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Kansas State University

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Superseding Transactions

If a superseding action is necessary, please contact your department's Human Resources Payroll & Employee Data liaison, (785) 532-6277.

Questions

Questions regarding summer personnel actions should be directed to your department's Human Resources Payroll & Employee Data liaison, 532-6277. Questions regarding funding should be directed to Cindy Sicard, Division of Human Resources, 532-6277.

Completing 9 Month Unclassified Transactions

The 9 Month Unclassified Summer Transactions (PER-45) (pdf) form is used for summer appointment transaction on 9-month employees and for any summer school appointments appointments that are to be entered in HRIS after the summer school data has been finalized. The form is available on the HR Forms page.

A separate 9 Month Unclassified Summer Transactions PER-45 (pdf) form needs to be submitted for each appointment.

Required Fields

The following fields are required when completing the 9-month transaction form and help expedite processing time.

  • Employee ID
  • Employee Name
  • Department ID
  • Department Name
  • Effective Date
  • End Date
  • Position #
  • FTE
  • Comp Rate

Completing the 9 Month Unclassified Summer Transactions PER-45 Form

Employee ID

The eleven-digit identification number assigned to the employee when the employee was hired. This number can be found by going to the "All Jobs Summary" page under Workforce Aministration> Job Information> Review Job Information> All Jobs Summary.

Name
  • Enter full name of employee using the standard name format used in HRIS. Mixed case.
    • [last name] comma [first name] space [middle name or initial]
Department ID

This is the 10-digit number of the department where the employee will work. The first three digits are "367" - KSU agency number - the next two numbers are "0" - the last five digits are the FIS department number. This number indicates where the employee will work.

Department Name

Official name (description) of the department where the employee will work.

Effective Date

Begin date of summer appointment (record 11 or higher) or summer school appointment (record 10).

Beginning Date Ending Date Pay Date
May 25, 2014 June 7, 2014 June 20, 2014
June 8, 2014 June 21, 2014 July 3, 2014
June 22, 2014 July 5, 2014 July 18, 2014
July 6, 2014 July 19, 2014 August 1, 2014
July 20, 2014 August 2, 2014 August 15, 2014
August 3, 2014 August 16, 2014 August 29, 2014
End Date (required)

End of summer appointment. This is a required field.

APPOINTMENT INFORMATION

Enter the record number to which the employee is to be appointed during the summer. The employee will be on leave without pay from their 9-month position (typically Record #0). Summer school appointments will be placed on a concurrent record #10. Summer appointments will be placed on a concurrent record #11 or greater.

Place an "X" in the appropriate appointment box.

Summer School Appointment (Rec #10)

Mark this box if the appointment is for summer school.

Summer Appointment (Rec #11)

Mark this box if the appointment is for a summer appointment.

Additional Summer Appointment

This box will only be used if an employee will hold more than one summer appointment (Rec #11) at one time. You will use record #11 as the initial summer appointment and the concurrent record will be record #12 or greater. NOTE: Total FTE of all appointments cannot exceed 1.0.

POSITION INFORMATION
Position Number
  • Position number of summer school or summer appointment. The position number of summer school or summer appointment. The position used must be active, vacant, and temporary (non-budgeted).
  • Please reuse vacant summer positions created in previous summers. To determine the summer school positions to be reused, please run your "Position Funding by Department Report" (pdf) in HRIS with an "as of date" of some date last summer — for example July 1, 2013.
FTE
  • Indicate the tenths time of the position. Show as 1.0, .50 .30 etc. Remember combined FTE on concurrent appointments must not exceed 1.0. The FTE does not have to match their current position which is on leave without pay.
Benefit Program
  • Indicator that determines Benefit Program eligibility. The Benefit Program will equal the benefit program on their current position which is on leave without pay.
Benefit Program Indicator
FT1 - Full time (less than $28,000 annual salary)
FT2 - Full-time ($28,000 but less than $48,000 annually)
FT3 - Full time ($48,000 or more annually)
PT1 - Part time (.5 to .8 FTE) for more than 90 days
Job Code
  • Indicates unclassified job code of summer school or summer appointment. Should remain the same as their 9-month position Job Code.
Job Title
  • Job title associated with employee. Should match the Job Code. Should remain the same as their 9-month position Job Title.
Biweekly Compensation Rate (FLSA status: E/exempt)
  • Enter biweekly compensation rate if employee is exempt. Exempt employees do not earn overtime.
Hourly Compensation Rate (FLSA status: N/nonexempt)
  • Enter hourly compensation rate if employee is nonexempt. A non-exempt employee is eligible to earn overtime.
FUNDING INFORMATION

Provided for Department use. Departments are responsible for updating funding information in HRIS. Funding information provided will not be updated on-line by HR.

ADDITIONAL INFORMATION

This section may be used for any additional information relevant to the employee.

SIGNATURE AUTHORIZATION

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 form to signify approval of the appointment. For multiple appointments, signatures must be obtained from all applicable departments.