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. Unclassified Faculty & Professional Staff Transaction Checklist

Unclassified Faculty and Professional Staff Transaction Checklist

• Appointments
• Changes
• Separations

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Appointments

• Regular Appointments
• Term Appointments
• Temporary Appointments
• Promotions
• Transfers
• Adjunct Appointments
• Reappointments

Regular Appointments:

• Appointment Form (PER-38) (pdf)
• Background Check e-mail as required by PPM 4015
• Employment Eligibility Verification (Form I-9) (pdf) and Supporting Documents
• Conflict of Interest Form when required by Conflict of Interest Policy
• Faculty and GTA Spoken English Competency Assessment Sheet (PER-20) (pdf)
• Intellectual Property Agreement (pdf)
• Substance Abuse Affirmation Form (pdf) required by the Substance Abuse Policy
• K-4 Form (pdf), Kansas Employee's Withholding Allowance Certificate
• W-4 Form (pdf), Employee's Withholding Allowance Certificate (Only if employee desires federal withholding other than single with 0 allowances or if employee does not update via self service) View/Update W-4 Tax Information
• On Campus Work Permit for non-resident employees
• PER-15 (pdf), KSU Foreign National Tax Information form for Non-Resident Employees
• Direct Deposit Form (pdf)
• KPERS-7/99 (pdf), Designation of Beneficiary form (if applicable)
• Optional Group Life Enrollment Form ( if coverage is desired)
• Group Health Insurance Enrollment form(pdf) (if eligible)
• Flexible Spending Account (FSA) enrollment form(pdf) (if applicable)
• Contract (if appointment for .5 FTE or more for more than 90 days)
• Salary Reduction Agreement (PER-13) (pdf) (if participating in retirement plan upon appointment)
• Documentation of Service for Immediate Participation in Regents Retirement Program form (PER-33) (pdf)
• Tax Clearance Information Form for Candidates and New Hires (DA-2004a) (pdf)

Term Appointments:

• Appointment Form (PER-38) (pdf)
• Background Check e-mail as required by PPM 4015 if appointed for over six months
• Employment Eligibility Verification (Form I-9) (pdf) and Supporting Documents
• Conflict of Interest Form when required by Conflict of Interest Policy
• Faculty and GTA Spoken English Competency Assessment Sheet (PER-20) (pdf)
• Intellectual Property Agreement (pdf)
• Substance Abuse Affirmation Form (pdf) required by the Substance Abuse Policy
• K-4 Form (pdf), Kansas Employee's Withholding Allowance Certificate
• W-4 Form (pdf), Employee's Withholding Allowance Certificate (Only if employee desires federal withholding other than single with 0 allowances or if employee does not update via self service) View/Update W-4 Tax Information
• W-5 Form (pdf) (if earned income credit is desired)
• On Campus Work Permit for non-resident employees
• PER-15 (pdf), KSU Foreign National Tax Information form for Non-Resident Employees
• Direct Deposit Form (pdf)
• KPERS-7/99 (pdf), Designation of Beneficiary form (if applicable)
• Optional Group Life Enrollment Form ( if coverage is desired)
• Group Health Insurance Enrollment form(pdf) (if eligible)
• Flexible Spending Account (FSA) enrollment form(pdf) (if applicable)
• Contract (if appointment for .5 FTE or more for more than 90 days)
• Salary Reduction Agreement (PER-13) (pdf) (if participating in retirement plan upon appointment)
• Documentation of Service for Immediate Participation in Regents Retirement Program form (PER-33) (pdf)
• Tax Clearance Information Form for Candidates and New Hires (DA-2004a) (pdf)

Temporary Appointments:

• Appointment Form (PER-38) (pdf)
• Background Check e-mail as required by PPM 4015 if appointed over six months
• Position Data Sheet (PER-36) (pdf) (if applicable)
• Employment Eligibility Verification (Form I-9) (pdf) and Supporting Documents
• Conflict of Interest Form when required by Conflict of Interest Policy
• Faculty and GTA Spoken English Competency Assessment Sheet (PER-20) (pdf)
• Intellectual Property Agreement (pdf)
• Substance Abuse Affirmation Form (pdf) required by the Substance Abuse Policy
• K-4 Form (pdf), Kansas Employee's Withholding Allowance Certificate
• W-4 Form (pdf), Employee's Withholding Allowance Certificate (Only if employee desires federal withholding other than single with 0 allowances or if employee does not update via self service) View/Update W-4 Tax Information
• W-5 Form (pdf) (if earned income credit is desired)
• On Campus Work Permit for non-resident employees
• PER-15 (pdf), KSU Foreign National Tax Information form for Non-Resident Employees
• Direct Deposit Form (pdf)
• Contract (if appointment for .5 FTE or more for more than 90 days)
• Tax Clearance Information Form for Candidates and New Hires (DA-2004a) (pdf)

Promotions:

• Appointment Form (PER-38) (pdf)
• Copy of Contract

Transfers:

• Appointment Form (PER-38) (pdf)
• Background Check e-mail as required by PPM 4015
• Copy of Contract

Adjunct Appointments:

• Appointment Form (PER-38) (pdf)
• Approval letter from Provost
• Contract

Reappointments:

• Appointment Form (PER-38) (pdf) if break in service
• Background Check e-mail as required by PPM 4015 if separated more than one year
• Change or Separation Form (PER-39) (pdf) if no break in service
• Contract (if applicable)
• Conflict of Interest Form when required by Conflict of Interest Policy
• Tax Clearance Information Form for Candidates and New Hires (DA-2004a) (pdf) if break in service
• Employment Eligibility Verification Form (Form I-9) is not required if we have a form on file that was completed within the last 3 years; however, Section 3 needs completed if break in service is more than 30 days.

Data Changes

• Name Changes
• Address and Personal Data Changes
• FTE Changes
• Leave of Absences
• Return From Leave of Absence
• Military Leaves
• Work Address and Work Phone Changes
• Sabbatical Leaves
• Phased Retirements
• Pay Rate Changes
• Rank Changes

Name Changes:

• Change or Separation Form (PER-39) (pdf)
• Social Security Card
• K-4 Form (pdf), Kansas Employee's Withholding Allowance Certificate
• W-4 (pdf) (Only if employee desires federal withholding other than single with 0 allowances or if employee does not update via self service) View/Update W-4 Tax Information
• GHI Change Form(pdf) (if appropriate)

Address Changes and Personal Data Changes:

• Change or Separation Form (PER 39) (pdf)
• GHI Change Form(pdf) (if appropriate)

FTE Changes:

• Change or Separation Form (PER-39) (pdf)
• Copy of new contract - required for all FTE changes unless written into previous contract
• GHI Change Form(pdf) (if appropriate)

Leave of Absences (more than 30 days)

• Change or Separation Form (PER-39) (pdf)
• Copy of approval from department head, dean and provost
• GHI Change Form(pdf)

Return from Leave of Absence

• Change or Separation Form (PER-39) (pdf)

Military Leaves

• Change or Separation Form (PER-39) (pdf)
• Military Order or Duty Document

Work Address and Work Phone Changes

• Position Data Sheet (PER-36) (pdf)

Sabbatical Leaves

• Change or Separation Form (PER-39) (pdf)
• Copy of Sabbatical Leave Agreement

Phased Retirements

• Change or Separation Form (PER-39) (pdf)
• Phased Retirement Agreement
• Copy of Contract

Pay Rate Changes

• Mid Year Base Salary Increase Form (PER-46) (pdf)
• Copy of Contract - required for all increases not processed during the budget process and if not included in previous contract

Rank Changes

• Position Data Sheet (PER-36) (pdf)
• Change or Separation Form (PER-39) (pdf) (if pay rate changes also)
• Contract (if not included in Budget at beginning of fiscal year)

Separations

• Resignations
• End of Temporary Appointments
• Separation to New Agency
• Retirements
• End of Term Appointments
• Disability

Resignations:

• Change or Separation Form (PER 39) (pdf)
• Letter of Resignation or Exit Interview Letter at Resignation (pdf)
• Employee Separation Checklist (PER 24) (pdf) [for department use, do not return to HR]

End of Temporary Appointments:

• Change or Separation Form (PER 39) (pdf)
• Employee Separation Checklist (PER 24) (pdf) [for department use, do not return to HR]

Separation to New Agency:

• Change or Separation Form (PER 39) (pdf)
• Letter of Resignation or Exit Interview Letter at Resignation (pdf)
• Employee Separation Checklist (PER 24) (pdf) [for department use, do not return to HR]
• GHI Change Form(pdf)

Retirements:

• Change or Separation Form (PER 39) (pdf)
• Letter of Retirement or Exit Interview Letter at Retirement (pdf)
• GHI Change Form(pdf)

End of Term Appointments

• Change or Separation Form (PER-39) (pdf)

Disability:

• Change or Separation Form (PER 39) (pdf)
• GHI Change Form(pdf)
• Physician's Statement
• Department head statement as to the last day at work