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Kansas State University

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).

  • For Non University Students (Job Code 035100) complete the Appointment Form (PER-38) (pdf).
  • The PER-40 (pdf) includes position and employee data on one form to minimize the paperwork.
  • Complete and submit the Hourly Student Data Sheet (pdf) to Human Resources (HR) for entry into the Human Resource Information System (HRIS).


  • 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:
    1. 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;
    2. during summer to 30 hours per week while enrolled in four or more resident credit hours; to 40 hours during other calendar weeks;
    3. 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.

Required Fields on All Hourly Student Transactions.

  • Action: (i.e. hire, update, correction)
  • Department ID
  • Department Name
  • Employee ID
  • Employment Rcd #
  • Effective Date
  • Position Number
  • FTE
  • Action Code
  • Reason Code


  • 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
  • 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.
  • 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 LawMarried
Head of Household 

  • 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.
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
Personal Data:
  • F=Female M=Male
Highest Education
  • Identifies the employee's highest education level.

Level of Education
2-Yr DegreeNot Indicated
Bachelor's DegreePost Doctorate
DoctorateSome College
HS GraduteSome Graduate
Less than High SchoolTech School
Master's Degree 

  • 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.

J1Exchange Visitor/Research
J2Spouse/Child Exchange
H1BTemporary Worker
TNNafta Agreement (i.e. Canada or Mexico)
O1Extraordinary 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.
Position/Job Data
Action Code:
  • Identifies the personnel action affecting the employee. Example: The first time an employee is hired, Hire (HIR) will be used.
Reason Code:
HirVacNew hire
HirCnpAdd concurrent job
PayOthPay rate change
TerEtmEnd of temporary appt.
RehRehRehire after break in service
PosPfcFte change
XfrEerTransfer 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)
  • 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.
  • 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.

Sample of Completed PER-40 Form (pdf)


Processing Hourly Pay Rate Changes On-line

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 (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.