Payroll and Employee Data
Division of Human Resources
Kansas State University
103 Edwards Hall
Manhattan, KS 66506-4801
785-532-6277
785-532-6095 (fax)
8 a.m. - 5 p.m. (CST)
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1. K-State Home >
2. Division of Human Resources >
3. Payroll & Employee Data >
4. Transaction Guidelines >
5. Summer Transaction Guidelines >
6. Graduate Students

Policies

• Intellectual Property
• Substance Abuse

Related Codes

• Action/Reason Codes (Hourly & Graduate Student)
• Address, County & Degree Abbreviations
• Holiday and Work Schedules
• Transaction Scenarios (Hourly & Graduate Students)

Related Reports

• End of Temporary Appointment Report (pdf)
• Summer School Reports

Related Forms

Most forms are available in other formats on these pages:

• Graduate Student Forms

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.

Processing Graduate Student Transactions for Summer

• Important Payroll Dates
• Employment Eligibility
• Graduate Student Appointment
• Summer School/Summer Appointments
• Separations

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Important Payroll Dates

Summer 2011: May 15, 2011 through August 20, 2011
Academic Yr 2011-12: August 7, 2011 - May 13, 2012

The exact beginning and ending dates of each semester and how these dates relate to student employment are routinely published by Human Resources and are available at Payroll and Employment Dates.

Employment Eligibility

For employment during the summer a graduate student must meet one of the following requirements:

1. Be enrolled in three semester credit hours during the summer
2. Been enrolled in at least six credit hours the previous spring semester

Graduate Student Appointment

• For graduate student employees being appointed for the first time or after a break in service of one day or more you will need to submit a Graduate Student Appointment Form (PER-41) (pdf). Indicate if the employee has any prior KSU service or service with another State of Kansas agency.
• For rehires with no break in service you need to submit a Change or Separation Form (PER-39) (pdf) or change the Appointment End Date. See instructions at http://www.k-state.edu/hr/hris/Appointment_End_Date.pdf (pdf)
• In addition to the PER-41 supporting documents are usually required, for example W-4 Form, K-4 Form, Form I-9, etc. For a complete list of documents required for a new hire or rehire please refer to the transaction check list for graduate student employees.
• Completion of the Spoken English Assessment section of the PER-41 form is required for all new graduate teaching assistants.
• An On-Campus Work Permit is required for non-resident alien employees. Personnel Specialists should electronically request the work permit through the International Student Center. Further information on work permits can be found at http://www.k-state.edu/hr/ped/workpermit.htm
• Employee Oath must be completed and notarized for all new hires. For rehires the Employee Oath is not required.
• For a rehire, please verify that both the student's address and the direct deposit information (if applicable) in HRIS are up-to-date. When a student terminates, this information is not deleted from HRIS unless the employee has been terminated on all employment records for more than one year.

Summer School Appointments - Graduate Teaching Assistants

• Individual Graduate Student Appointment Forms are not required for summer school appointments if the person held a graduate student appointment during the preceding spring semester. The information provided by the colleges will be forwarded to HR for processing into HRIS. Individual appointment forms will only need to be submitted on new Graduate Teaching Assistants.

Summer Appointments - Graduate Research Assistants

• For graduate student summer appointments, submit a Graduate Student Appointment Form (PER-41) (pdf). No blanket listings will be accepted.

Separations

• To process terminations, departments have access to update Appointment End Date. See instructions at http://www.k-state.edu/hr/hris/Appointment_End_Date.pdf (pdf). Terminations may also be processed by submitting a Change or Separation Form (PER-39) (pdf) if the end of appointment date is different than that indicated at the time of appointment. Use Action "Termination" (TER) and Reason "End Temporary Appt" (ETM).