Completing the Hourly Student
Data Sheet PER-40
The HOURLY STUDENT
DATA SHEET (PER-40) (pdf)
is used to
hire,
to
maintain
(i.e.,
rehire, name change, address change, pay rate change, position data
change, etc.), and to terminate undergraduate students (Job Code
03500).
- Hourly student employees must be a KSU student and, during
period of appointment, must be enrolled in at least six credit
hours at
KSU
during the academic year and at least one credit hour at KSU
during the summer session. (Enrollment not required during the summer
session for those enrolled
in at least six credit hours at KSU during the preceding spring
semester or for those pre-enrolled in the upcoming fall in at least
6 credit hours or for those admitted to study in the upcoming
fall.)
- Hourly student employees must be at least 16 years old (18 years old
for employment in University Facilities).
- Undergraduate Students - need to limit total hours of work within all
positions/departments as follows:
- during the academic year to 30 hours in calendar
week
when classes
and/or final exams are in session three full days or more,
to 40 hours during other calendar weeks;
- during summer to 30 hours per week while enrolled in four or more
resident credit hours; to 40 hours during other calendar weeks;
- if a holder of an F-1
Visa,
during the academic year to 20 hours except in calendar weeks with student
recesses,
to 30 hours during summers while enrolled in four or more resident credit
hours, to 40 hours during other calendar weeks.
- Students on multiple positions should limit total hours of work as
listed above. However, if a student does work over 40 hours per week they
must be compensated
at an overtime rate for the hours over 40. The overtime rate will be
based on a calculated rate of all positions for which hours were
reported.
- FLSA Status for
hourly student employees is
non-exempt.
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- Action: (i.e. hire, update, correction)
- Department ID
- Department Name
- Employee ID
- Employment Rcd #
- Effective Date
- Position Number
- FTE
- Action Code
- Reason Code
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Name:
- List First Name, Middle Name or Initial, Last Name
and Suffix (i.e. Jr., Sr., IV, etc.) of employee as noted on Social
Security Card. NOTE: When doing a name search in HRIS you will need to
enter the name using the standard name format:
[last name] space [suffix] comma [first name] space
[middle name or
initial]. Mixed case.
- Examples:
- De Bowes,Larry L
- O'Brien,Michael
- Jones IV,James
- Phillips MD,Deanna Lynn
- Reynolds Jr,John Q
- Phipps-Scott,Adrienne
SSN:
- Social Security number of employee. This
number should be copied from
the employee's
Social Security card. A copy of the card should be submitted with
all appointment paperwork. Since the correct number is important to the
employee's records, do not take
Social Security number from the employee based upon his or her memory.
If the employee does not have a Social Security number, he or she should
make application at a local Social Security Office.
Do not submit a PER-40 (pdf)
for student employee until they have been assigned a number.
They cannot
be paid without a social security number.
Department ID
- A 10-digit number assigned to each department. The first five
digits are "36700" followed by the five-digit Financial Record
System (FRS) department number.
Department Name
- Official name of the department where the employee will work. The
Department ID must match the Department Name.
eID
- eIDs (fomerly K-State Computing IDs)
are "electronic IDs" on K-State's central computer
systems.
Employee ID:
- An eleven digit identification number
assigned to the employee when the employee is originally hired. Usually
begins with a "W". If the employee worked for another state
agency prior to coming to KSU, or if employed with KSU prior to 1995, the
ID may have a different letter. Leave this field blank for new employees
and it will be system assigned.
Rcd # (Employment Record Number):
This is usually
"0" for new hires. It is generally one less than the
number of positions the employee holds. If an employee is
currently
active on Rcd 0 and being appointed to a second position, that
number
will be "1". If an employee has a Rcd 0 (active), Rcd
1
(inactive) and Rcd 2 (active), Rcd 1 should be used since it is
the
inactive record and available.
Former
Name:
- Employee's former name, if
applicable.
Effective Date:
- The date the action (hire, address change, pay rate change,
or termination, etc.) takes effect.
End of Appt Date
Date used to indicate end of appointment. The date is the first day the
employee is not at work (termination date). Note: Termination effective
date is the first day the employee is not at work.
- Examples: Last day at work is March 6 -- Effective date for
termination is March 7 (first day employee is not at work); last day at
work is March 8 -- Effective date for termination is March 9.
Marital
Status
- Identifies the employee's marital status.
| Marital
Status |
|---|
| Common Law | Married |
| Divorced | Single |
| Separated | Widowed |
| Head of Household | |
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- Place an "X" in the box to indicate type of action.
- Hire: Used for all new appointments (initial hires
and rehires).
- Add Concurrent Job: Used when an employee has other
active positions within HRIS. If an employee already has an existing
position with another department or within a department and needs to be
hired into an additional position, the employee will be assigned a
concurrent position.
- Update: Once student data is in the Human Resource
Information System (HRIS) changes or additions can be made to the employee
record. This action updates existing information (i.e. name change,
address change, pay rate change, etc.). It inserts a new row of data in
HRIS with an effective date greater than or equal to the date of teh
current row. This action adds a new effective dated row where applicable;
retains history.
- Correction:
Used to change data in the Human Resource Information System
(HRIS) that is incorrect due to previous personnel transactions.
Also used when superceding previous transactions.
- Terminate: Indicates end of employment. NOTE: Hourly
students must be terminated at the end of the spring semester if they will
not be working during the summer. However, if they will be returning to
the same position for the fall semester they may be allowed to remain on
the payroll as long as another K-State department or state agency does not
hire them during the summer.
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Home Address [Local Address]
- Indicates the employee's address (street, rural route, post office
box, city, county, state, zip code. Include zip +4, if available). This
is where employees' paycheck and W-2 information will be sent.
- Country: Will be USA unless a
foreign address.
- Address 1 & Address 2, City:
Indicate street
address, apartment and/or box number, city of employee. For
example Address 1: 1234 Sunset St Apt 2, Address
2: P O Box 1234
or leave blank. City: Manhattan. Refer to address
abbreviations.
- County: Identifies the two-digit county code of the
home address.
Refer to County Code.
- State & Zip Code: Indicate two-digit state code
and zip code of employee. For example State:KS
Zip
Code: 66502-1223
- Home Phone Indicates the 10-digit home phone (Local)
number of employee.
Ethnic Groups (Mark all that apply)
- Identifies the ethnic group to which the employee belongs.
You may ask the
employee to which ethnic group he or she belongs in order
to
enter the appropriate code.
- American Indian/Alaskan Native
- Asian
- Black/African American
- Hispanic/Latino
- Native Hawaiian/Oth Pac Island
- White
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Gender
Highest Education
- Identifies the employee's highest education level.
| Level of
Education |
|---|
| 2-Yr Degree | Not Indicated |
| Bachelor's Degree | Post Doctorate |
| Doctorate | Some College |
| HS Gradute | Some Graduate |
| Less than High School | Tech School |
| Master's Degree | |
Birthdate
- Employee's date of birth. Please use MMDDYY format.
Military Status
- Identifies the military status of the employee. For a list of
definitions refer to
Military Status and
Disabled Veteran's Definition
- Not Indicated
- Other Vet
- Active Reserve
- Retired
- Inactive Reserve
- Vietnam Vet
- No Mil Svc
- Vietnam & Other Vet
- Misc Vet
- Srvc Medal
- Service Medal & Othr Vet
Citizenship Status
Visa Type
- If the employee is a U.S. Citizen or permanent resident leave this
field blank. If the employee is not a U.S. citizen
and is in this country under a visa authorizing employment, insert the
type of visa from the following list. Certain types of visas limit the
number
of hours per week the individual may work. Those holding a F-2 (spouse of
student) Visa may not
work. An On-Campus
work
permit is required for visa holders. They may be obtained
through the International
Student Center.
| Visa | Type |
|---|
| F1 | Student |
| J1 | Exchange Visitor/Research |
| J2 | Spouse/Child Exchange |
| H1B | Temporary Worker |
| TN | Nafta Agreement (i.e. Canada or Mexico) |
| O1 | Extraordinary Ability |
- Issue Date
- Visa issue date. This date is located on the visa.
- Expiration Date
- Visa expiration date. This date is located on the visa
- Arrival Date
- Date non-resident alien arrived in the U.S. Usually is stamped on
the I-94, Arrival/Departure record. This date will be used
to determine if employee meets the Substantial Presence Test
(SPT) for tax purposes.
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Action Code:
- Identifies the personnel action affecting the employee. Example:
The first time an employee is hired, Hire (HIR) will be used.
Reason Code:
| ACTION CODE | REASON
CODE | TYPE OF ACTION |
|---|
| Hir | Vac | New hire |
| Hir | Cnp | Add concurrent job |
| Pay | Oth | Pay rate change |
| Ter | Etm | End of temporary appt. |
| Reh | Reh | Rehire after break in service |
| Pos | Pfc | Fte change |
| Xfr | Eer | Transfer to new position with no
break |
Position Number
- An 8-digit position to which the employee
is assigned. Employees must be placed in vacant (open) positions. It is
recommended that vacant positions be reused whenever possible. If a new
position needs to be added by HR, indicate "NEW" in the position
number field.
Job Code
- 03500 (should already be pre-printed on form)
FTE:
- Indicates tenths time of position. It will be close to the number
of hours the employee is scheduled to work. FTE does not calculate
biweekly pay. Hours recorded in time and leave will determine biweekly
pay.
Tax Location:
- This field is used for taxing
jurisdiction in the payroll process.
This is the state in which the employee works. For most employees at
Kansas
State University it will be Kansas.
Notify payroll immediately if the employee's
work location is outside of Kansas.
Subject to FICA?
- Identifies whether student is subject to social security (OASDI)
and Medicare (FICA-HI). Place an "X" in the box marked
"Yes" if social security and Medicare should be deducted
from employee's paycheck. Place an "X" in the box marked
"No" if social security and Medicare should not be deducted.
Hourly student employees are exempt from social security (OASDI) and
Medicare (FICA-HI) deductions while enrolled in at least six
undergraduate and/or graduate semester hours at Kansas State University
during a fall or spring semester or three undergraduate or
graduate credit hours during the summer session. Hourly student
employees with F-1 or J-1 visas are usually not subject to FICA
deductions.
Hourly Comp Rate
- Hourly rate employee is to be
paid. Must be at least minimum wage.
College Work Study (CWSP)?:
- Identifies whether employee will be participating in CWSP. Place
an "X" in the appropriate box.
- Under the College Work Study Program (CWSP) hourly student
employees are subject to the eligibility requirements and limitations of
the College Work Study Program as determined by the Office of Student
Financial Assistance. The normal CWSP split is 75%25% (with Work Study
Program funding 75% of the position and the department funding 25%).
Students employed by the Kansas Center for Rural Initiatives are the only
ones eligible for 100% funding under the CWSP program. NOTE: Student
provides supervisor with a form from SFA (Student Financial Assistance) to
complete and then forward to SFA. HR does not want this form.
Previous Appointment:
- If the appointee has been
previously or is currently employed by state or local government,
or any other state agency including KSU, give agency name(s), date(s) of
employment, and employee ID, if known.
Additional Information:
- Use this section for
Additional
information relevant to the transaction.
Funding Information:
- Provided for
department use.
Funding is updated on line by department personnel not HR
staff.
Employee Oath
- All new hires must sign the employee oath in ink in
the presence of a notary public before they may be placed on the payroll.
After reading the oath aloud, the employee should sign the employee oath
section of the
Hourly Student Data Sheet (PER-40). The statement cannot be altered by the
employee. The notary also signs the Employee Oath Section of the PER-40,
completes the expiration information, and affixes his
or her seal in the space provided. If a student employee has a break in
service of one day or more it is not necessary to have the employee retake
the oath upon reappointment. The initial oath on file can be
used.
Hourly Student Certifications: (Appointments
Only)
- Since it is important that hourly (undergraduate)
students understand the terms of their appointment, they must sign
and date the Hourly Student Certification when hired.
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- Employee's Signature: (Required on Hires) It is recommended that
employee signatures be obtained on all personnel transactions whenever
possible to ensure that the employee is aware of and understands the
information that has been completed.
- Signature(s) of Unit or Department Head, Dean, and/or Vice President:
Contingent upon internal procedures, the Unit or Department Head, and/or
Dean, Vice President, etc., signs and dates the Hourly Student Data
Sheet to signify approval of the appointment.
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Departments may update hourly student pay rate changes on-line in the
Human Resource Information System (HRIS) using the "Pay Rate
Change KSU" component. To access go to Workforce
Administration > Job Information > Pay Rate Change
KSU. Instructions on how to enter on-line can be found at http://www.ksu.edu/hr/hris/Pay_Rate_Chg.pdf
(pdf).
- Pay rate changes entered on-line using the Pay Rate Change KSU page
will automatically update Job Data
- Edits will not allow a pay rate change for an inactive hourly student.
The hourly student must be "active" (i.e., current employee) for
their record to appear in the Pay Rate Change KSU component.
- Compensation rate must be minimum wage or greater.
- Normally, a pay rate change will become effective the first day of the
payroll period (i.e., 10/13/2002, 10/27/2002, 10/11/2002, etc.). However,
the
system will allow a mid-payroll period pay rate change, if necessary.
- Pay rate changes need to be entered on-line prior to the preliminary
pay calculation for the pay period. Normally, this is the first Tuesday
following the pay period end date. (See HRIS
Schedule/Calendar)
- Future effective-dated rows may be entered on-line at any time. If a
future effective-dated row has been created and the employee terminates
before he/she is scheduled to receive the pay rate change, delete the
future effective-dated row.
- Changes/updates/corrections to current rows of data and/or
after the
preliminary pay calculation runs will need to be submitted to HR using the
Hourly Student Data
Sheet (PER-40) (pdf) or a
blanket listing.
- Prior pay period pay rate changes will need to be submitted to HR
using the PER-40 or a
blanket listing.
DO NOT
ENTER A
PRIOR
PAY PERIOD PAY RATE CHANGE ON-LINE.