Report Instructions are found at the following:

Employees may view Employee Self Service to determine if they still have a Discretionary Day available for use. To view, have the employee access the View Leave Balances page in Employee Self Service. If the words "Discretionary Day" appear on the View Leave Balances page, they have a Discretionary Day available.

For future reference, the 2011 Discretionary Day may be used any day from December 26, 2010 through December 24, 2011.

Questions should be addressed to the Division of Human Resources at (785) 532-6277.


" Wealth belongs to the person who enjoys it and not to the one who keeps it. " Afghan Proverb