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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.

Other Unclassified Summer Procedures

Unclassified Temporary Appointments (no benefits)

  • Temporary employees who are not benefit eligible should be reappointed (if applicable) on the Change or Separation Form (PER-39) (pdf).
  • Do not use the PER-45 for temporary employees (no benefits).
  • Temporary employees (no benefits) will be reappointed using to their same record number during the summer (typically Record #0).
  • Terminate those temporary employees (no benefits) who are not working during the summer months.
  • For reappointments with a break in service (more than one day), use the Appointment Form (PER-38) (pdf) to reappoint, as well as supporting documents.

Promotions in Academic Rank

  • Promotions in academic rank printed in the Kansas State University FY 2015 Annual Budget do not require any action. The Office of Academic Personnel will provide our office with a list of those individuals who have received a promotion. HR staff will key the promotions in HRIS from that list.
  • Promotions in academic rank not printed in the Kansas State University FY 2015 Annual Budget should be submitted on a Position Data Sheet (PER-36) (pdf) with a supporting contract. Complete the top section, marking "Update", indicate new job code and job title and use "TTL" (Title Change) as the action reason code.
  • In addition, if receiving a different rate of pay please submit a Change or Separation form (PER 39) (pdf) to indicate increase in pay. Provost approval is required.

Changes in Status

  • Employees changing from non-budgeted position to budgeted position for the 2014-2015 fiscal year will require submission of an PER-38 form (pdf). If the contract is changing, we will require a copy of it also. Complete the top section marking "Update", indicate effective date, and use "Transfer" (XFR) as the action code and "Employer Request" (ERR) for the reason code. Indicate the new position number to be used. The same procedure would be used if the initial hire is a temporary position, moving to a regular, ie hiring pay period(s) before fall semester starts.
  • If the contract type changes (Term to Regular or vice versa), but not the position, submit a Change or Separation Form (PER-39) and the new contract.
  • If a new budgeted position must be created, please submit a Position Data Sheet(PER-36) (pdf) to the Budget Office for approval and on-line entry.
  • If an existing position is being changed from non-budgeted to budgeted, a Position Data Sheet (PER-36) (pdf) must be completed and sent to the Budget Office.
  • Employees changing from 12-month to 9-month position will need a Change or Separation Form (PER-39) and new contract. Any vacation leave balance will be paid out.

Summer Salary for Grants and Contracts

Salary during summer is calculated based on the faculty member's academic year salary and should never exceed the academic year salary (although could be less) per OMB Circular A-21, Section J, 8, d, (1), "Charges for work performed on sponsored agreements by faculty members during the academic year will be based on the individual faculty member's regular compensation for the continuous period which, under the policy of the institution concerned, constitutes the basis of his or her salary. Charges for work performed on sponsored agreements during all or any portion of such period are allowable at the base salary rate. In no event will charges to sponsored agreements, irrespective of the basis of computation, exceed the proportionate share of the base-salary for the period."

Summer Pay

The following manual calculation may used to determine the maximum biweekly rate of pay for summer pay periods for a 9 month employee. Actual rate of pay is negotiated at the department level. See the University Handbook C23.1 for more details.

The annual salary divided by 9 months equals the monthly rate. Monthly salary multiplied by the number of summer months (3) divided by the number of summer pay periods (6) equals summer bi-weekly pay.

Example: For a 9-month employee with an annual salary of $69,000.
$69,000 / 9 months = $7,666.67 monthly salary
$7,666.67 x 3 summer months / 6 pay periods = $3,833.34 compensation rate per pay period.

The compensation rate throughout the year is $3,450 ($69,000 / 20 pay periods = $3,450). This does not mean the employee is receiving a higher salary in the summer. The difference occurs because during the academic year we are spreading the 9-month salary over 20 pay periods which is longer than 9 months.

Summer pay can be calculated on-line via the HR web page: http://www.k-state.edu/hr/ped/summpaycalc.htm