Division of Human Resources-Newsletter
Topics included in the December 19, 2003 issue:

* Important! December-January HRIS Schedule
* GTA/GRA Health Insurance - Spring 2004 Semester
* Hourly Student Terminations for Spring 2004
* On Campus Work Permits Spring 2004
* New Employee Orientation Schedule

Important! December-January 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. Holiday scenarios for recording time and leave appear on the following page:

2004 Discretionary Day will be available for recording purposes on Tuesday, December 23, 2003, for those who want to use their 2004 Discretionary Day during the 12/21/03-01/03/04 pay period. The last day to enter time and leave for the 12/21/03-01/03/04 pay period is Monday, January 5, 2004.

Printable HRIS Schedule:

GTA/GRA Health Insurance - Spring 2004 Semester
As you hire or reappoint graduate teaching assistants and/or graduate research assistants for the Spring 2004 semester please advise each student about the available GTA/GRA 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.

The coverage period will be January 1, 2004 to May 31, 2004.

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 by January 31, 2004.

A brochure describing the plan provisions and an enrollment form (including premium rates) are available at the following web site:

NOTE: Please remind anyone enrolling for the GTA/GRA health insurance plan that there will be a slight delay in transmitting the enrollment forms and payment premiums to Student Resources inasmuch as the Division of Human Resources is required to verify their appointment and participation eligibility prior to sending in the documents.

Questions concerning this plan should be directed to Student Resources at 1-800-767-0700.

Hourly Student Terminations for Spring 2004
Student employees currently on the payroll and who will not be enrolled during the spring semester must be terminated no later than January 22, 2004, with last day of work being Wednesday, January 21, 2004. You may terminate by updating the End of Appointment Date in HRIS. When updating the End of Appointment Date in HRIS, use only current or future pay period dates.  If you enter a past pay period date, the system will not use the date to trigger the automatic termination process.  We run the termination process every pay period and only once for each pay period.  If the termination process has been run for a particular pay period, we do not go back and repeat it.  Example:  We ran the termination process for the 11/23/03-12/06/03 pay period on 12/08/03.  Only those hourly student and graduate student appointments who had an "End of Appointment Date" between these dates were automatically terminated.  If an employee was not terminated for the above pay period or a previous pay period and should have been, you will need to send a paper transaction to HR to terminate the employee, submitting an individual Hourly Student Data Sheets (PER-40) or blanket listings indicating Employee’s name, Employee ID, Record #, Position # and effective date of termination. If you terminate using the End of Appointment Date you must use current or future dates. Instructions:

Students not enrolled during the Fall 2003 semester but are now enrolled for the spring semester may begin employment on January 18 or later.

Reminder: To be eligible for employment as an hourly student employee, a person must be at least 16 years old (at least 18 years old for employment in the Division of Facilities) and must be enrolled at K-State in at least one credit hour during the fall or spring semesters.

For more information on student employment please refer to the Hourly Student Employment Guidelines available on the following website or Policy & Procedures Manual Chapter 4270, Hourly Student Employees at

On Campus Work Permits Spring 2004
This is a reminder that foreign-resident hourly student employees must have a 2004 Spring On Campus Work Permit completed. This includes current student employees as well as rehires and new hires. On campus work permits are required each semester on hourly foreign-resident students. For all other foreign-resident employees such as Graduate Students and Faculty, work permits are required at the time of hire and usually go through the end of their appointment. The on campus work permit is obtained through the International Student Center and for the 2004 spring semester will start issuing after January 22, 2004.

New Employee Orientation Schedule
The calendar year 2004 new employee orientation schedule may be found on the Benefits Administration home page at:

Questions should be addressed to Benefits Administration at (785) 532-6277, or e-mail: BENADMIN@K-STATE.EDU.

"With ordinary talent and extraordinary perseverance, all things are attainable." --Sir Thomas Foxwell Buxton

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
December 19, 2003