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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 Dennis Jones or Shari Liming, Division of Human Resources, 532-6277.

Processing Hourly Student Transactions for Summer

Employment Dates

Summer - May 17, 2009 through August 23, 2009

Fall - August 9, 2009 through December 18, 2009

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 - the person must meet one of the following requirements

  1. Enrolled in no fewer than 6 hours in the past spring semester
  2. Pre-enrolled in the upcoming fall semester in no fewer than 6 hours
  3. Enrolled in the summer semester for any number of credit hours
  4. Admitted to study in the upcoming fall semester.

Students with an F1 or J1 visa may only be employed during the summer semester if they have been enrolled in no fewer than six credit hours in the previous spring semester or are enrolled in any number of hours in the summer semester.

New students at K-State for the fall semester may begin working on August 9, 2009, as long as they are officially enrolled in at least six credit hours for the fall semester.

Appointing Student

  • Complete an Hourly Student Data Sheet (PER-40) form (pdf) for an hourly student being appointed or rehired. Please indicate if the employee has prior KSU service or service with another State of Kansas agency.
  • In addition to the PER-40 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 hourly student employees.
  • 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.
  • 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.
  • Employee Oath must be completed and notarized for all new hires. For rehires the Employee Oath is not required.

Separations

Hourly students must be terminated no later than the end of the spring semester, May 16, 2009, 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 department's payroll as long as another K-State department or State of Kansas agency does not hire them during the summer.

To process student terminations, departments have access to enter an Appointment End Date. See instructions at http://www.ksu.edu/hr/hris/hris_manual-apptend.html. Terminations may also be processed by submitting individual Hourly Student Data Sheets (PER-40) (pdf) or blanket listings indicating Employee Name, Employee ID, Record #, Position # and effective date of termination.