Division of Human Resources-Newsletter
Topics included in the November 21, 2003 issue:

* December HRIS Schedule
* HR Closed During Holiday Break
* 2003 and 2004 Discretionary Days
* 2003 W-2 Wage and Tax Statement Address Update
* 2004 Tax Treaty Renewal for Non Residents
* Classifications Reviewed
* Please note that there are 27 on-cycle pay dates in calendar year 2004

December HRIS Schedule
The last day to enter time and leave for the 12/07/03-12/20/03 pay period is Saturday, December 20, 2003. December 21 and 22 should be reserved for detecting and correcting errors and recording any late time and leave. Corrections and late time and leave need to be recorded and designated "OK to Process" by 6:00 p.m. Monday, December 22, 2003. This is a change to the original December calendar and supercedes Dr. Tom Rawson’s memo dated November 7, 2003, “Plans for Reducing Normal University Activity During the 2003-2004 Holiday Season”. Printable HRIS Schedule:

HR Closed During Holiday Break
The Division of Human Resources will be closed during the holiday break, December 25, 2003 through January 2, 2004.

2003 and 2004 Discretionary Days
Eligible employees who have not used the 2003 Discretionary Day have until 12/20/2003 to use it. For those employees whose normal work schedule ends on Fridays, the last day to use this day is Friday, 12/19/2003. Eligible employees may use the 2004 Discretionary Day from 12/21/2003 to 01/01/2005.

2003 W-2 Wage and Tax Statement Address Update
The 2003 W-2 Wage and Tax Statements for KSU employees will be mailed directly to the employees’ home address by the Division of Accounts and Reports in mid January. The address that is currently being printed on the employee’s payroll warrant/advice mailer will be the address used to send the 2003 W-2 Wage and Tax Statement. Our office will mail local agency W-2 forms with postage being charged to the individual local agency department. Note: Employee’s with addresses not within the USA will have their W-2’s sent to our office and we will in turn mail them to the employee.

A memo dated November 17, 2003 was sent to Personnel Specialists along with “2003 W-2 Wage and Tax Statement Address Update for Inactive Employees” of any employee, who separated from the university from December 8, 2002 through December 6, 2003, including students. If a change is necessary, departments have until December 19, 2003 to update Home Addresses on line in HRIS, unless it is a foreign address. As a reminder when updating out of state addresses please use “ZZ” as the county code. For complete instructions on how to update addresses go to Changes to be updated by HR must be submitted by December 12, 2003.

NOTE: For inactive employees only, you may update home addresses at any time, including the 1st week of the pay period, as long as all employee records are inactive.

Questions may be referred to Terri Savage, Payroll & Employee Data, (785) 532-6277.

2004 Tax Treaty Renewal for Non Residents
Each year non resident employees who are eligible for tax treaty benefits must complete new forms (IRS Form 8233 and Revenue Procedure Form 87-8 (students) or 87-9 (professors, teachers) in order to receive the benefits. On November 18, 2003 a memo was sent to Personnel Specialists along with a listing of non resident employees who had tax treaty benefits in 2003. You may view this memo at In order for employees, if applicable, to have tax treaty benefits begin with the first check they receive in January 2004, the new forms need to be returned to Human Resources by December 9, 2003. Questions may be referred to Patricia Schwandt or Frieda Beat, Payroll & Employee Data, (785) 532-6277.

Classifications Reviewed
The State of Kansas Division of Personnel Services (DPS) recently reviewed the Health, Museum and Social Science classes as part of a Classified Structure Project. Effective 9/28/03, some changes were made to classification titles, minimum requirements, work performed, and several classifications were abolished and added. Impact was limited at K-State since not many of these classifications are used here. Those affected have been notified. You may view an outline of the changes at found under the Classification Specification Maintenance History. If you have questions, contact Classification Services at (785) 532-6277.

Please note that there are 27 on-cycle pay dates in calendar year 2004
Deductions for Savings Bonds, Organization Dues, Deferred Compensation, KPERS, KPERS Buyback, Court Ordered Withholdings, Post-Secondary Education Savings Plan, TSA, and VTSA will be taken for each of the 27 pay dates (assuming no deduction end date prior to December 19, 2004 has been entered for the deductions). Semi-monthly deductions for Group Health Insurance and Flexible Spending Accounts will continue to be taken on a semi-monthly basis (the first and second pay date of the month), with no deductions being taken from the third pay dates in the months of January, July, and December 2004. The monthly deductions for Long Term Care (first pay date of the month) and Optional Group Life Insurance (second pay date of the month) will continue on their normal schedule. Bi-weekly Parking deductions will be taken from the 20 pay dates that fall within the applicable academic year. United Way deductions will be taken from 26 pay dates (will not be taken on the check paid 12/31/04).

There will be 7 summer pay periods in the summer of 2004 (the summer begins 05/09/04 and ends 08/14/04). 9 month employees should be advised immediately so they can budget/plan accordingly. Although there are 27 pay dates in calendar year 2004, federal and state withholding calculations will still be annualized using 26 pay periods for biweekly payrolls. Employees should be advised to review their current W-4 status and the number of withholding allowances claimed. Employees should estimate their 2004 tax liability to determine if their withholding is sufficient. If not, employees should adjust their W-4's. This can be accomplished using Employee Self-Service which is located at: Key in eID and password and navigate to Home > Self Service > Employee > Tasks > W-4 Tax Information.  Questions regarding Employee Self-Service should be directed to Alma Deutsch at or (785) 532-1448.

"This is what learning is. You suddenly understand something you've understood all your life, but in a new way." --Doris Lessing

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
November 21, 2003