Classified Employee Personnel Actions
Revised December 16, 2009
Table of Contents
The Division of Human Resources (HR) is responsible for maintaining the official personnel files and Human Resource Information System (HRIS) data for classified, unclassified and student state and local agency employees. The goal is to ensure personnel/payroll transactions are completed and processed accurately and in compliance with Federal and State Employment laws, Kansas Board of Regents, Kansas Civil Service and University regulations.
This chapter provides information pertaining to policies and procedures for different types of classified personnel actions: appointments, changes and separations. Also included is information on the appropriate procedures for completing the required documents.
The following is a listing of statutes, regulations and policies relevant to this chapter:
Kansas Administrative Regulations (KAR): Article 5, Compensation, 1-6-24, 1-6-25, 1-6-27, 1-6-29, 1-6-30, 1-7-3, 1-7-4 and Article 11, Non Disciplinary Termination.
Before an employee can be hired and placed on the payroll at Kansas State University, the employee must first provide verification of employment eligibility. The Immigration Reform and Control Act of 1986 established a method to verify employment eligibility of new employees which is designed to prevent the employment of Foreign Nationals who are unauthorized to work in the U.S. An Employment Eligibility Verification Form I-9(PDF), must be completed for all new employees and copies of documents used for verification must be submitted with their appointment forms. Refer to the Instructions for Completing I-9. The employee cannot be hired and cannot be placed on the payroll without meeting the appropriate requirements outlined in the instructions.
Department designees are required to physically examine the required documentation and complete the Form I-9 (PDF) within three business days of an employee's hire date. Failure to do so subjects the University to potential fines by the U.S Citizenship and Immigration Services.
Verification is not required in the case of promotions, transfers or demotions. The verification process is also not required when an individual is rehired with a valid Form I-9 (PDF) on file, but the previously completed Form I-9 must be reviewed to determine continued work eligibility. The Form I-9 is valid for a period of three years for rehire purposes.
The classified service comprises all appointments that have been made according to recruitment regulations involving eligible pools. No person appointed to a classified position shall be appointed in any other manner than that prescribed in the Kansas Civil Service Act.
The following are the different types of appointments associated with classified employees. Each type of appointment has specific rules for the beginning salary. Refer to PPM Chapter 4450, Compensation for Classified Employees, for further information regarding salary.
Initial Regular Appointments/New Hires - An initial regular appointment means a new state employee is being appointed to a regular budgeted position.
Temporary Appointments - A temporary classified appointment is limited to working 999 hours in a year beginning from the date of initial temporary appointment and ending the following year on that date. A temporary appointment may be for a shorter period of time as determined by the department, however, it cannot exceed one year in length. An incumbent may hold more than one temporary position at a time, but the hours combined shall not exceed more than the 999 total hours for 12 consecutive months. All time worked, including overtime, will count toward the 999 hours. Once the 999 hours limit is reached, the employee may not be rehired until the one-year anniversary date. A temporary employee is not eligible for benefits and does not earn leave credits.
Reinstatements – An employee with permanent status who separates from state service in good standing and returns within one year to a regular position is considered a reinstatement.
Promotions – An employee who has permanent status and is hired into a position with a higher pay grade is considered a promotion.
Reallocations/Reclassifications – A reallocation/reclassification occurs when a position is reviewed by the Position Administration Unit of HR and is assigned a different classification because the duties have changed.
Demotions - A demotion occurs when an employee is hired to a different position with a lower pay grade. A voluntary demotion occurs when the employee requests the demotion to a lower pay grade. An involuntary demotion occurs when the Director of HR places the employee in a lower pay grade for disciplinary reasons.
Transfers (to a Different Department within Kansas State University) - An employee who moves from one position to another with no change in pay grade is considered a transfer. If transferring to unclassified service, see Separations – Change from Classified to Unclassified Service.
Transfer (from Another State Agency) – An employee who moves from another state agency to Kansas State University. See guidance under Promotions, Demotions or Transfers, whichever is applicable, above.
Acting Assignments - An acting assignment occurs when a permanent employee meets the minimum qualifications and is assigned on a temporary basis to a different vacant position with the approval of the Director of HR. An acting assignment must be for more than 30 days and does not exceed one year in length. If an employee is placed on an acting assignment to a pay grade higher than that of the employee's normal position, the employee shall be paid at a step on the higher grade that gives the employee an increase in pay. Such an increase shall not exceed the highest step possible if the employee was being promoted to the position. While on the acting assignment, the employee may receive pay step increases in accordance with applicable pay step increase regulations. When an employee returns to the employee's normal position, the employee will be paid at whatever step the employee would have been paid on had the employee not had the acting assignment. There is no probationary period while on an acting assignment; however, if the employee is permanently hired into the acting assignment position, the time the employee was in the position may count toward the probationary period and also toward the pay step increase date.
Limited Term - A limited term position is similar to a regular position. The employee serves a probationary period when hired and has the same rights and benefits as other permanent employees. When appointed to a limited term position, an employee is benefits eligible when appointed for 1000 hours or greater. Pay increases are based upon time-on-step. A limited term position, however, most often is established for work on grants, contracts or special projects that have beginning and end dates with limited and specific funding. The employee is hired with full knowledge that the position will terminate on a specific date. The end of the appointment is not considered a layoff and any rules or regulations regarding layoff specifically exclude employees in limited term positions. A "Limited Term Agreement"(PDF) form must be completed and submitted with appointment forms.
An individual may be employed on multiple positions at Kansas State University or may be employed with Kansas State University and another state agency at the same time.
It is the intent that a KSU state classified employee will have only one regular position at a time with split funding or, alternatively, to be jointly appointed in two positions. Exceptions to this policy must be approved in advance by the Associate Director of the Division of Human Resources (HR). Holding multiple regular positions (not jointly) may require special handling of pay increases, performance reviews, etc.
An employee may work in more than one classification and/or more than one position on a temporary classified appointment as long as the total time worked on all positions does not exceed 999 hours per year.
All time worked in multiple state positions counts toward the same 40-hour work week. Any classified non-exempt (hourly) employee who works more than 40 hours in a work week is entitled to overtime pay or compensatory overtime leave. Refer to PPM Chapter 4220, Hours of Work, Overtime and Compensatory Time, for further information regarding hours of work and overtime.
According to Kansas Administrative Regulation (K.A.R.) 1-5-22, each employee who is employed in two or more regular part-time positions will receive pay for the duties performed in each position. An employee's percentage of time worked should not exceed 100 percent, except as noted on the following. Any FLSA exempt classified employee may hold one or more additional exempt unclassified positions teaching or conducting research in a state educational institution without limit on total pay. In such cases, the classified employee's department head must certify to the Director of theDivision of Human Resources (HR) that the position does not detract from the time for which the employee is being paid as a classified employee. FLSA non-exempt classified employees may not be concurrently employed in an exempt classified or unclassified position. Each employee who is employed in multiple part-time positions will receive benefits commensurate with the total time worked on all part-time positions.
The following fields are required when completing the Appointment Form for classified employees and help expedite processing time.
Employee ID (leave blank for a new employee)
Employment Rcd #
Type of Action (Hire, Add Concurrent Job, Correct, Update)
COMPLETING THE APPOINTMENT FORM
When an employee is appointed to a classified position at Kansas State University, certain personnel transactions must be completed and submitted to the Division of Human Resources (HR). An Appointment Form (PER-38)(PDF) must be completed for the following classified appointments.
- Initial Regular Appointments/New Hires
- Temporary Appointments
- Transfers to a Different Department within Kansas State University
- Transfers from Another State Agency
- Acting Assignments
- Limited Terms Appointments
There are certain forms that are required before an employee can be appointed. Those forms required include the Appointment Form (PER-38)(PDF), aForm I-9(PDF) with supporting documentation, Substance Abuse Form(PDF) and the Intellectual Property Agreement (IPA)(PDF). Other documents, such as the KSU Foreign National Tax Information Form (PER-15) (PDF), will be required if an employee is not a U.S. citizen. If any of these forms are missing for an initial hire, or if any of these forms do not have the appropriate signatures, the documents may be returned to the department until the completed information is obtained.
The following is specific information on how to complete the Appointment Form based on appointment action. Refer to the Classified Appointments, Changes and Separations Guidelines for a list of documents to be included with each type of hire, change and separation.
Classified Reg Requisition # - Used by Employment Services.
Name - Enter the first, middle and last name of the employee as it appears on the social security card.
Enter either the middle name or middle initial as it appears on the social security card. If a full middle name is entered, that name will appear along with the employee's first and last name on all documents, including pay advices, etc. If the employee chooses not to use either, that is acceptable also.
Enter the last name of the employee as it appears on the social security card. If an employee does not have a social security card with their current last name due to marriage, divorce, etc., the employee must apply for a new card before their current name can be entered into HRIS.
Enter appropriate suffix if the employee has one, such as Jr., Sr., IV, etc.
Soc Sec # (Social Security Number) - Social security number of employee. This number should be copied from the employee's social security card. A copy of the card should be submitted with all appointment paperwork. Since the correct number is important to the individual's records, do not take social security number from the individual based upon his or her memory. If the employee does not have a social security number, he or she should make application at a local Social Security Office. Do not submit an Appointment Form (PER-38) for an employee until a social security number is assigned; individuals cannot be paid without a social security number.
Dept ID - A 10-digit number assigned to each department. The first five digits are "36700" followed by the five-digit Financial Information System (FIS) department number.
Dept Name - Official name of the department where the employee will work. The Department ID must match the Department Name.
eID (electronic ID) - eIDs (formerly K-State Computing IDS) are "electronic Ids" on K-State's central computer systems. An eID is required for all new employees. For information on the registration process, refer to eID's at K-State.
Employee ID – An eleven-digit identification number assigned to the employee when the employee is originally hired. Usually begins with a "W". If the employee worked for another state agency prior to coming to KSU, or if employed with KSU prior to 1995, the ID may have a different beginning letter. Leave this field blank for new employees and it will be system assigned.
Rcd # (Employment Record Number) - This is usually "0" for new hires. It is generally one less than the number of positions the employee holds. If an employee is currently active on Rcd 0 and being appointed to a second position, that number will be "1". If an employee has a Rcd 0 (active), Rcd 1 (inactive) and Rcd 2 (active), Rcd 1 should be used since it is the inactive record and available.
Preferred Name - For Faculty and Staff, a name to be used in place of the first name for the campus white pages and phonebook. Example: First Name is William, Preferred Name is Bill.
Effective Date - The date the action takes effect. If appointing an employee, this date should be the first day of work for the employee. Transactions that affect benefit eligible employees need to be effective the first day of the pay period whenever possible.
End of Appt Date – Used for temporary appointments or limited term appointments that have a future end of appointment date. This date is the first day the employee is not employed. For temporary appointments, this date must be no later than one year following the appointment date.
Marital Status – Indicate the appropriate marital status.
|Head of Household|
Hire – Used for all new appointments (initial hires and rehires).
Add Concurrent Job – Used when an employee has other active positions within HRIS. Total FTE on all positions should not exceed 1.0 FTE.
Correct – Used to change data in the Human Resource Information System (HRIS) that is incorrect due to previous personnel transactions. Also used when superceding previous transactions.
Update - Used for promotions, reallocations/reclassifications, demotions, transfers to a different department within KSU, and acting assignments.
Unclassified or Classified – Indicate Classified service.
Indicate the employee's current home address including street, rural route, post office box, city, state, zip code. Employee paychecks, pay advices and W-2 will be mailed here. Note: When completing the Appointment Form (PER-38) (PDF) for anything other than the initial hire, only complete the address section if the address is changing.
Country – Indicate USA unless the employee has a foreign address.
Address 1 & Address 2, City, County, Zip Code & State – Street address, apartment and/or box number, county, city, zip code and state of employee. For example Address 1: 1234 Sunset Ave Apt 2. Address 2: PO Box 1234 or leave blank. City: Manhattan County: RL Zip Code: 66502-1223. State:KS. The following abbreviations should be used when referring to street locations: Lane (Ln), Street (St), Drive (Dr), Road (Rd), Avenue (Ave), Square (Sq), Circle (Cir) and Terrace (Ter). The county is identified by a two digit county code for the city of the home address. Refer to the list of applicable codes on the County Table.
Personnel specialists can make address changes on-line in HRIS. For instructions on changing addresses, refer to: Address Changes.
Home Phone – Indicate the 10-digit home phone number of the employee. This phone number will be published in the KSU Campus Phone Book and the on-line White Pages directory unless otherwise indicated. See "Withhold Home Address/Phone in Campus Phone Book?" below.
Mailing Address – Provide mailing address, if different from the home address.
Other Phone – This field is used to record other phone numbers, such as cellular phone numbers.
Gender – Indicate correct Gender by inserting an "X" by Male or Female.
Highest Education Level - Indicate from the table that follows.
|Highest Education Level|
|2-Yr Degree||Master's Degree|
|Doctorate-Professional (MD, DDS, JD)||Some College|
|HS Graduate or GED||Some Graduate School|
|Less than High School||Technical School|
Degree – Identify the degree, such as BA for Bachelor of Arts, MA for Master of Arts. Refer to the list of applicable codes on the Degree Table.
Date Acquired – Year degree was earned.
Major – Area in which degree was obtained, such as Business Administration, Horticulture, etc.
School – Name of school or university where degree was earned.
Birthdate – Employee's date of birth. Use MM/DD/YY format.
Ethnic Group – Identify the ethnic group to which the employee belongs.
- American Indian/Alaskan Native
- Asian/Pacific Islander
Military Status – Identify the military status of the employee. Refer to the following web site for definitions of the types of Military Status, Military Status and Disabled Veteran's Definition.
- Not Indicated
- Other Vet
- Active Reserve
- Inactive Reserve
- Vietnam Vet
- No Mil Svc
- Both Vet
- Misc Vet
Disabled – Place and "X" in the checkbox if employee is disabled.
Disabled Veteran – Place an "X" in the checkbox if employee is a Disabled Veteran. This represents the claim for disabled veteran's preference points. Refer to Military Status and Disabled Veteran's Definition.
Withhold Home Address/Phone in Campus Phone Book? – Identify whether an employee wishes to withhold his or her home address and home phone from the Campus Phone Book and the on line White Pages. Work address, work phone and e-mail address will appear in the Campus Phone Book and the on-line White Pages. Place an "X" in the appropriate box.
Action – Identify the personnel action affecting the employee. Select the appropriate code. Refer to Classified/Unclassified Action/Reason Codes.
Reason – Identify the reason code for the personnel transaction. Select the appropriate code, Classified/Unclassified Action/Reason Codes.
Position # - An 8 digit position number to which the employee is assigned. Employees must be placed in vacant (open) positions. Regular positions are budgeted. Recruitment could not possibly be done without a position already established. Temporary positions are not budgeted. If you do not have a temporary position available in which to appoint the employee, complete a Position Data Sheet (PER-36) (PDF) and submit it along with theAppointment Form (PER-38)(PDF). A position that is currently designated as regular (budgeted) cannot be changed to a temporary position (non-budgeted).
Job Code – Indicate classified job code number associated with employee. Refer to the Classified Job Codes.
Job Title – Job title description associated with Job Code above. Refer to the Classified Job Codes.
Reg/Temp – Regular (REG) would be entered for budgeted positions. Temporary (TEMP) would be entered for non-budgeted positions.
Full or Part Time – "FT" would be entered for full-time or a "PT" for part-time position. Full-time equals 1.0 FTE; any FTE less than 1.0 is a part-time position. (Note: In determining benefit eligibility, part-time is considered .8 FTE or less.)
FTE – Select the appropriate FTE from the list provided. Indicate the tenths time of the position, such as 1.0 or .30.
FLSA – Place an "X" in the appropriate box – EXEMPT (salaried) or NON-EXEMPT (hourly).
9-Month or 12-Month Basis – Place an "X" on the appropriate line to indicate if the employee is 9-Month or 12-Month.
Tax Location – This field is used for taxing jurisdiction in the payroll process. This is the state in which the employee works. For most employees at Kansas State University, this will be Kansas. Notify HR immediately if the employee's work location is outside of Kansas.
Grade – Salary Grade for employee's position. For classified employees, the salary grade corresponds to the job classification of the position. Refer to the Classified Employment Summary.(PDF) for the applicable Grade if it is not known.
Step – Salary step. Used for classified employees only and represents the step on the pay rate scale. Steps range from '4' through '16'.
Comp Rate (Hourly) – If the employee's position is non-exempt (does earn overtime), indicate the hourly compensation rate of pay on the line shown, coinciding with the Grade and Step.
Comp Rate (Bi-weekly) – If the employee's position is exempt (does not earn overtime), indicate the bi-weekly compensation rate on the line shown, coinciding with the Grade and Step.
Probation Date – If the employee is serving a probationary period and the Employment Status is "Probation", indicate the probation end date. Refer toPPM Chapter 4080, Classified Employee Performance Evaluation, for specific information on length of probationary periods.
Employment Status – Indicate the current status of an employee. Place an "X" in the box with the appropriate status:
- Probation – Initial hires and promotions are subject to a probationary period. Initial hires are subject to a six month probation, while promotions are subject to three or six month's probation as determined by the department.
- Permanent – Employees who transfer, demote or reallocate are generally permanent, unless there are circumstances that warrant a probation period.
- Trainee – Certain classifications of positions may be designated by the Director as training classes. Each person employed in a training class shall be in training status and not in probationary or permanent status. The training period served shall not be less than six months or more than 24 months from the date of employment.
BENEFIT PROGRAM PARTICIPATION/IDENTIFICATION DATA
Benefit Program – This is based on full-time or part-time and annual salary. The indicator is used to determine Benefit Program eligibility. For benefit eligibility, .9 FTE or greater is considered full-time.
|State of Kansas Options||Local Agency Options|
|GEN - No Benefits (General)||GEN - No Benefits (General)|
|FT1 - Full-time (earnings less than $28,000 per year)||ATH - Intercollegiate Athletics|
|FT2 - Full-time (earnings between $28,000 and $48,000 per year)||PUB - Student Publications|
|FT3 - Full-time (earnings more than $48,000 per year)||UN2-K-State Student Union ($20,000 or more annual salary)|
|PT1 - Part-time .5 to .8 FTE|
Benefit Rcd # - Record number that tracks benefit programs for multiple jobs. It should coincide with the employment record number for the job controlling the benefits.
- Alien Permanent
- Alien Temporary
Visa Type – If the employee is a U.S. Citizen or permanent resident, leave this field blank. An On-Campus Work Permit is required for visa holders. They are to be obtained through the International Student Center. Those holding an F-2 (spouse of student) visa are not allowed to work. If employee is not a U.S. citizen and is in this country under a Visa authorizing employment, insert the type of Visa from the following list. Certain types of Visas limit the number of hours per week the individual may work.
|TN||Nafta Agreement (i.e. Canada or Mexico)|
Inactivate Direct Deposit? (only if rehire) - When rehiring an employee, mark the appropriate box with an "X". Direct deposits are inactivated automatically 12 months from date of termination unless a rehire is processed within those 12 months. For employees hired after the one year period, or for those wishing to change direct deposit information (i.e., bank or account number), a new direct deposit (PDF) form is required. Employee's who return to work and whose direct deposit is still active are not required to submit a direct deposit form if they are keeping the same information currently in HRIS. For additional information on direct deposit, refer to PPM Chapter 4940, Paycheck Distribution, Section 30, Direct Deposits.
Eff Date (Tenure)
If the appointee has been previously or is currently employed by state or local government, or any other State agency including KSU, give agency name(s), date(s) of employment, and employee ID, if known, in this section. This information will be used in determining service information for leave accrual, service awards and retirement eligibility.
Use this section for any additional information relevant to the employee.
Provided for department use. Funding is updated on-line by department personnel specialists.
All new hires must sign the employee oath in ink in the presence of a notary public before they may be placed on the payroll. After reading the oath aloud, the employee must sign the Employee Oath section of the Appointment Form (PER-38)(PDF). The statement must not be altered by the employee. The notary also signs the Employee Oath section of the Appointment Form (PER-38)(PDF), completes the expiration information, and affixes his or her seal in the space provided. If there has not been a break in service between appointments, it is not required to have the appointee retake the oath. In this instance, indicate "Previously Signed" in the block entitled "Employees Signature" when completing the PER-38 (PDF). If an employee has been off the payroll for one day or more, the employee oath must be completed only if the job duties have changed from the previous appointment.
Employee Signature – Required on all hires. It is recommended that employee signatures be obtained on all personnel transactions whenever possible to ensure the employee is aware of and understands the information that has been completed.
Signature(s) of Unit or Department Head, Dean, and/or Vice President – Contingent upon internal procedures, the Unit or Department Head, and/or Dean, Vice-President, etc., signs and dates the Appointment Form (PER-38)(PDF) to signify approval of the appointment. For multiple appointments, signatures must be obtained from all applicable departments.
The information below pertains to data changes for classified state and local agency employees. These changes are accomplished by completing theChange or Separation Form (PER-39)(PDF), and submitting it to the Division of Human Resources (HR). For certain actions, the Position Data Sheet (PER-36)(PDF), may also be required.
Personal Information – An employee's personal information includes: Name, Employee Identification Number, Social Security Number, Home Address, Mailing Address, Education Information, Home Phone Number, Gender, Marital Status, Birth Date, Citizenship, Ethnic Group, Military Status and Veteran's Preference. Certain personal information may be changed by department personnel specialists in HRIS, such as education information and address changes. Other information requires the submission of a Change or Separation Form (PER-39)(PDF) to HR. Some may require additional supporting documentation. These types of changes are:
- Name changes – requires a copy of the employee's social security card.
- Social Security Number – requires a copy of the employee's social security card.
- Citizenship status – requires a copy of the documentation proving status changes (i.e., Visa, Work Permit, Form I-9 (PDF)).
The Division of Human Resources distributes "Employee Information Update" forms to employees once a year. Individuals may update these forms and forward them to HR in lieu of completing a Change or Separation Form (PER-39).
FTE (Full-Time Equivalent) Changes – When a classified employee's position FTE changes, a transaction must be submitted to HR. FTE can either be increased or decreased. For procedures on requesting additional FTE for a position that does not currently have the desired FTE available, refer to PPM Chapter 4210, Position Management, Section 50, Changes to Existing Positions. Upon approval of the FTE change, a PER-39 (PDF) must be completed and forwarded to HR indicating the new FTE. If the needs of a position have decreased, or if an employee requests a decrease in FTE, the department should first contact the Division of Human Resources. A PER-39 is also needed when decreasing FTE.
Changing from Probationary to Permanent Status – To change an employee from probationary to permanent status, submit to HR the Employee Performance Review (PDF). Upon receipt of an employee's probationary review, HR will change the incumbents' status to permanent. For information on probationary periods and reviews, refer to PPM Chapter 4080, Classified Employee Performance Review.
Leave of Absence and Return from Leave of Absence – A leave of absence occurs when a classified employee exhausts all leave credits and goes on a leave without pay status. Any leave of absence must be approved by the employee's department head/director. In cases where the leave of absence exceeds 30 days, a letter must be submitted to the Director of HR requesting approval. The Director of HR will determine whether approval of each request for leave without pay is for the good of the service, and shall approve or not approve the request. A leave of absence for less than 30 days is recorded in HRIS time entry pages. A leave of absence that has been approved for more than 30 days, requires the submission of a Change and Separation Form (PER-39)(PDF) to HR. Submit Health Insurance Change Form to Benefits Administration. A leave of absence for more than 30 days affects the employee in the following ways – length of service date, leave accrual, longevity bonus, pay increases and benefits. For more information regarding leave of absences, refer to PPM Chapter 4860, Classified Employee Leaves, Section 100, Leave Without Pay (LWOP) - Classified Employees.
Military Leave - If an employee is being granted leave without pay as a result of being called to active military duty, submit a Change and Separation Form (PER-39)(PDF) to Human Resources with a copy of the employee's orders that have been authenticated by the unit commander. A GHI Change form should also be submitted, if applicable. For more information regarding military leave, refer to PPM Chapter 4860, Classified Employee Leaves.
Work Address and Work Phone – Changes in work address and work phone require the submission of a Position Data Sheet form (PER-36)(PDF) toHR. This information should be kept as current as possible as it is used and updated daily for the on-line White Pages and KSU Campus Phone Book. Several changes within a department may be submitted to HR as a listing instead of PER-36 forms.
The following information in this section pertains to separations of classified state and local agency personnel. Such personnel separations are accomplished by completing a Change or Separation Form (PER-39)(PDF), and submitting it to the Division of Human Resources (HR). Note that some actions require the submission of additional documentation, such as a letter of resignation and/or Exit Interview (PER-16)(PDF).
Resignation – An employee wishing to resign from the classified service in good standing will file with the department, at least two weeks before his or her last day at work, a written letter of resignation stating the effective date and the reason for leaving. Departments are responsible for providing written acceptance of the resignation to the employee. If the employee fails to provide the required notice, a statement concerning such failure may be inserted in the employee's permanent record. A letter of resignation and/or an Exit Interview (PER-16)(PDF), must accompany the Change or Separation Form (PER-39)(PDF) when submitted to HR. All compensatory leave and vacation leave (up to maximum accumulation) must be paid to the employee. For more information on maximum leave accumulation, refer to PPM Chapter 4860, Classified Employee Leaves, Section 160, Vacation Leave - Classified Employees.
End of Temporary – A classified temporary employee's appointment may be ended at any time during employment. Upon appointment, the department either indicates on the Appointment Form (PER-38)(PDF) submitted to HR the date they wish the temporary to end or HR will automatically terminate the employee one year from the date originally appointed. If the department does not indicate a date and wishes to terminate the employee prior to the end of the year, the department personnel specialist can enter the Appointment End Date in HRIS (see HRIS Training Manuals, Instructions and Handouts: Appointment End Date for more information) or submit a Change or Separation Form (PER-39) (PDF) to separate the employee. A letter of resignation is optional.
Separation to New Agency – If an employee is leaving Kansas State University to work at another agency within the State of Kansas, a Change or Separation Form (PER-39)(PDF) should be submitted with the name of the new agency indicated under "additional information". A letter of resignation and/or Exit Interview (PER-16)(PDF) must accompany the Change or Separation Form (PER-39) when submitted to HR. All compensatory and holiday compensatory leave must be paid to the employee. All other leave should transfer to the new agency.
Change from Classified to Unclassified Service - If an employee is changing type of service at KSU (i.e., going from classified to unclassified), aChange or Separation Form (PER-39)(PDF) should be submitted with the pertinent information listed under "additional information". An Appointment Form (PER-38)(PDF) is submitted by the department hiring the employee.
Retirement – An employee who retires shall be paid for all compensatory leave, holiday compensatory leave, vacation leave (up to maximum accumulation) and sick leave (amount that is allowable according to balances and years of service). The employee should notify the Benefits Administration Unit of HR (Benadmin@ksu.edu) prior to retirement. See PPM Chapter 4810, Retirement Plans, Policies and Procedures, for further information.
Dismissal – The dismissal of an employee must be approved by the Director of HR. After the dismissal has been approved, all appropriate documentation (i.e. – letters sent to employee) should accompany the personnel transaction sent to HR. All compensatory leave, holiday compensatory leave and vacation leave (up to maximum accumulation) shall be paid to the employee.
End of Term Appointment – A classified limited term appointment is renewed based upon funding. If funding is no longer available, an employee is terminated by submitting the Change or Separation Form (PDF)along with the appropriate documentation. The documentation would be in the form of a letter that was given to the employee regarding non-renewal of the limited term appointment.
Death – If an employee dies while employed at KSU, a Change or Separation Form (PER-39)(PDF) should be submitted with the pertinent information marked. All compensatory leave, holiday compensatory leave and vacation leave up to maximum accumulation will be paid. The department personnel specialist should notify the Benefits Administration ( Benadmin@ksu.edu) Unit of HR.
Lay-Off – Approval from the Director of HR must be obtained prior to a lay-off. If an employee is laid off, a Change or Separation Form (PER-39)(PDF) should be submitted with the pertinent information marked. All compensatory leave, holiday compensatory leave and vacation leave up to the maximum accumulation will be paid.
The Change or Separation Form (PER-39)(PDF) is designed to simplify the processing of employee data changes and/or separations. The form may be used to submit multiple changes with the same effective date.
|Home Address Change||Resignation|
|Name Change||End of Temporary Appointment|
|Citizenship Status Change||End of Term Appointment|
|Visa Type Change||Retirement|
|Military Status Change||Death|
|Return From Leave of Absence||Layoff|
|FTE Change||Separation to New Agency|
|Marital Status Change||Leave of Absence (more than 30 days)|
|Pay Rate Change||Dismissal|
|Reappointment (limited to temporary classified employees and limited term renewals)||Preferred Name Addition or Change|
The following is specific information on how to complete the form. Refer to the Classified Appointments, Changes and Separations Guidelines for a list of documents to be included.
The information at the top of the form must be completed for the change or separation. This information represents the current information of the employee prior to the new action. The following fields are required when completing the Change or Separation Form (PER-39) (PDF) to help expedite processing time.
Employee Name – Enter the full name of the employee. Format should be mixed case, [First Name] space [Middle Name or Initial] space [Last Name] space [Suffix - if applicable].
Department ID – Identify the 10-digit department to which the position belongs. The first five digits are KSU Agency number "36700". The last five digits are the FIS department number. Example: President's Office – 3670001010.
Department Name – The department name (description) coinciding with the Department ID to which the position belongs.
Employee ID – An eleven-digit identification number assigned to the employee at the time of original hire.
RCD # (Employment Record #) - The employee's employment record number for which the change is being requested. For example, if you are updating Employment Record Number "0", indicate "0"; if updating Employment Record Number "1", indicate"1".
Effective Date – The date the action takes effect. All actions must have an "Effective Date." The effective date of a termination is the day following the last day of employment.
Position No. – The 8-digit position number that an employee is assigned to.
9- Month or 12-Month – Place an "X" in the appropriate box to indicate if the employee is 9 or 12 month.
Classified, Unclassified or Graduate Student – Put an "X" in the appropriate box for a classified employee.
Job Code – The 6-digit code associated with the job title of the position number.
Job Title – Job title description for the job code.
HOME ADDRESS CHANGE
Departments have access to update addresses in HRIS during the second week of each pay period. Instructions are available at: Address Changes. If you wish Human Resources to update an address change, please submit the Change or Separation Form (PER-39) (PDF).
Home address indicates the employee's current address. This is where an employee's paycheck, W-2 information, health insurance information will be sent. If the employee wishes the "Check Address" to be different than the "Home Address" – please contact HR. HR staff will make this change on the paycheck page in HRIS; not the Address History page where Home Address is stored. For example, a different address might be used when an employee is on leave away from the Manhattan area. The employee maintains a "home address" in the Manhattan area, but also maintains a temporary mailing address while on leave.
Contact Benefits Administration (BENADMIN@KSU.EDU) if this address change is to a different county within Kansas or to any address outside Kansas.
Address 1 & Address 2, City, County, Zip Code & State – Street address, apartment and/or box number, city, county, zip code and state of employee. The county identifies the two digit county code of the city of the Home Address. Refer to the list of applicable codes for county abbreviations on theCounty Table.
Home Phone – Indicate the 10-digit home phone number of the employee. Please note that this information will only be used for the faculty/staff portion of the KSU Campus Phone Book and will not be released by HR for any other purpose. Employees are able to withhold home phone and home address from the KSU Campus Phone Book by completing and returning the form HR provides during the KSU Campus Phone Book update period or mark the "Withhold Home Address/Phone in Campus Phone Book" on the Change or Separation Form (PER-39)(PDF).
Withhold Home Address/Phone in Campus Phone Book? – Identifies whether an employee wishes to withhold their home address and phone from the KSU Campus Phone Book. Work address, work phone and e-mail address will appear in the KSU Campus Phone Book and the on-line White Pages. Put an "X" in the appropriate box.
This section of the form is used to indicate a change to the current information on file. To process a change, complete the top section of the form (required fields) and indicate the "Type of Action" that is to be made by placing an "X" in the box by the appropriate action. Indicate the new or correct information where applicable. Multiple actions may be indicated if the effective date of the action is the same. If there is other information not specifically indicated on the Change or Separation Form (PER-39)(PDF), you may indicate the change under "Other".
Name Change – Place an "X" in the action box and indicate the new or correct name. Use the standard name format used in HRIS. Mixed case, [First Name] space [Middle Name or Initial] space [Last Name] space [Suffix – If Applicable]. Note: A copy of the social security card with the new name must be attached.
Submit Health Insurance Change Form indicating the new or corrected name.
Personal Change – Place an "X" in the box if any personal data is changing. Indicate the new information in the box provided.
- Citizenship Status – Identify the employee's citizenship. Place an "X" in the action box and indicate
the new or correct information. If changing status from Alien Temporary to Alien Permanent,
please attach appropriate documents, such as a permanent resident card, if applicable.
Valid values are listed below:
- Alien Perm
- Alien Temp
- Visa Type – Place an "X" in the action box and indicate the new or correct information. An On-Campus Work Permit is required for Visa holders. This is obtained through the International Student Center for all employees. A change in Visa Type requires a new Form I-9(PDF) in order to re-verify employment eligibility. Valid Visa types are listed below.
|TN||Nafta Agreement (i.e. Canada or Mexico)|
- Military Status – Identify the military status of the employee. Place an "X" in the action box and
indicate new or correct information. Refer to definitions, Military Status and Disabled Veteran's Definition.
- Not Indicated
- Other Vet
- Active Reserve
- Inactive Reserve
- Vietnam Vet
- No Mil Svc
- Marital Status – Place an "X" in the box if any personal data is changing. Indicate the new information in the box provided. The following is a list of Marital Status options.
|Head of Household|
- Pay Rate Change (Biweekly) – These fields are not used for classified employees and should be left blank.
- Pay Rate Change (Hourly) – These fields are not used for classified employees and should be left blank
- Preferred Name– For Faculty and Staff, a name to be used in place of the first name for the campus white pages and phonebook. Example: First Name is William, Preferred Name is Bill.
- Return From Leave – Place an "X" in this action box if you are returning an employee to the payroll that has been on voluntary or involuntary leave of absence for more than 30 days.
- Reappointment – Place an "X" in this box if you are reappointing a temporary classified employee and there has not been a break in service.
- End of Appointment Date – This date is used for temporary appointments or limited term appointments that have an end of appointment date. This date is the first day the employee is not employed.
- FTE Change – Place an "X" in this action box if you are changing the tenths time (FTE) of an employee's position. Indicate the current FTE in the "From" block and the new FTE in the "To" block. Show as 1.0, .50, .30 etc.
- Benefit Program – Place an "X" in this action box if you are changing Benefit Program. Indicate the new Benefit Program in the "To" box. The Benefit Program is an indicator that determines Benefit Program eligibility and is based on full-time or part-time status and annual salary. Employees on temporary classified positions do not receive benefits. Employees on regular classified positions must have at least 1000 hours of compensable service to be eligible for a Benefit Program.
|State of Kansas Options||Local Agency Options|
|GEN - No Benefits (General)||GEN - No Benefits (General)|
|FT1 - Full-time (earnings less than $27,000 per year)||ATH - Intercollegiate Athletics|
|FT2 - Full-time (earnings between $27,000 and $47,000 per year)||PUB - Student Publications|
|FT3 - Full-time (earnings more than $47,000 per year)||UN2 - K-State Student Union ($20,000 or more annual salary)|
|PT1 - All Part-time|
- Other – Use this action box for other types of action not listed in which a change needs to be made. An example of this might be a social security number correction.
This section of the form is used to indicate a separation from the University. To process a separation, complete the top section of form (required fields) and place an "X" under the appropriate "separation" action. NOTE: The effective date of a resignation is the day following the last day of employment. An Exit Interview (PER-16)(PDF) or letter of resignation must also be submitted. A Leave of Absence, Lay-Off or Dismissal must be approved by the Director of the Division of Human Resources prior to the submission of the transaction to HR. Refer to PPM Chapter 4950, Clearance Procedures at Separation for additional information.
Use this section for additional comments that are relevant to the type of action being processed.
Employee Signature - It is recommended that employee signatures be obtained on all transactions whenever possible to ensure that the employee is aware of and understands the information that has been completed.
Signature(s) of Unit or Department Head, Dean, and/or Vice President - Contingent upon internal procedures, the Unit or Department Head, and/or Dean, Vice-President, etc., signs and dates the Change or Separation Form (PER-39)(PDF) to signify approval of the appointment. For multiple appointments, signatures must be obtained from all applicable departments.
The Position Data Sheet (PER-36)(PDF) is completed when changes need to be made to an existing classified position. A PER-36 also allows you to add a new position. The University Budget Office maintains the budgeted positions on-line in the Human Resource Information System (HRIS). TheDivision of Human Resources (HR) adds new non-budgeted positions and maintains/updates positions in HRIS.
For information on requesting a new classified budgeted position, refer to, PPM Chapter 4210, Position Management, Funding and Other Changes For Classified Positions. FTE and funding must be available for the position to be established.
If a change affects position data only, such as work phone or work address, use a PER-36(PDF) to submit updates to HR. If the change affects both the position data and the employee data, use both the PER-36 and an Appointment Form (PER-38) (PDF), or a Change or Separation Form (PER-39)(PDF) to submit updates to HR.
Employee Name – Enter the full name of the employee as it appears on the social security card. Enter in standard HRIS name format, mixed case,[First Name] space [Middle Name or Initial] space [Last Name] space [Suffix – if applicable]. This should remain blank if the position is not filled.
Department ID – A 10-digit number assigned to each department. The first five digits are "36700" followed by the 5-digit department number assigned by the Financial Information System (FIS).
Department Name – Official name of the department where the position resides. The Department ID must match the Department Name.
Employee ID - An eleven-digit identification number assigned to the employee when the employee is originally hired. Usually begins with a "W". If the employee has been employed with another state agency prior to coming to KSU or employed at KSU prior to 1995, the employee may have a different beginning letter.
RCD # (Employment Record #) - This is usually "0" for new hires. It is generally one less than the number of positions the employee holds. If an employee is currently active on Rcd 0 and you are appointing to a second position, that number will be "1". If, however, an employee has a Rcd 0 (active), Rcd 1 (inactive) and Rcd 2 (active), Rcd 1 should be used since it is the inactive record. This should remain blank if the position is not filled.
Add – Use to create a new position. Regular positions are established by the Budget office.
Update – Use to change information on an established position.
Correct/Supercede – Use to change position data in HRIS that is incorrect or to supersede previous transactions. A correction will override existing on-line information in HRIS.
Inactivate – Used to inactivate a position. Once a position is inactivated, it may not be used again.
Position Number – Position number to which the employee is assigned. If this is a regular position, the number should be available before recruitment. If this is a new, temporary position, the number is automatically generated by the system after the position data has been added and saved in HRIS. This is an eight-character alpha/numeric field.
Complete the following fields.
Effective Date – This is the date the action takes effect – the date that the new position is established or the date that the position changes or becomes inactivated.
Reason – Identify the action reason for the transaction using the applicable Action/Reason Codes Position Data Sheet. When a new position is added, this field will be "NEW".
Reports To – Identify the position number for the individual who supervises this employee.
Business Title – More descriptive job title. This is optional. The business title will override the job title in the Campus Phone Book.
Long Description – Description of position. This is optional.
Company – Company of position. Values are listed below.
|State of Kansas (SOK)||Intercollegiate Athletics (ATH)|
|Student Publications (PUB)||K-State Student Union (KUN)|
Department ID – The Department ID will default after entered at the top of the form.
Department Name – The Department Name will default after entered at the top of the form.
Job Code – Indicates classified job code number associated with employee. Refer to the Classified Job Codes.
Job Title – Job classification associated with employee. Must match the Job Code. Refer to the Classified Job Codes.
Regular or Temporary – Identify whether the position is a regular or temporary position by placing an "X" by the appropriate box. Regular positions are budgeted positions. Temporary positions are non-budgeted positions. Classified temporary positions cannot be benefit eligible.
Full-Time or Part-Time – Identify whether the position is a full-time position or a part-time position by placing and "X" by the appropriate box. When full-time is indicated, 1.0 FTE is displayed in HRIS. When part-time is indicated, less than 1.0 is displayed in HRIS.
Standard Hours – Hours per week that correspond to tenths time (FTE) of the position. For a full-time employee, Standard Hours will be 40 hours. For a part-time (.5 FTE), the standard hours will be 20 hours per week.
Mail Drop ID – The work address for the position. Mail Drop ID defaults to KSU Employment Data page in HRIS.
Proper format: Room Number and Building
Example: 103 Edwards, 146 Durland
If the position is located in a city other than Manhattan, indicate the city and county if in Kansas, or the city and state if out-of-state, or country if not in the US.
Work Phone – Area code and work telephone number. Work Phone defaults to Employment Data page in HRIS.
Budgeted Position – This field is used for reporting purposes and for the budget system interface. If the position appears in the University Budget, place an "X" on this line. If the position is in the University Budget, it must be a regular position and count toward FTE.
Confidential Position – This field is used to indicate employees in positions that meet the definition of confidential or supervisory positions in accordance with Kansas Administrative Regulations. These positions may be excluded from employee information requests the state receives from employee organizations. Place an "X" in the box to indicate if the position is a confidential position.
Position Pool ID – Code used to identify a particular department position pool. Position pools are used for those positions where funding does not change often and where there are a group of positions within a department that are funded exactly the same.
Classified or Unclassified – Indicate Classified position by placing and "X" in the appropriate box.
FTE – Tenths time of position. If full-time, FTE will be 1.0. If the position is part-time, this field will show tenths time (FTE) as follows:
Examples: Tenths time (FTE) = .10 works 4 hours per week
.20 works 8 hours per week
.30 works 12 hours per week
.40 works 16 hours per week
Academic Rank – No selection is needed for classified employees.
County – Two character code that identifies the county in which the position is located. Refer to the list of applicable codes for counties on the County Table.
Holiday Schedule – Defines the date that the holidays are officially observed and the number of hours of holiday credit associated with each holiday and defaults this data into the on-line time sheets to expedite time entry. All part-time employees have "PSVT" as a holiday schedule.
|Holiday Schedule||Description||Short Name|
|PSVT||Positive Time & Part Time Employees- (Classified Part-Time Employees)||Positive time reporting for all holidays|
|SOKS||State of Kansas Holiday Schedule - Classified Full-Time Employees||Standard holiday schedule|
|None||No Holiday Schedule - Temporary Classified Employees||No Holidays|
Work Schedule – Defines the FLSA period and number of hours per day a position is scheduled to work. Refer to Work Schedules. The work schedule defaults scheduled hours into the on-line time sheets to expedite time entry.
FLSA – Exempt indicates the position is salaried and does not earn overtime; Non-Exempt indicates the position is hourly and does earn overtime. Place an "X" in the appropriate box. The Division of Human Resources determines FLSA status for all positions.
Designated/Commercial Driver – Designated applies to any safety sensitive position and Commercial Driver applies to a position that requires a CDL (Commercial Driver's License). Both types are subject to the drug-screening program. Please indicate the letter code listed below in the appropriate box.
Appt Basis (Appointment Basis) – Indicate if the position is a 9-month or 12-month position. Place an "X" in the appropriate box.
Pay Group – Relate to payroll batch and distribution. This varies by exempt and non-exempt positions. The State of Kansas (SOK), as well as each local agency, has unique pay groups. The values are listed below.
|State of Kansas(SOK)|
|KEX = Exempt Salaried|
|KNX = Non-Exempt Hourly|
|Athletics (ATH)||K-State Student Union (KUN)||Student Publications (PUB)|
Employee Type – Select the appropriate code. H = Hourly (non-exempt) S = Salaried (exempt)
Supervisory – This field identifies a classified position that has supervisory responsibilities over classified employees. Any classified employee hired into a position that has supervisory responsibilities is required to attend a supervisory training program which must be completed before permanent status will be granted. Valid values are listed below:
|N - None||Does not supervise classified employees|
|L - Lead Worker||Lead worker over classified employees|
|S - Supervisor||Supervisor of classified employees|
|M - Manager||Supervisor of supervisor(s) of classified employees|
|P - Project/Program Manager||Manages a project or program|
SSI Designee (Statement of Substantial Interest) – This field is used to indicate positions whose incumbents have purchasing authority for Kansas State University and who must file an annual Statement of Substantial Interest declaration. Place an "X" on this line to indicate the incumbent of the position has purchasing authority.
CIP Code – This field would be left blank for classified employees.
Additional Information – Use this section for any additional information relevant to the transaction you would like to report or that you believe would be helpful to HR personnel or to other approval authorities.
Funding Data – This section is provided for department use only. Funding will be updated on line by departments in HRIS. Human Resources will not key this information into HRIS. This section is used to identify the FRS accounts to be used to fund this employee. The Annual Amount reflects annual salary associated with funding source and FTE. This is required by the Budget Office for new positions. Refer to Maintaining Department/Position Funding for information on funding changes.
Employee Signature – Optional
Signature Authorization/ Date – Contingent upon internal procedures, the Unit or Department Head, and/or Dean, Vice President, etc., signs and date the PER-36(PDF) to signify approval of the transaction. When multiple department FRS accounts are used, signatures must be obtained by all applicable departments.
The Division of Human Resources (HR) distributes a monthly schedule of transaction deadlines related to payroll processing. During normal pay periods, where there are no holidays involved, transactions are due to HR on the first Friday of the pay period in order to be guaranteed a timely paycheck for that pay period. Pay periods near a holiday may have an alternative schedule. Schedules should be monitored closely to be aware of any schedule changes as they occur. Refer to the HR web site for the monthly schedule, HRIS Schedule/Calendar.
In all cases, a completed original transaction must be submitted to HR. The employee should sign and date all applicable forms, as well as all appropriate designated departmental personnel. If the employee is not available for signature or refuses to sign the form, this should be indicated on the appropriate line of the transaction form.