Second-Level Navigation
Instructions as PDF
- Benefits Summary (pdf)
- Direct Deposit(pdf)
- Employee Self Service/HRIS Sign In Page (pdf)
- Insurances Summary (pdf)
- KSU Training Enrollment (pdf)
- Leave Balance (pdf)
- Password Change (pdf)
- Paycheck (pdf)
- Personal
Information Summary
(pdf)
- Address
- Phone Numbers
- Emergency Contacts
- 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, life insurance summary, personal information summary, compensation and training summaries. Employees may update their W-4 and/or K-4 tax information and personal information online using this website.
Instructions as web pages
- Benefits Summary
- Direct Deposit
- Insurance Summary
- KSU Training Enrollment
- Leave Balance
- 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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Important: After viewing Self Service data, select "Sign Out" before closing browser.
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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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Important: After viewing Self Service data, select "Sign Out" before closing browser.
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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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to Menu
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 Direct Deposit
Direct Deposit Instructions
Direct deposit allows you to have your paychecks electronically deposited into specified financial institutions and accounts. You may direct deposit into multiple financial institutions and multiple accounts within the same financial institution up to a maximum of 10 accounts. You may specify a percent or a dollar amount for each account. The total percentages of all accounts must equal 100%. The system will automatically assign the deposit order.
Direct Deposit in Employee Self Service
You can review, add and update your Direct Deposit Information using the "Employee Self Service" option in HRIS. To access your Direct Deposit 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 Information Using HRIS
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%.
To inactivate direct deposit, delete all accounts from this page. Your paychecks will no longer be directly deposited. A paper check will be issued and mailed to your home address as listed in HRIS.
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 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 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.
KSU Training Enrollment
Purpose
Allows employees to enroll on-line in KSU training opportunities coordinated by the Division of Human Resources, Employee Relations and 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 and search for training
opportunities:
Employee Self-Service > Learning and Development > KSU Training Enrollment
After accessing "KSU Training Enrollment" — search options will appear.
Search by Course Name, Course Number, Location or Date by clicking on appropriate link.
Search by Course Name: Leave the course name blank to receive a list of all available courses or enter a key word or abbreviation for specific courses. Examples: FIS, HRIS, Performance, Student, Summer Transactions, etc.
Search by Course Number: Leave the course number blank to receive a list of all available courses or enter a code or prefix for the department or unit offering the course. Examples: WCT - Controllers Office; WHR - Division of Human Resources; WLB - Hale Library; WTD - Employee Relations and Training
Search by Location: Leave the course location blank for a list of all available courses or enter a location to receive a list of specific courses. Examples: K-State Student Union, Edwards Hall or Hale Library
Search by Date: Leave the dates blank to get a list of all available courses or enter "from" and "through" dates. Examples: From: 05/01/07 Through: 12/31/07
After searching, a list of available courses will appear. Information buttons provide course descriptions and "View Available Session" links provide a list of available sessions.
After selecting "View Available Sessions" link the following session information will appear: Session, location, duration, open seats and wait listed. Click the session number to view session details.
Session details will appear. Click on "Continue" to begin enrollment process.
To submit enrollment request, click on the "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 Employee Relations 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 Employee Relations and Training at training@ksu.edu. Please include you name, employee ID, course title, course code, and course session number.
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Return to Menu 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
Purpose
Allow employees the opportunity to look at their paycheck information online.
Paychecks for the last three years are available to view.
- Access Employee Self Service/HRIS: http://www.as.ksu.edu/HRIS
- Sign Into HRIS using your EID and password.
- Access the Self Service View Paycheck page:
Employee Self Service > Payroll and Compensation > View Paycheck
After selecting "View Paycheck" the most recent paycheck information will display.
The View Paycheck page is displayed in eleven sections:
- Top section
- General
- Tax Data
- Paycheck Summary
- Earnings
- Taxes
- Before-Tax Deductions
- After-Tax Deductions
- Employer Paid Benefits
- Net Pay Distribution
- Leave Balances
Scroll down or page down to view the entire page.
Top Section
The top section of the View Paycheck page Displays:
- Employee's Name
- Company
- Address (Company Address)
- Net Pay
- Pay Period Begin Date
- Pay Period End Date
- Check Date
- View Different Payment (a link to view previous paychecks)
General Section
The General section includes:
- Name
- Employee ID
- SSN (Social Security Number)
- Address
- Business Unit (KSUNV for all employees)
- Pay Group (If it is a supplemental paycheck, "Supplemental" will display.)
- Department (Department ID and Name)
- Location (Department Name or Area)
- Job Title
- Pay Rate
Tax Data Section
The Tax Data section details Federal and State:
- Marital Status
- Allowances
- Additional Percentage
- Additional Amount
The Paycheck Summary section details earnings and deductions.
- Current:
- Gross Earnings
- Federal Taxable Gross
- Total Taxes
- Total Deductions
- Net Pay
- YTD (Year-to-Date):
Year to Date (YTD) for the most recent on-cycle check:- Gross Earnings YTD
- Federal Taxable Gross YTD
- Total Taxes YTD
- Total Deductions YTD
- Net Pay YTD
The Total Taxes includes Social Security, Medicare, Federal and State Withholding.
The Total Deductions includes all before and after tax deductions.
Earnings and Taxes Section
The next sections are Earnings and Taxes:
- Earnings:
- Description-For a full description of all earnings codes, refer to the Earnings Codes and Descriptions
- Hours
- Rate
- Amount
- YTD (year-to-date) Amount
- Total: Hours Amount YTD Amount
- Taxes:
- Description
- Fed Withholding- Federal income taxes paid
- Fed Med/EE-Medicare taxes paid
- Fed OASD/EE-Social Security taxes paid
- State Withholding-State taxes paid
- Amount
- YTD Amount
- Total Amount YTD Amount
- Description
Before-Tax Deductions/After-Tax Deductions/Employer Paid Benefits
For full descriptions of Deduction Codes, refer to Deduction Codes and Descriptions
- Before-Tax Deductions:
- Description
- VTSAnnuity-Voluntary Tax Sheltered Annuity
- FSAHealth-Flexible Spending for Health Care
- FSADepndnt-Flexible Spending for Dependent Care
- KPERS-KPERS retirement
- Dental-Dental insurance
- Vision-Vision insurance
- Drug-Drug insurance
- Medical-Medical insurance
- Amount
- YTD Amount
- Total Amount YTD Amount
- Description
- After Tax Deductions:
- Description
- Org Dues-Organizational Dues
- Opt Life-Optional Group Life Insurance
- OptLifeFee-Optional Group Life Insurance Administrative fee
- TEA Life-Agency Deduction-TEA Life Insurance
- TEA Fam1-Agency Deduction-TEA Family Life Insurance
- Medical-Medical Insurance
- Drug-Drug Insurance
- Dental-Dental Insurance
- Amount
- YTD Amount
- Total Amount YTD Amount
- Description
- Employer Paid Benefits:
- Description
- TrmLifeIns-Group Term Life
- State Leave-State Leave Reserve
- Medical-Medical Insurance
- Dental-Dental Insurance
- Drug-Drug Insurance
- Vision-Vision Insurance
- Work Comp-Worker's Compensation
- FSAHealth-Flexible Spending for Health Care Administrative Fee
- FSADepndnt-Flexible Spending for Dependent Care Administrative Fee
- KPERS-KPERS retirement
- Amount
- YTD Amount
- Total Amount
- Total YTD Amount
- Description
Net Pay Distribution:
- Payment Type (Direct Deposit or Check)
- Paycheck Number
- Account Type (Savings or Checking)
- Account Number
- Amount
- Totals (If multiple Direct Deposit accounts)
Leave Balances
- Description: Type of leave
- YTD Amount: Balance of leave as of this pay period
- Total YTD Amount: Total of all leave types as of this pay period
View a Different Payment
To Select a Different Paycheck:
Select the View a Different Payment
A Pay Check Selection section appears displaying information on Paychecks to View:
- Pay Period End Date
- Company
- Net Pay
Select the Pay Period End Date to view that paycheck.
The most recent on-cycle paycheck will be the first check displayed but may not be the first listed in the Paycheck Selection View if an adjustment has been made.
Adjusted Paychecks will display but the Pay Begin Date, Pay End Date, and Check Date, will be the dates of the off-cycle in which the adjustment was processed.
Paychecks are available to view for three years.
Original checks that are reversed or adjusted will not display.
Checks with zero balances will display.
The paychecks will display the same information as the current paycheck
except that
no Year-to-Date information will be shown.
If you have questions regarding your pay information, please contact your department personnel specialist.
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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 or pay advices 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, Employee Relations and 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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