Most forms are available in other formats on these pages:
The GRADUATE STUDENT APPOINTMENT FORM (PER-41) (pdf) is used to hire, rehire, or add a concurrent job for Graduate Student employees. The PER-41 includes position and employee data on one form to minimize the paperwork.
To maintain data on graduate students (i.e., reappointments, name change, address change, pay rate change, position change, etc.) or to terminate, a Change or Separation Form (PER-39) (pdf) is to be completed.
Graduate student employees must be a KSU graduate student and, during period of appointment, enrolled in at least six semester credit hours at KSU during the academic year and at least three semester credit hours at KSU during the summer session. (Enrollment not required during the summer session for those enrolled in at least six semester credit hours at KSU during the preceding spring semester.)
FLSA Status for graduate research assistant employees is non-covered (salaried). FLSA status for graduate teaching assistant employees is exempt (salaried). FLSA status for graduate assistant is non-exempt (hourly).
|Job Code||Job Title||FLSA Status|
|030500||Graduate Teaching Assistant (GTA)||Exempt|
|032000||Graduate Research Assistant (GRA)||Exempt|
|031000||Graduate Assistant (GA)||Nonexempt|
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.
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 appointee does not have a Social Security number, he or she should make application at a local Social Security Office. Do not submit a PER-41 (pdf) for graduate student employee until they have been assigned a number. They cannot be paid without a social security number.
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.
Official name of the department where the employee will work. The Department ID must match the Department Name.
eIDs (formerly K-State Computing IDs) are "electronic IDs" on K-State's central computer systems.
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.
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.
The date the action takes effect. For a hire, this date should be the first day of work for the employee.
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.
Identifies the employee's marital status.
|Head of Household|
Identifies the employee's highest education level.
|Level of Education|
|2-Yr Degree||Not Indicated|
|Bachelor's Degree||Post Doctorate|
|HS Grad||Some Grad|
|Less than High School||Tech Schl|
Employee's date of birth. Please use MMDDYY format.
Identifies the military status of the employee. For a list of definitions refer to Military Status and Disabled Veteran's Definition
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. An On-Campus work permit is required for visa holders. They may be obtained through the International Student Center. Those holding a F-2 (spouse of student) visa may not work.
|TN||Nafta Agreement (i.e. Canada or Mexico)|
Identifies the personnel action affecting the employee. Example: The first time an employee is hired, Hire (HIR) will be used. For a complete list of actions refer to Action/Reason Codes for Use in Processing Transactions Online for Hourly and Graduate Students.
Identifies the reason for the personnel action. For a more complete list see Action/Reason Codes for Use in Processing Transactions Online for Hourly and Graduate Students
|ACTION CODE||REASON CODE||TYPE OF ACTION|
|Hir||Cnp||Add concurrent job|
|Reh||Reh||Rehire after break in service|
|Xfr||Eer||Transfer to new position with no break|
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.
Indicates tenths time of position. Graduate Research Assistants(GRA), Graduate Teaching Assistants(GTA) and Graduate Assistants(GA) must limit their total combined tenths time (FTE) to .5 on all graduate positions. Total FTE for all positions should not exceed .5 (tenths) FTE
Job Code and Job Title of position. Use 030500 for Graduate Teaching Assistant, 032000 for Graduate Research Assistant, or 031000 for Graduate Assistant.
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.
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. Graduate 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. Graduate student employees with F-1 or J-1 visas are usually not subject to FICA deductions.
Biweekly rate employee is to be paid. (Used for GRA's and GTA's)
Hourly rate employee is to be paid. (Used for Graduate Assistants only)
Identifies whether graduate student is 9 month or 12 month. Place an "X" in the appropriate box.
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.
Use this section for Additional information relevant to the transaction.
Provided for department use. Funding is updated on line by department personnel not HR staff.
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 Graduate Student Appointment Form (PER-41). The statement cannot be altered by the employee. The notary also signs the Employee Oath Section of the PER-41, 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.
This section is to be completed on all new appointments for Graduate Teaching Assistants.
This section must be completed for all new GTA hires. For GTAs whose first language is not English mark the first option and submit a PER 20, Faculty and GTA Spoken English Competency Assessment Sheet(pdf) with the appointment form. Graduate Teaching Assistants whose first language is not English must be interviewed by three institutional representatives, one of whom must be a student (undergraduate or graduate). In addition, a Test of Spoken English (TSE) or the Speaking Proficiency English Assessment Kit (SPEAK) or the internet based Test of English as a Foreign Language (TOEFL iBT) is required. The GTA must have a minimum score of 50 on the TSE or SPEAK or a minimum speaking component score of 22 on the TOEFL iBT to be eligible for a teaching GTA appointment. If GTA does not have adequate spoken English language competency or if minimum score is not achieved must be appointed to a position that will not involve teaching responsibilities or other assignments with student contact. If the GTAs first language is English mark the second option.top