Second-Level Navigation
Instructions as PDF
- Benefits Summary (pdf)
- Declaration of Conflict of Interest and Time Commitment Instructions:
- Direct Deposit(pdf)
- Employee Self Service/HRIS Sign In Page (pdf)
- eTime Entry Process for Student Employees (pdf)
- eTime Approval Process for Supervisors (pdf)
- Insurances Summary (pdf)
- KSU Training Enrollment (pdf)
- Leave Balance (pdf)
- Order Parking Permit (pdf)
- Password Change (pdf)
- Paycheck (pdf)
- Personal
Information Summary
(pdf)
- Address
- Phone Numbers
- Emergency Contacts (pdf)
- Marital Status
- Ethnic Group
- Print Employee Self Service Data (pdf)
- Total Compensation Summary (pdf)
- Training Summary (pdf)
- Work Information (pdf)
- W-4 and/or K-4 Tax Information (pdf)
Related Policies:
Employee Self Service Instructions
Introduction
Employee Self Service allows K-State employees to view their paycheck data, leave balances, benefit summaries, compensation and training summaries. Employees may update their direct deposit data, W-4 and/or K-4 tax information, personal data (address, phone, emergency contact, marital status, ethnic code) and enroll for training online using this application.
Instructions as web pages
- Benefits Summary
- Declaration of Conflict of Interest and Time Commitment Instructions: See PDF instructions right column
- Direct Deposit
- Emergency Contacts
- eTime Entry for Student Employees
- eTime Approval Process for Supervisors
- Insurance Summary
- KSU Training Enrollment
- Leave Balance
- Order Parking Permit
- Password Change
- Paycheck
- Personal Information Summary
- Address
- Phone Numbers
- Emergency Contacts
- Marital Status
- Ethnic Group
- Print Employee Self Service Data
- Total Compensation Summary
- Training Summary
- View Work Information
- W-4 and/or K-4 Tax Information
Go to K-State Employee Self Service
Use the State of Kansas Employee Self Service Center for Benefits Open Enrollment and more. NOTE: The State of Kansas Employee Self Service Center is not the same as the K-State Self Service program and does not use the K-State eID and password.
Accessing the Web Site
Access the web site for HRIS employee self-service either by keying the Uniform Resource Locator (URL) at http://www.as.ksu.edu/HRIS or go through the Division of Human Resources web site http://www.ksu.edu/hr/ and select the Employee Self Service link or go to the K-State Home page and find Employee Self Service under both Faculty & Staff/Employment and Students/Employment.
Signing Into HRIS
Sign in on the page using your K-State eID and your eID Password, then select Sign In
HRIS is available 7 days a week, except for 4:00 a.m. to 5:30 a.m. each day and during occasional system maintenance.
K-State IT HELP DESK
Phone Number: (785) 532-7722
E-mail: helpdesk@ksu.edu
The Help Desk is the initial point of contact for a user question or
a trouble call.
Hours: 7:30 a.m. - 5:30 p.m. Monday through Friday
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Print Employee Self Service Data
Before printing Self Service information, reset browser margins.
- Open Browser (Internet Explorer)
- Select File > Page Setup
- When Page Setup appears, adjust the margins: Left 0.5, Right 0.5,
Top 0.25, Bottom 0.25
- Access Self Service data. To print data, select File > Print
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Benefits Summary
You may review your Medical/Prescription, Dental, Vision, Supplemental Life, TEA Life, Flex Spending, and retirement plan coverage or participation.
To access your Benefits Summary, follow these steps:
- Access the HRIS web site at: http://www.as.ksu.edu/HRIS
- Login using your eID and password.
- Path: Employee Self Service > Benefits > Benefits Summary
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View Leave Balance
Purpose
- Allows employees to view current leave accrual balances online based upon information from the Human Resource Information System (HRIS)
- Includes service date, beginning leave balances, hours earned, hours taken and ending leave balances for the current pay period.
- Access Employee Self Service/HRIS: http://www.as.ksu.edu/HRIS
- Sign Into HRIS using your EID and password.
- Access Leave Balance page:
Employee Self Service > Payroll and Compensation > View Leave Balances
View Leave Balance Page
The following information is displayed:
EmpliID
Your Employee ID and Name as they appear in HRIS. The EmplID was assigned to you when you were initially hired with the State of Kansas or Kansas State University.
Service Date
Company:
Represents the Company in which you are employed. The different companies are: State of Kansas, Child Development Center, Student Publications, Intercollegiate Athletics and the K-State Student Union.
Service Date:
This date is a factor in leave accrual and longevity bonuses for classified employees. It is also a factor in leave payouts upon retirement and the calculation of layoff scores. The service date indicates the length of service for all employees. It includes time worked in classified or unclassified positions, excluding temporary non-benefits eligible appointments or student appointments. Dates are re-calculated when an employee has a break in service, including periods of leave without pay for more than 30 days.
Years/Months/Days
The next three columns display your State service broken down by Years, Months and Days. This accumulation is based on the service date listed previously.
Leave Balances
Company
Displays the Company in which you are employed.
- SOK=State of Kansas
- CDC=Child Development Center
- PUB=Student Publications
- ATH=Intercollegiate Athletics
- KUN=K-State Student Union
Accrual Date
This will be the last day of the pay period for which time and leave has been processed for employees.
Plan Type
Each plan type is listed separately as follows: Sick, Vacation, Comp Time, Holiday Comp Time and Discretionary Day. For Discretionary Day, only the description will display (no hours) and it will only display if the discretionary day has NOT been used for the current year.
Beginning Balance
Displays your leave balance at the beginning of the pay period indicated. This is your balance prior to leave earned and used for that pay period.
Hrs Earned
Displays the number of hours earned during the pay period. Leave earnings are based on service date and/or hours worked or upon FTE.
Hrs Taken
Displays the number of hours taken/used during the pay period. This information will come from pay sheets/pay records.
Ending Balance
This number is determined based upon the following: Beginning Balance + Hours Earned - Hours Used + or - Adjustments for the pay period indicated. These are the hours available for you to use for each type of leave. (Leave must be approved in advance by your supervisor.)
Informational Message
Note: The information displayed on the View Leave Accrual Balances page is for the pay period indicated and will be updated on a bi-weekly basis.
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Update Payroll and/or Employee Travel and Expense Reimbursement Direct Deposit
Direct Deposit for Payroll and/or Travel and Expense Reimbursement Instructions
On May 21, 2010, the Department of Administration announced the implementation of a policy of 100% direct deposit for employee payroll and travel and expense reimbursement with all payments made on or after October 1, 2010. You may select up to a maximum of nine accounts within six financial institutions for payroll funds and only one account for the travel and expense reimbursement direct deposit.
Direct Deposit of Employee Payroll Funds and/or Employee Travel and Expense Reimbursement in Self Service
You can review, add and update your Direct Deposit for payroll funds and/or travel and expense reimbursement information using the "Employee Self Service" in HRIS. To access your information, follow these steps:
- Access the HRIS web site at: http://www.as.ksu.edu/HRIS
- Login using your eID and password.
- Click on "Employee Self Service", "Payroll and Compensation", and "Direct Deposit"
Updating Direct Deposit for Payroll Funds Using HRIS
You may specify a percent or a dollar amount for each account. The total percentages of all accounts must equal 100%. Thes system will automatically assign the deposit order.
The following screen will appear with your information. Please review your information first.
To change an amount or percent click on the edit button next to the amount.
The following screen will appear. Enter the amount change, enter the routing number in the Verify Routing Number field, enter the account number in the Verify Account Number field, and click on the save button.
The process is the same for changing account percentages, but you must start by decreasing the percentage(s) and or deleting account(s) first. Then make changes by increasing percentage(s) and/or adding new accounts. The total percentages of all accounts must equal 100%.
Updating Direct Deposit for Travel and Expense Reimbursement Using HRIS:
You may select only one account for your travel and expense reimbursement direct deposit.
To change an account for your travel and expense reimbursement click on the Edit Travel Account button.
The following screen will appear. Enter your change, enter the routing number in the Verify Routing Number field, enter the account number in the Verify Account Number field, and click on the save button.
Frequently asked questions for direct deposit can be found on the Human Resources website: http://www.k-state.edu/hr/ped/ddfaq.html
You cannot update your Direct Deposit for payroll funds and/or travel and expense reimbursement Information using HRIS if:
- You are a new employee and your employment information is not yet entered in HRIS.
If you cannot update your Direct Deposit Information using HRIS, you must mail a "Direct Deposit of Employee Payroll and/or Employee Travel and Expense Reimbursement Authorization Form" http://www.k-state.edu/hr/forms/per58.pdf (pdf) to Payroll & Employee Data, 103 Edwards Hall, Manhattan, KS 66506-4801.
Have Questions About this Information?
If you have questions about the above information, please contact Anna Carroll, in HR/Payroll & Employee Data at 785-532-6277.
Emergency Contacts
Employees are encouraged to identify and/or modify emergency contact information via Employee Self Service/HRIS to ensure that the department or Division of Human Resources may promptly respond to a medical emergency.
- Access Employee Self Service/HRIS: http://www.as.ksu.edu/HRIS
- Sign Into HRIS using your K-State eID and password.
- Path: Employee Self Service > Personal Information > Personal Information Summary
Access Emergency Contact page and identify or modify information. Employee Self Service > Personal Information > Emergency Contacts
Enter appropriate information and SAVE.
eTime Entry for Student Employees
The eTime Entry page in Employee Self Service/HRIS replaces the hard copy time document for student employees and allows on-line entry each day, week, or pay period. To record time worked on-line, follow these steps:
- Access Employee Self Service/HRIS: http://www.as.ksu.edu/HRIS and login using your K-State eID and password.
- Access eTime Document (On-line Entry Page): Employee Self Service > Time Reporting > Time Entry
- Enter actual hours worked each day, week, or pay period.
- After recording hours, click on
Save for Later (allows further access to add and/or update hours)
or
Submit for Approval (time entry complete - no further access to add and/or update hours). - Sign out
of Employee Self Service/HRIS before closing browser.
Additional eTime Details
eTime Approval Process For Supervisors
As a designated supervisor, an e-mail message will be received after a student employee completes and submits their eTime document (electronic time document) for approval. The eTime Document replaces the hard copy time document, allows student employees to enter time on-line, and automates workflow (e-mail notification) for the approval process.
Note: E-mail notification includes HRIS Link (i.e., HRIS Approval Page).
Zimbra Filters:
To approve or reject eTime entry:
- Access HRIS: http://www.as.ksu.edu/HRIS and login using your K-State eID and password.
- Select Manager Self Service > Time Management > Approval List
- Approve or Reject Reported Hours
- Select Department Supervisor, if appropriate
- Approve or Reject Reported Hours
- To Approve Hours
- turn on the Approve All check box, or
- turn on the Approved check box for each employee, or
- click on EmplID (Employee ID) to access/view eTime document for employee.
- To Reject Hours
-
click on EmplID to access/view eTime document and select
the
reject button to identify reason.
-
click on EmplID to access/view eTime document and select
the
reject button to identify reason.
- To Approve Hours
- Select Save and Sign Out
Additional Details
Please approve time entry for your student employees each pay period prior to 5:00 p.m. on the Monday following pay period end date for a timely paycheck. Pay Periods and Pay Dates: http://www.k-state.edu/hr/paydates.html
Department Supervisors: Select yourself or another department supervisor from the list.
After supervisor is selected, employees who report to selected supervisor will appear and those who have completed and submitted their eTime document for approval will appear with recorded hours.
Approve or Reject Reported Hours
After approving hours, an e-mail notification from HRIS will be sent to the employee and the supervisor. Also, the hours will be automatically forwarded to begin the paycheck process. Those with no hours reported cannot be approved check box will appear grey.
After rejecting hours, an e-mail notification from HRIS will be sent to the employee and the supervisor indicating the needed adjustment. The employee will be responsible for making the adjustment and resubmitting for approval prior to the on-line entry deadline.
Save and Sign out of HRIS before closing browser.
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Note: If an employee does not appear on the approval list or approval needs to be processed after the deadline, please contact your department personnel specialist for instructions.
KSU Training Enrollment
Purpose
Allows employees to enroll on-line in KSU training opportunities coordinated by the Division of Human Resources, Training, Hale Library and other departments via HRIS Employee Self Service.
If applicable, please secure supervisor's permission before enrolling.
- Sign Into HRIS using your EID and password at http://www.as.ksu.edu/HRIS
- Access the KSU Training Enrollment page:
Employee Self-Service > Learning and Development > KSU Training Enrollment
A list of training opportunities will appear. Select the “View Available Sessions link or enter a full or partial course name in the search box for a list of matching courses. (i.e., FIS, HRIS, Performance Review, etc.)
After selecting “View Available Sessions” link or entering desired course name in the edit box, the following session information will appear (i.e., session date, session number, location, start time, duration, open seats and waitlisted). Click the desired session number to view session details.
Session details will appear. Click on "Continue" to begin enrollment process.
To submit enrollment request, click on "Submit" button.
Comment: (Optional) Enter comments, if applicable.
Note: Comments entered will appear within e-mail registration confirmation sent to you, your supervisor, department personnel specialist and Training staff.
After clicking on Submit, a Registration Confirmation will be sent to you, your supervisor and your department personnel specialist via e-mail from tsoft@ksu.edu
If you have questions regarding your enrollment status, please contact Training at training@ksu.edu . Please include your name, employee ID, course title, course code, and course session number.
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View Insurance Summary
View Supplemental Life Insurance Coverage
Purpose
Allows employees to view supplemental life insurance coverage amounts.
Coverage amounts on this page do not reflect the 150% basic term life insurance every benefits eligible State employee receives at no cost. This page displays supplemental life insurance additional life insurance.
- Access Employee Self Service/HRIS: http://www.as.ksu.edu/HRIS
- Sign Into HRIS using your EID and password.
- Access the Self Service Insurance Summary page:
Employee Self Service > Benefits > Life Insurance Summary
Insurance Summary is composed of three parts:
- Type of Benefit
- Plan Description
- Coverage or Participation
For a list of supplemental life plans, refer to types of benefits and plan descriptions. (pdf)
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View Paycheck via PDF
Paycheck information is available via Employee Self Service/HRIS the Monday prior to a payday.
- Open browser Internet Explorer
- Go to http://www.as.ksu.edu/HRIS
- Enter your EID and password. Select "Sign In."
- Access the Self-Service View Paycheck page:
Employee Self Service > Payroll and Compensation > View Paycheck
After selecting "View Paycheck" - a list will appear. Select the desired check date link. Note: To view a paycheck PDF file the Pop-Up Blocker needs to be turned off.
The most recent on-cycle paycheck will be the first check listed unless a paycheck has been adjusted. Adjusted paychecks will display the pay period end date in which the adjustment was processed.
View Paycheck Data:
The top sections include:
- Pay Group
- Pay Begin Date
- Pay End Date
- Business Unit (KSUNV for all K-State employees)
- Advice #
- Advice Date
- Name
- Address
- Employee ID
- Department ( Department ID and Name)
- Location
- Job Title
- Pay Rate
Tax Data (Federal/KS State from W-4 & K-4)
- Marital Status
- Allowances
- Additional Pct
- Additional Amt
Hours and Earnings:
- Description (Regular Earnings, Holiday Credit, Vacation Leave, Etc.)
- Rate
- Current Hours
- Earnings
- Hours
- YTD Earnings
Taxes
- Fed Withholding (Federal Income Tax Withholding)
- Fed MED/EE (Employees share of Medicare)
- Fed OASDI/EE (Employees share of Social Security)
- KS Withholding (Kansas Income Tax Withholding)
- Before Tax Deductions (Description, Current, YTD Year-to-Date)
- After-Tax Deductions (Description, Current, YTD Year-to-Date)
- Employer Paid Benefits (Description, Current, YTD Year-to-Date)
Deduction Codes and Descriptions: http://www.k-state.edu/hr/hris/Deduction_Codes.html
Current and YTD (Year-to-Date) for the most recent on-cycle check:
and Taxes:- Total Gross
- Federal Taxable Gross
- Total Taxes
- Total Deductions
- Net Pay
The Total Taxes includes Social Security, Medicare, Federal and State Withholdings.
The Total Deductions includes all before and after tax deductions.
Leave Balances (Year-to-Date, Paid Time Off, Sick Leave)
- Start Balance
- Earned
- Bought (Not applicable)
- Taken
- Sold (Not applicable)
- Adjustments
- End Balances
Net Pay Distribution
- Payment Type (Advice, Direct Deposit or Check)
- Account Type (Checking or Savings)
- Account Number(s)
- Deposit Amount(s)
- Total
If you have questions regarding your pay information, please contact your department personnel specialist.
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Order Parking Permit
Faculty and staff may order a K-State Parking Permit online using Employee Self-Service. They may order the same parking permit as the previous year or select another option. Payment choices include payroll deduct, credit card, check, or cash. After completing the online process, the user will receive an e-mail confirmation.
To order a parking permit
- Open browser - Internet Explorer
- Go to http://www.as.ksu.edu/HRIS/
- Enter your K-State eID and password. Select "Sign In."
- Access Order Parking Permit page and order permit.
- Employee Self Service > Payroll and Compensation > Order Parking Permit
-
After reading Traffic and Parking Regulations, turn on the check box (I agree to the Traffic and Parking Regulations) to proceed to the next page.
Faculty and staff may reorder the same permit as the previous year or select another option.
Select Payment Method and click on the "Submit" button. Or, select the Back button to review or change previous page options.
After clicking on "Submit," an e-mail confirmation will be sent
to you
from psoft.
Sign Out of Employee Self Service/HRIS.
For more information, contact Parking Services at (785) 532-7275 or parking@ksu.edu.
Personal Information Summary
As necessary, you may update your address, phone number(s), emergency contacts, marital status and ethnic group. Select appropriate yellow push button to update information. After updating information, select SAVE.
- Access Employee Self Service/HRIS: http://www.as.ksu.edu/HRIS
- Sign Into HRIS using your K-State eID and password.
- Path: Employee Self Service > Personal Information > Personal Information Summary
View Work Information
You may review your work information. This page represents your primary job information that will be printed in the Campus Phone Book and that will display online in the K-State People Directory. Please submit discrepancies to your department personnel specialist.
- Access Employee Self Service/HRIS: http://www.as.ksu.edu/HRIS
- Sign Into HRIS using your K-State eID and password.
- Path: Employee Self Service > View Work Information
View/Update W-4 and/or K-4 Tax Information
Purpose
- New employees may submit their W-4 and/or K-4 information
via HRIS employee self service AFTER receipt of the "Welcome
to K-State" email.
- When claiming Single with 0 (zero) allowances, no action is required.
- When claiming other than single with 0 (zero) allowances changes may be entered online or paper forms may be submitted to the Division of Human Resources.
- Employees who have tax withheld for a state other than Kansas will not be able to update the State portion of Employee Self-Service. These employees will need to contact the Payroll office at (785) 532-6277 for additional instructions. Employees who maintain a visa will continue to submit paper W-4 form (PDF) or K-4 (PDF) forms.
- To ensure W-4 and/or K-4 tax changes will be reflected on the next pay check, update information on the pay day (Friday) prior to the next pay check. Ex: Make changes on Friday, October 24, for the pay check to be received on November 7; make changes on Friday, November 7, for the pay check to be received on November 21.
- Access Employee Self Service/HRIS: http://www.as.ksu.edu/HRIS
- Sign Into HRIS using your EID and password.
- Access the Self Service W-4 Tax Information page:
Employee Self Service > Payroll and Compensation > W-4 and/or K4 Tax Information
Explanation of W-4 and/or K-4 Tax Information
- Update W-4 Tax Information: Displays your name, the last four digits of your social security number and the company in which your position is located. If you work for more than one company, there will be a line that states: For W-4 associated with a different company, select Company. Please choose the company that you wish to update your tax information.
- Home Address: Displays your Home Address which is where your pay checks and W-2 will be mailed. If this is not correct, please contact your personnel specialist.
- W-4 and/or K-4 Tax Data: Displays the number of allowances, additional amount for withholding, marital status you are currently claiming and links to the tax forms.
- Claim Exemption: Displays exempt from withholding statement and criteria for both the W-4 and the K-4.
- Submit: Displays a statement to read and agree to before submitting your tax changes.
- Verify Identity: After clicking ’Submit‘ a verification page will ask for your password then type password and select ’Continue‘ or ’Cancel.‘
- An Email will be sent to your KSU email address to confirm your changes. Please review the email to confirm the changes are correct.
Remember: Never share your password with anyone.
- Claim Exemption: The fourth part displays exempt from withholding statement and criteria.
- Sign and Submit: The fifth part displays a statement to certify changes being submitted.
To Change Your Tax Withholding:
- W-4 and/or Tax Data:
- Select Marital Status for W-4: Single or Married or select Married but withhold at higher single rate. For K-4: select Single or Joint.
- Enter the number of allowances and/or additional withholding amount for W-4 and/or the K-4.
- Claim Exemption: If you want to claim exempt from tax withholding:
- Read the Claim Exemption section statements to determine if you meet the conditions to be exempt from federal and/or state tax withholding. If you determine you are eligible to claim exempt from federal and/or state tax withholding:
- Select "Check Exempt here" boxes.
- Sign and Submit: Once all the changes are made to your tax information,
read the statement and select "Submit."
- Verify Identity: A verification page will ask you for your password,
type password and select "Continue" or "Cancel."
- Save Confirmation: A confirmation page will display and tell you
that your change to your tax withholding may not affect the next paycheck
you receive.
- Select OK
The change to your W-4 and/or K-4 Tax Information is complete. Return to the W-4 and/or K-4 Tax Information page.
An e-mail will be sent to you with the following information:
- Employee W0000000000 (your employee ID number)
- Your Name
- You submitted W-4 data via the Web on (date you changed the information) and/or you have submitted K-4 data via the web on ( date you changed the information).
- Marital Status : (the status you claimed; Single, Married or Married, but withhold at higher Single rate)
- No. of Allowances : (the number of allowances you claimed)
- Additional Amount: (any additional dollar amount you designated)
- Exempt Status: (N or Y)
- Employer: (the company you work for; State of Kansas, K-State Student Union, Intercolliegate Athletics, or Student Publications)
For information regarding Employee Self-Service W-4 and/or K-4 Tax Information, please contact Anna Carroll at (785) 532-6277.
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View Total Compensation Summary
Purpose
Allows employees to view a summary of their direct and indirect compensation on-line based upon information from the Human Resources Information System (HRIS).
- Direct compensation: Pay received for hours worked, holidays, leave, etc.
- Indirect compensation: Contributions by the University on behalf of the employee for insurance, retirement and employer required taxes.
Includes salary, health insurance, life insurance, retirement, other benefits, and tax contributions for a given calendar year.
The summary does not replace W-2 forms or other income tax related information and is not intended for use in tax preparation.
To View Total Compensation Summary:
Employee Self Service > Payroll and Compensation > View > Total Compensation Summary
The following information will appear. Read this information carefully before proceeding to the Total Compensation Summary page.
To view the Total Compensation Summary page, select the yellow push button labeled "Total Compensation Summary" at the bottom of the page.
The summary shows both direct and indirect compensation.
Direct compensation: Pay received for hours worked, holidays, leave, etc.
Indirect compensation: Contributions by the University on behalf of the employee for insurance, retirement and employer required taxes.
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View Training Summary
Purpose
Allow employees to view a listing of the training they have completed through their department, Training, and the Division of Human Resources.
- Access Employee Self Service/HRIS: http://www.as.ksu.edu/HRIS
- Sign Into HRIS using your EID and password.
- Access the Self Service Training Summary Page:
Employee Self Service > Learning and Development > Training Summary
A listing of the training sessions you have completed appears.
If you have questions regarding this information, please contact your department personnel specialist.
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Tips for Viewing Paycheck Data via PDF (Portable Document Format)
- Internet Explorer is the preferred browser when accessing HRIS/Employee Self Service.
- Pop-Up Blocker needs to be OFF to view a PDF. To turn OFF Pop-Up Blocker within Internet Explorer, follow these steps: Tools > Popup Blocker > Turn Off Pop-Up Blocker
- The workstation needs Adobe Acrobat (PDF) Reader to access the file. To download Adobe Acrobat Reader, access the following web page: http://get.adobe.com/reader/
- Cache files/Temporary files may need to be cleared to increase the size of your temporary internet file folder. Instructions: http://www.k-state.edu/hr/hris/browser_cache.htm
If you experience any difficulties, please contact the IT Help Desk at (785) 532-7722 or helpdesk@ksu.edu.
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Important: When finished viewing/printing Employee Self Service data, don't forget to select Sign Out before closing the browser.
