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Division of Human Resources-Newsletter

Topics included in the December 14, 2007 issue:

*Upcoming Holidays
*Inclement Weather
*HR Closed During Holiday Break
*GRA/GTA Health Insurance
*Discretionary Day
*December 14, 2007 Classified Bonus Payment
*New Form for Kansas Withholding Allowances (K-4)
*HRIS Schedule Reminder

Upcoming Holidays
In the latest issue of the K-Statement, December 31, 2007 was listed as a holiday. This is incorrect. Upcoming holidays are December 24th, December 25th, and January 1st.

Inclement Weather
Inclement Weather was declared for Manhattan and Salina campuses on Tuesday, December 11, 2007, beginning at 5:30 a.m. through Wednesday, December 12, 5:30 a.m.

When recording time and leave for this event, the following earnings codes apply:

IWN (Inclement Weather - Nonexempt)

IWE (Inclement Weather - Exempt) Reporting IWE for exempt employees is optional.

These earnings codes will be used for benefit eligible non-essential employees who were scheduled to work, but did not, while the Inclement Weather Declaration was active (December 11, 5:30 a.m. through December 12, 5:30 a.m.). Employees, who were NOT scheduled to work during the period covered by the Declaration of Inclement Weather, will not be affected by this event. Both exempt and nonexempt employees record this leave in .25 increments. Classified temporary employees do not receive Inclement Weather pay ... nonbenefit eligible employees do not receive Inclement Weather pay.

Employees who worked during the period of Declared Inclement Weather shall record hours worked as they normally would, had there not been a Declaration of Inclement Weather.

Employees who received prior approval for authorized leave during the period covered by the Declaration of Inclement Weather shall record the leave they originally requested (i.e., sick, vacation, etc.) instead of IWN or IWE.

This policy does not cover hourly student employees. Do not report hours for hourly student employees who did not work during the period of Declared Inclement Weather.

Please refer to the KSU PPM Chapter 3035 for detailed information on the Inclement Weather policy and proper time reporting: http://www.ksu.edu/policies/ppm/3035.html

Leave Request forms are not required for Declared Inclement Weather.

Questions may be directed to Alma Deutsch at 532-1448 or Kristi Fronce at 532-1889.

HR Closed During Holiday Break
The Division of Human Resources will be closed during the holiday break, beginning Monday, December 24, 2007 through Tuesday, January 1, 2008.

GRA/GTA Health Insurance
As you hire or reappoint graduate teaching assistants and/or graduate research assistants for the Spring 2008 semester please advise each student about the available GRA/GTA health insurance plan. Persons appointed at least .5 FTE for the semester as a graduate teaching assistant or graduate research assistant are eligible to participate in the health insurance plan.

Graduate teaching assistants or graduate research assistants who receive a "renewal premium notice" from Student Resources are to return it, along with the semester premium payment, to the Division of Human Resources, 103 Edwards Hall, by January 31, 2008. Also, GRA/GTA health insurance booklets and enrollment forms are available from the Division of Human Resources, 103 Edwards Hall.

A brochure describing the plan provisions, an enrollment form (including premium rates) and a temporary identification card are available at the following web site: http://www.ksu.edu/hr/benefits/gta.html

The Spring 2008 open enrollment period is January 1 – 31, 2008.

The employer contribution rate for the Spring 2008 semester is $283.00. The GRA/GTA rate for the Spring 2008 semester is $94.00 for single coverage.

Questions concerning the plan should be directed to Student Resources Kansas Customer Service at 1-888-344-6104.

Discretionary Day
Discretionary Day displays as "D-Day" in Employee Self Service and as "DD" on the paycheck or pay advice with no balance if the employee has not used their Discretionary Day. So, if the employee sees "D-Day" in Employee Self Service, or "DD" on their paycheck or their pay advice, they have a discretionary day to use before the last day of the last pay period ending in the calendar year … December 29, 2007.

The Discretionary Day balance appears on the Leave Accrual Report as 24 hours for eligible employees who have not used their Discretionary Day. This does not mean that every employee has a 24-hour discretionary day or three 8-hour discretionary days. The 24-hour balance allows employees who normally work greater than 8 hours a day to take the entire day off without using additional leave. All employees are limited to using the discretionary day on a single day.

For example, if an employee normally works 8-hour days and chooses to use their Discretionary Day (8 hours) the earnings code DDY or DDE will be recorded in HRIS. After DDY or DDE is recorded in time and leave, "D-Day" will discontinue appearing in Employee Self Service and *quot;DD" will discontinue appearing on the paycheck/pay advice. The remaining hours (16 hours in this example) will appear in the employee's "Adjusted Year-to-Date" balance.

Please contact Alma Deutsch at (785) 532-1448 or Kristi Fronce at (785) 532-1889, if you need further explanation.

December 14, 2007 Classified Bonus Payment
The December bonus for classified employees is included with today’s paychecks dated December 14, 2007. The bonus amount is $860 for eligible full-time classified employees and a pro-rated amount for less than full-time employees.

Please refer any questions to your HR liaison at (785)532-6277.

New Form for Kansas Withholding Allowances (K-4)
Due to differences between State and Federal withholding policies, the Kansas Department of Revenue has developed a new form for State withholding tax purposes. This new form is Form K-4 (Employee Withholding Allowance Certificate). It will be used effective January 1, 2008 and must be completed by new employees hired after this date. This form must be completed in addition to the Federal Form W-4.

Information regarding the Form K-4 will be sent to departments shortly.

HRIS Schedule Reminder
This is a reminder to view the HRIS Schedule for the months of December and January. With the upcoming holidays, some deadline and processing dates have been changed. We recommend that you view and print the schedule found on the HR web site http://www.k-state.edu/hr/hris/hris_calendar.html

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

"Have a safe and happy holiday!!" from the HR Staff.

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 http://www.ksu.edu/hr/

Division of Human Resources   hr@ksu.edu   103 Edwards Hall  Manhattan, KS 66506-4801  (785) 532-6277
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Kansas State University
December 14, 2007