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

Other Unclassified Summer Procedures

Unclassified Temporary Appointments (no benefits)

  • New unclassified temporary (no benefits) employees or those who are being reappointed with a break in service should be appointed on the Appointment Form (PER-38) (pdf).
  • If reappointing a temporary employee with no break in service, use the Change or Separation Form (PER-39) (pdf).
  • Do not use the PER-45 for temporary employees (no benefits).
  • Temporary employees who are reappointed will be hired to the same record number during the summer (typically Record #0). The same position number may be used for this appointment.
  • Terminate those temporary employees who are not working during the summer months by entering an Appointment End Date (this field used only for employees with no benefits) in HRIS Job Data (Workforce Administration>Job Information>Job Data>Employment Data) or by submitting a Change or Separation Form (PER-39) (pdf).

Promotions in Academic Rank

  • Promotions in academic rank printed in the Kansas State University FY 2010 Annual Budget, do not require any action.
  • Promotions in academic rank not printed in the Kansas State University FY 2010 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.

Changes in Status

  • Employees changing from non-budgeted position to budgeted position for the 2009-2010 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.
  • If a new budgeted position must be created, please submit a (PER-36) (pdf) to the Budget Office for approval and 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.

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 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."

Calculating Summer Pay

Summer pay can be calculated on-line using the Excel Summer Pay Calculator

To ensure the summer salary does not exceed the academic year salary, the following manual calculation may used to determine the rate of pay for six summer pay periods:

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.