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Internal Audit Office

Kansas State University
214 Anderson Hall
Manhattan, KS 66506-0118

 

785-532-7308
785-532-0186
internalaudit@k-state.edu

Unclassified Employee Personnel Actions

Chapter 4650
Revised April 28, 2014

Table of Contents

.010 Introduction
.020 Sources of Information
.030 Verification of Employment Eligibility
.040 Types of Appointments
.050 Summer School and Summer Appointments
.060 Multiple Positions
.065 Salary Guidelines
.070 Employment Contracts
.075 Spoken English Competency
.080 Conflict of Interest
.090 Completing the Kansas State University Appointment Form
.100 Data Changes
.110 Additional Pay
.115 Mid Year Base Salary Increases
.120 Separations
.130 Completing the Kansas State University Change or Separation Form
.140 Completing the Kansas State University Position Data Sheet
.150 Personnel Transaction Submission
.160 Questions
Attachments:
.200 Kansas State University Appointment Form (PER-38)(PDF)
.210 Kansas State University Change or Separation Form (PER-39) (PDF)
.220 Kansas State University Position Data Sheet (PER-36) (PDF)
.230 Kansas State University Mid Year Base Salary Increase (PER-46) (PDF)
.240 Faculty and GTA Spoken English Competency Assessment Sheet (PER-20)(PDF)

.010 Introduction

The Division of Human Resources (HR) is responsible for maintaining the official personnel files and Human Resource Information System (HRIS) data for classified, unclassified, hourly and graduate 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 (KBOR), and University regulations.

This chapter provides information pertaining to policies and procedures for different types of unclassified personnel actions: appointments, changes and separations. Also included is information on the appropriate procedures for completing the required documents.

.020 Sources of Information

The following is a listing of sources used in developing this Chapter:

Instructions for Completing Form I-9, Employment Eligibility Verification Form

University Handbook, Section C: Identity, Employment, Tenure

University Handbook, Section E: Leaves, Insurance, and Retirement Programs

University Handbook, Appendix A: Standards for Notice of Non-Reappointment

Kansas Board of Regents (KBOR) Policy Manual

Office of Academic Personnel: Catalogs, Manuals and Handbooks

Office of Academic Personnel: General Policies and Related Forms

.030 Verification of Employment Eligibility

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 Form 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). "Section 1" of the form must be completed no later than the employee's first day of work. "Section 2" must be completed and signed within three days of the employee's first day of work. "Section 3" of the Form I-9 only needs to be completed when an employee is being rehired after a break in service, and the previous I-9 on file with the Division of Human Resources (HR) is over three years old. A break in service is considered 30 calendar days or more between the time employment ends and the employee is rehired.

Verification is not required in the case of promotions, transfers or demotions. Re-verification must be completed for foreign nationals who receive a new on-campus work permit.

Failure to complete the Form I-9 (PDF) accurately and/or in a timely manner subjects the University to potential fines by the U.S Citizenship and Immigration Services.

.040 Types of Appointments

The unclassified service comprises all appointments that have been made according to the Kansas State University Affirmative Action Plan and the Kansas Board of Regents (KBOR) policies.

Nine or Twelve Month Basis - An unclassified faculty appointment is made for either the academic year (9 months) or for the fiscal year (12 months) as determined by the department.

  1. 9-month - These employees receive their salary in 20 equal biweekly installments. They are paid biweekly generally beginning with the first paycheck received in September. Some 9-month employees may have summer teaching or other duties. These needs are decided at the discretion of the department head or dean.
  2. 12-month - These employees receive their salary in 26 biweekly installments.

The following are the different types of appointments associated with unclassified employees.

Regular Appointments - New regular appointments for professional staff or faculty must include both a contract issued by the Affirmative Action Office, signed by the appropriate administrative head, and a completed Appointment Form (PER-38) (PDF) which is submitted to the Division of Human Resources (HR). Such an employee who is hired with a regular contract will be appointed to a regular (budgeted) position. The employee will also be benefits eligible based on an FTE of .5 or greater.

The appointment date shown on the PER-38 (PDF) and the employee's contract must not be prior to the authorization signature or the date of authority. The date may not precede the date on the Unclassified Appointment Record, Appendix 11, which is signed at the time the position is offered to the employee.

Those unclassified employees hired in a regular administrative or service position are not considered for tenure, but are eligible for notice of non-reappointment in keeping with the policies of the Kansas Board of Regents (KBOR) and Kansas State University. University Handbook, Appendix A: Standards for Notice of Non-Reappointment

Faculty Appointments - New appointments for faculty must include both a contract issued by the Affirmative Action Office, signed by the appropriate administrative head, and a completed Appointment Form (PER-38) (PDF) which is submitted to the Division of Human Resources (HR). Such an employee who is hired with a faculty contract will be appointed to a regular (budgeted) position. The employee will also be benefits eligible based on an FTE of .5 or greater.

The appointment date shown on the PER-38 and the employee's contract must not be prior to the authorization signature or the date of authority. The date may not precede the date on the Unclassified Appointment Record, Appendix 11, which is signed at the time the position is offered to the employee.

Appointments for those holding a faculty rank in an academic department may lead to academic tenure. They are also eligible for notice of non-reappointment in keeping with the policies of the Kansas Board of Regents (KBOR) and Kansas State University. University Handbook, Appendix A: Standards for Notice of Non-Reappointment.

Term Appointments - Unclassified term appointments are for a specified term not longer than one year for a 12-month employee or longer than a nine month period for a 9-month employee. An Appointment Form (PER-38) (PDF) must be submitted to HR for all new Term Appointments. Contracts are also required; however, a term appointment carries no expectation of continuous employment beyond the term stated. Such an employee may be appointed to a regular (budgeted) or temporary (non-budgeted) position and will be benefits eligible based on an FTE of .5 or greater. An employee may have consecutive term appointments as long as funding sources are available. Term appointments are not considered for tenure and the standards for notice of non-reappointment do not apply. Those titles associated with term appointments may be found in the University Handbook, Section C-11.

Temporary Appointments - Unclassified temporary appointments are those that are either 1.) less than .50 FTE (Full-Time Equivalent) for a period of a year or less or 2.) those greater than or equal to .50 FTE for a period less than 90 days. An Appointment Form (PER-38) (PDF) must be submitted to HR for all new Temporary Appointments. Temporary unclassified employees are not eligible for benefits, nor do they have contracts. An employee who is appointed as a temporary employee must be hired to a temporary (non-budgeted) position. Temporary appointments carry no expectation of continued appointment beyond the appointment end date stated and such positions are not considered for tenure. The standards for notice of non-reappointment do not apply.

A temporary appointment is a means of employing someone on a short term basis. Consecutive temporary appointments are not permitted. Multiple temporary appointments must not be used as a means of avoiding recruitment or giving benefits to an employee. In addition, any employee who has a temporary appointment should only be working the amount of FTE assigned to that position. For example, an employee who is appointed .40 FTE should be working 16 hours a week. An employee who is appointed .50 FTE should be working 20 hours a week. No employee should have a part-time FTE and be working full-time and no employee should be working part-time and receiving full-time pay.

An unclassified employee may have a temporary appointment and a regular, faculty or term appointment concurrently. In cases such as this where the employee has part-time benefits on the regular, faculty or term appointment, the FTE from the temporary appointment will be combined between the two appointments to determine benefit program eligibility. When the temporary appointment is ended, the benefit program will be determined by the regular, faculty or term appointment FTE alone.

Promotions in Academic Rank - This type of promotion is associated with the following academic ranks: Instructor, Assistant Professor, Associate Professor and Professor. Employees appointed to certain ranks may be promoted on the basis of demonstrated individual merit in relationship to the University's mission and within their own disciplines. Each higher rank requires a higher level of accomplishment.

An employee who receives a promotion in academic rank will receive an increase in pay. The salary is set each year for each applicable rank. Rank changes are approved every year in academic departments. The process is handled during the annual budget process; therefore, no forms are submitted to HR.

Tenure may be granted to those on full-time probationary appointments at the rank of associate professor or above. Tenure may be granted simultaneously with promotion to the rank of associate professor. For more information regarding ranks and tenure, refer to the Unclassified Handbook C-81.

Unclassified Promotions - An unclassified promotion will include any type of promotion other than promotions in academic rank. Classified employees who accept an unclassified position with higher pay are considered an unclassified promotion also. Such employees should receive an increase in pay. An Appointment Form (PER-38) (PDF) with a copy of the signed contract is submitted to HR to process an Unclassified Promotion.

Transfers - This type of appointment should be indicated when a vacancy is being filled by means of an unclassified employee changing from one department to another with the same rank (i.e., from Research Associate in Biology to a Research Associate in Entomology). An Appointment Form (PER-38) (PDF) should be completed when an employee transfers between two departments. If a vacancy is being filled by an unclassified employee changing to a position of the same rank or title in the same University department (i.e., from a Research Assistant in Physics to a different Research Assistant position in Physics), a Change or Separation Form (PER-39) (PDF) should be completed. A new contract is only required for the latter situation.

Adjunct - Adjunct faculty appointments may be made for the benefit of the University to allow scholars and researchers from outside the University to contribute to its academic program. When appropriate, an academic department initiates a recommendation for an adjunct appointment at the faculty rank commensurate with the individual's qualifications. Approval of the college Dean and the Provost are required. An Appointment Form (PER-38)(PDF) must be submitted for an Adjunct Appointment. Adjunct appointments are usually without compensation and such persons are not eligible for tenure, to vote or hold office in any unit of University governance, sabbatical privileges or other benefits. Such an employee will always be appointed to a temporary (non-budgeted) position.

.050 Summer School and Summer Appointments

Nine-month unclassified employees in budgeted faculty positions are placed on leave of absence for the summer following the end of the academic year. A transaction is submitted to the Division of Human Resources for all 9-month employees who will be appointed during the summer on a summer appointment or who are newly hired. A summer school appointment is a teaching appointment for summer school courses. A summer appointment is an appointment other than teaching and is generally paid from a grant. Summer salary will be negotiated between the faculty member and department head. For 12-month faculty, summer is a normal part of their duties. For more information on summer school and summer appointments, refer to the University Handbook, Section C-23.1. For more information on processing summer transactions and for transaction deadlines, refer to Transaction Guidelines & Procedures for Summer.

.060 Multiple Positions

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. An employee may be appointed in multiple unclassified regular (budgeted) positions or multiple temporary (non-budgeted) positions. They may also hold multiple types of contracts. The Fair Labor Standards Act (FLSA) status for the multiple positions should be the same. An employee may never be appointed to concurrent positions where one position is a non-exempt (hourly) position and the other position is an exempt (salaried) position. The rates of pay and ranks or job titles may differ. The total FTE for multiple positions shall not exceed 1.0 FTE.

Appointments in multiple departments require signature approval of both department heads when completing transactions. If the appointments are jointly held in two departments, then one contract for all joint appointments should be issued. For concurrent term appointments, the FTE will be added together to determine benefit eligibility.

Consulting by faculty members and employees under the Kansas Board of Regents (KBOR), as well as consulting for other state agencies, shall be approved in advance by the agency seeking the services and approved by the employee's home agency. Such requests will be initiated by the agency seeking the services. Faculty members who provide consulting services outside the University must obtain the prior approval of their department head and dean. Written documentation should be included in the employee's personnel file. Such assignments should not interfere with the effective discharge of their responsibilities at Kansas State University. The process of consulting for other state agencies, when approved, is called interagency consulting. For further information, see the University Handbook, Section D40 .

It is considered inappropriate for an unclassified employee to engage in gainful employment outside the University that is incompatible with institutional commitments. Participation in conferences, workshops and seminars does not usually constitute consulting or outside employment. It is possible that organizing and operating such meetings for profit may be construed as consulting or outside employment. Such situations must be reviewed and approved by the appropriate department head and dean, as well as by the Provost.

.065 Salary Guidelines

Research Assistant compensation rates may be no less than the entry rate of pay for a classified Laboratory Technician II. (Memorandum from Provost James Coffman to the Council of Academic Deans, dated January 14, 1994.)

.070 Employment Contracts

Contracts must be issued for each employee being hired to a regular, faculty or term appointment. Each contract will contain the following: employee name, department, effective date of employment, FTE, salary and end date, if applicable. A copy of the signed contract is submitted to the Division of Human Resources (HR) with the appropriate transaction form. Transactions shall not be processed in HR if a copy of the contract is not included, or if the contract is not signed by both the employee and appropriate administrative head.

The University issues four types of employment contracts:

  • Probationary Faculty - Tenure earning faculty member.
  • Tenured Faculty - Tenured faculty member.
  • Regular - Unclassified Professional administrative/service or some non-tenure earning faculty positions.
  • Term - Limited term appointment with no expectation of continuous employment beyond the term stated.

If additional information is needed regarding contracts, refer to Instructions for Filling Out Unclassified Contracts.

Those contracts and their uses are further defined below.

All Contracts:
  1. All contracts should be on the original stationery with the appropriate letterhead (President, Provost, Vice President or Dean).
  2. Contracts previously issued by the University and signed by the faculty or staff members should be used as a guide to make certain that all terms and conditions on the new contract are correct.
  3. Special conditions related to an appointment should be typed in the space above "By direction of the President."
  4. Be sure to distinguish between 9 and 12 month appointments. The contracts for 12 month employees usually begin with the new fiscal year, but may be effective for any 12 month period or less. Those for 9 month faculty should indicate "Fall Semester."
  5. Any changes in condition of employment must be submitted with a letter of explanation/justification to the Affirmative Action Office. This does not apply to promotion and tenure decisions or merit increases that have been approved. See Contract Changes below.
  6. Indicate in the appropriate blank the office to which you wish to have the contracts returned. Some may wish to have the signed contracts returned to departmental offices.
Regular and Faculty Contracts:
  1. Instructors may either be on a "Regular Appointment" or a "Probationary Faculty Appointment." For those instructors on a "Probationary Faculty Appointment," their contracts must include the following special condition: "Award of tenure is contingent upon promotion to the rank of assistant professor."
  2. Administrators, such as deans, who hold tenure in an academic department, should receive a "Tenured Faculty Appointment" contract. Their administrative titles should be added in the space as follows:
    "This appointment carries with it the assignment of administrative responsibilities as (title); however, this assignment is subject to change upon notice by the appointing administrator.".
Administrative/Service Contracts:
  1. Contracts for persons with regular appointments who were granted administrative tenure prior to June 1, 1982, should include the following added language: "This appointment carries with it administrative tenure granted prior to June 1, 1982."
  2. Contracts for persons with regular appointments who had served in probationary status for administrative tenure prior to June 1, 1982, but who were not granted tenure, should include the following special condition: "This appointment is made subject to Section II.C. of the President's Policy Statement for Unclassified Positions, Other Than Those in Instruction, Research, Extension and Library, and for Appointees to Those Positions."
Part-time Contracts:

There are no longer part-time contract forms. The percent time of the appointment shall be indicated on the appropriate contract form.

Term Contracts:

Reappointment of persons on term appointments or on administrative/service term appointments requires a new contract annually. These include, for example, most research assistants and associates and term appointees in the Athletic Department.

Contract Changes:

A new contract is required for any of the following changes pertaining to a regular, faculty or term appointment for an unclassified employee: a change to FTE of an existing appointment, a change to salary, any time an employee changes departments by promoting, demoting or transferring, a change in title, or a change in rank/classification (excluding academic rank changes approved in the budget at the beginning of the fiscal year). In such cases, a contract is issued indicating a revision to the original contract. If the original contract contains a special statement which allows for the change (such as a change in FTE or salary at mid-year), a new contract does not need to be issued.

The Office of Affirmative Action prepares initial contracts based on information in the Unclassified Appointment Record, Appendix 11, and returns them through channels to the hiring department. If the hiring department changes any part of an initial contract BEFORE the employee signs it, the department must write the change(s) on the original contract, retain a copy for its files and return the original contract to the Office of Affirmative Action. The Office of Affirmative Action will prepare another contract and send it to the department through channels. If the hiring department changes any part of an initial contract AFTER the employee signs it, the department must write the change(s) on the original contract, retain a copy for its files and return the original contract to the Office of Affirmative Action. The Office of Affirmative Action will prepare a "REVISED" contract and send it to the department through channels.

Contracts are not required for an employee with a total FTE of less than .50, no matter the duration. If the total appointment changes to .50 FTE or more, then Affirmative Action must approve the change and issue an initial contract.

Employees who are appointed .50 FTE or more for more than 90 days must be issued a contract and are benefits eligible. When consecutive 90 day appointments occur, the employee must be issued a contract and assigned benefits.

The appointment date shown on the PER-38 (PDF) and the employee's contract may not begin prior to the authorization signature or the date of authority. The date may not proceed the date on the Unclassified Appointment Record, Appendix 11, which is signed at the time the position is offered to the employee.

Faculty Appointments:

The following are the different types of faculty appointments and the type of contract associated with each appointment.

Faculty AppointmentContract Type
Assistant Professor,
Associate Professor,
Professor,
University Distinguished Professor
These appointments may be on either term, probationary tenure-track, or tenured faculty contracts.
InstructorThis appointment may be either term, faculty, or probationary tenure-track (must be promoted to Assistant Professor or above to be tenured).
Research Assistant Professor,
Research Associate Professor,
Research Professor
These appointments may be either on regular faculty or term faculty contracts (They cannot be on probationary tenure-track faculty contracts.)
Assistant Instructor,
Extension Assistant,
Extension Associate,
Research Assistant*,
Research Associate*,
Graduate Assistant,
Graduate Teaching Assistant,
Graduate Research Assistant
These appointments must be only term faculty contracts.

*Possible exception could be made in type of contract.

.075 Spoken English Competency

Kansas Board of Regents (BOR) regulations require that all prospective full-time and part-time faculty, excluding visiting professors on exchange for one year or less, having classroom or laboratory instructional responsibilities and/or direct tutorial or advisement contact, other than for courses or sessions conducted primarily in a foreign language, must have their spoken English language competency assessed prior to employment.

As part of the hiring process, all candidates must be interviewed by three institutional representatives, one of whom must be a student (undergraduate or graduate). Signatures must be obtained from all three representatives. A Faculty and GTA Spoken English Competency Assessment Sheet (PER 20)(PDF) form is available for use by the interview team in assessing the Spoken English Language competency of each candidate.

Prospective faculty (as defined above) found to be potentially deficient in speaking ability, as determined by the interview team, shall be required to achieve a minimum score of 50 on the Test of Spoken English (TSE) or the Speaking Proficiency English Assessment Kit (SPEAK), or a minimum score of 22 on the speaking component of the internet based Test of English as a Foreign Language (TOEFL iBT) to be eligible for an appointment without spoken English language remediation conditions.

For the candidate hired, a record of the institutional representatives' names and signatures, along with the TSE, SPEAK or TOEFEL iBT speaking component score, if applicable, must be included on the Faculty and GTA Spoken English Competency Assessment Sheet (PER 20) (PDF) and submitted with the Appointment Form (PER-38) (PDF). This information will be tracked for the BOR and reported every other year.

.080 Conflict of Interest Form

As part of the annual appointment process, all faculty and unclassified staff with 100% time appointments must disclose to the university whether they or members of their immediate family (spouse and dependent children), personal household, or associate entities (e.g., corporations, partnerships or trusts) have consulting arrangements, significant financial or managerial interest, or employment in an outside entity whose financial or other interests would reasonably appear to be directly and significantly affected by their research or other university activities.

Faculty and unclassified staff members who hold fractional appointments and who have potential or possible conflicts of time commitments or conflicts of interest, as defined above, are also required to make the disclosures. Refer to the Conflict of Interest Annual Declaration and Disclosure form.

.090 Completing the Kansas State University Appointment Form

The Appointment Form (PER-38) (PDF) is used for unclassified appointments.

The following fields are required when completing the Appointment Form for unclassified employees to expedite processing time.

  • Employee Type (Classified or Unclassified)
  • Employee Name
  • Dept ID
  • Dept Name
  • Employee ID (leave blank for new employee)
  • Employment Rcd #
  • Effective Date
  • Type of Action (Hire, Add Concurrent Job, Correct, Update)
  • Action Code
  • Reason Code
  • Position #
COMPLETING THE APPOINTMENT FORM

When an employee is appointed to an unclassified 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 unclassified appointments.

  • Faculty Appointments
  • Probationary Appointments
  • Tenured Appointments
  • Term Appointments
  • Temporary Appointments
  • Unclassified Promotions
  • Transfers
  • Adjuncts

There are certain forms that are required before an employee can be appointed. Those forms required include the Appointment Form (PER-38) (PDF), a Form I-9 (PDF) with supporting documentation, Substance Abuse Form (PDF), Intellectual Property Agreement (IPA) (PDF) and a Faculty and GTA Spoken English Competency Assessment Sheet (PER 20) (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 (PDF) based on appointment action. Refer to the Unclassified 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 for classified employees only.

Employee Type: Select Unclassified.

Name - Enter the first 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 Record System (FRS) 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. For new employees with no prior service, this may be left blank.

Rcd # (Employment Record Number) - This is usually "0" for a new employee. 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 concurrent position, the record 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 instead of their first name for the K-State White Page Directory and Campus Phone Book. 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 or term unclassified appointments that have a future end of appointment date. For 12-month temporary appointments, this date must be no later than one year following the appointment date. For 9-month temporary appointments, this date must be no later than nine months following the appointment date. For term appointments, this date should be the date indicated as the end date on the term contract.

Marital Status - Indicate the appropriate marital status.

Marital Status
Common LawMarried
DivorcedSingle
SeparatedWidowed
Head of Household

Hire - Used for all new employees (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, transfers to a different department within KSU, etc.

HOME ADDRESS

Indicate the employee's current home address including street, rural route, post office box, city, state, zip code. Employee paychecks, pay advices and W-2s 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.

Use the following abbreviations when referring to street locations: Lane (Ln), Street (St), Drive (Dr), Road (Rd), Avenue (Ave), Square (Sq), and Circle (Cir). Additional street abbreviations may be found on the following web site Address Abbreviations. The county is identified by a two digit county code for the city of the home address. Refer to the County Table.

Personnel specialists may enter 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. Please note that this information will only be used for the faculty/staff portion of the KSU Campus Phone Book and in the K-State White Page 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.

PERSONAL PROFILE

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 DegreeMaster's Degree
Bachelor's DegreeNot Indicated
Doctorate-AcademicPost Doctorate
Doctorate-Professional (MD, DDS, JD)Some College
HS Graduate or GEDSome Graduate School
Less than High SchoolTechnical 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.

ELIGIBILITY/IDENTITY

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
  • Black
  • Hispanic
  • White

Military Status–Identify the military status of the employee. 

Military Status
Not IndicatedOther Vet
Active ReserveRetired
Inactive ReserveVietnam Vet
No Mil SvcMisc Vet
Both Vet

Disabled - Place an "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. 

Withhold Home Address/Phone in Campus Phone Book? - Identify whether an employee wishes to withhold 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.

JOB DATA

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. Refer to 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 the Appointment 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 unclassified job code number associated with employee. Refer to Unclassified Job Codes.

Job Title - Job title description associated with Job Code above. If the employee is hired to a faculty or term appointment, the title must match the title on the contract. Refer to Unclassified Job Codes.

Reg/Temp - Enter Regular (REG) for budgeted positions; enter Temporary (TEMP) for non-budgeted positions. Employees, who are appointed with Faculty contracts, must be hired into a REG position. Employees, who are appointed with Term contracts, may be hired in either REG or TEMP positions. Employees, who have no contract and are considered Temporary, must be hired in a TEMP position.

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 - Indicate the tenths time of the position, such as 1.0 or .30.

FLSA - FLSA status is determined by Compensation and Classification, Human Resources, through review of the position description. All teaching/research faculty positions have been established as exempt. All other positions will default to nonexempt (eligible for overtime) unless Compensation and Classification has determined the position to be exempt from overtime.

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 unclassified employees, the Salary Grade is always "001".

Step - Salary step. Leave blank - field used for classified employees only.

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. If the employee has a contract, rate of pay should reflect what is on the contract.

Comp Rate (Biweekly) - If the employee's position is exempt (does not earn overtime), indicate the biweekly compensation rate on the line shown. If employee has a contract, rate of pay should reflect what is on the contract.

EMPLOYMENT DATA

Probation Date - Leave blank - field used for classified employees only.

Employment Status - For unclassified employees status is N/A.

BENEFIT PARTICIPATION/IDENTIFICATION DATA

Benefit Program - This is based on FTE and annual salary. The indicator is used to determine Benefit Program eligibility. For benefit eligibility, .9 FTE or greater is considered full-time.

  • GEN - No Benefits (General)
  • FT1 - Full-time (earnings less than $28,000 per year )
  • FT2 - Full-time (earnings between $28,000 and $48,000 per year)
  • FT3 - Full-time (earnings more than $48,000 per year)
  • PT1 - Part-time .5 to .8 FTE

Local Agency Options for Benefit Program are:

  • GEN - No Benefits (General)
  • ATH - Intercollegiate Athletics
  • UN1 - K-State Student Union (less than $20,000 annual salary)
  • UN2 - K-State Student Union ($20,000 or more annual salary)
  • PUB - Student Publications

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.

Citizenship Status - Identify the employee's citizenship. If the employee is not a U.S. citizen, please complete Visa Information and attach a Foreign National Tax Information Form (PER-15) (PDF). For more information on non-resident employment, refer to Non-Resident Alien Employment.

  • Alien Permanent
  • Alien Temporary
  • Native
  • Naturalized

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 and is obtained through the International Student and Scholar Services. Those holding an F-2 visa (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.

  • F1 - Student
  • J1 - Exchange Visitor/Research
  • J2 - Spouse/Child Exchange
  • H1B - Temporary Worker
  • TN - Nafta Agreement (i.e., Canada or Mexico)
  • O1 - Extraordinary Ability

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.

UNCLASSIFIED DATA

Tenure- Identifies tenure status of unclassified employee. Indicate from the values listed below in appropriate box.

Tenure
E = Earning Tenure
N = Not Eligible for Tenure
T = Tenured

Eff Date (Tenure) - The day the employee will acquire tenure or the day the employee acquired tenure.

Teaching Faculty - Place an "X" in the box if the employee has teaching responsibilities. If the employee does not have teaching responsibilities, leave this box blank.

Faculty Senate - All unclassified employees appointed .5 (FTE) or more on regular, probationary or tenured contracts are eligible for Faculty Senate except for County Extension Agents and Farm Management Fieldmen. Those appointed as term or temporary unclassified employees are not eligible for Faculty Senate. Indicate one of the values listed.

Faculty Senate CodeExplanation
AGeneral University: Eligible for Faculty Senate Membership. Unclassified personnel with the title of dean, associate dean or assistant dean are members of general university. All unclassified employees not falling in one of the representative units of the Extension Division, the Library, or one of the colleges.
EExtension: Unclassified employees in the Division of Cooperative Extension, excluding County Extension Agents and Farm Management Fieldmen.
FFaculty: Faculty Senate Eligible - All faculty and administrative staff employed in the library or one of the colleges except deans who fall into the general university category.
NNot Applicable: Not eligible for Faculty Senate membership. Unclassified employees on temporary appointments and/or with term contracts are not eligible for Faculty Senate.

See the Faculty Senate Constitution for additional information at University Handbook, Appendix E .

PREVIOUS APPOINTMENT

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.

ADDITIONAL INFORMATION

Use this section for any additional information relevant to the employee.

FUNDING INFORMATION

Provided for department use. Funding is updated on-line by department personnel specialists or accounting staff.

EMPLOYEE OATH

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), 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. 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.

SPOKEN ENGLISH COMPETENCY

Required for all new faculty hires. Please complete and attach a Faculty and GTA Spoken English Competency Assessment Sheet (PER-20)(PDF). Please refer to the PER-20 instructions for more detailed information.

SIGNATURES/DATES

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, understands and verifies 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.

.100 Data Changes

The information below pertains to data changes for unclassified 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, 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) and a GHI form, if applicable, 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)).

Note: The address section of the Change or Separation Form (PER-39) (PDF) needs to be completed only if the employee's address is changing.

The Division of Human Resources distributes "Employee Information Update" forms to employees once a year. Individuals may update demographic information on these forms and forward them to HR in lieu of completing a Change or Separation Form (PER-39).

FTE (Full-Time Equivalent) Changes - When an unclassified employee's position FTE changes, a transaction must be submitted to HR. FTE can either be increased or decreased. An unclassified employee on an appointment with a contract must receive a new contract with any change in FTE if there is no documentation of the change on the contract. For procedures on requesting additional FTE for a budgeted position that does not currently have the desired FTE available, refer to the Budget Office. Upon approval of the FTE change, a Change or Separation Form (PER-39) (PDF) must be completed and forwarded to HR indicating the new FTE. A PER-39 is also needed when decreasing FTE. A GHI Change Form should accompany any FTE change for a benefits eligible employee.

Leave of Absence and Return from Leave of Absence - A leave of absence occurs when an unclassified 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, approval must be obtained from the President, Provost, or Vice President, as applicable, and submitted to HR. 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 or Separation Form (PER-39) (PDF) to HR. Submit Health Insurance Change Form to Benefits. For more information regarding leave of absences, refer to PPM Chapter 4865, Unclassified Employee Leaves.

Involuntary leaves are only approved during the summer months when no work is available for the employee. Involuntary leave affects only 9-month employees. All other leaves are considered voluntary including illness or disability.

Military Leave - If an employee is being granted leave without pay as a result of being called to active military duty, submit a Change or 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 4865, Unclassified Employee Leaves.

Work Address and Work Phone - Changes in the work address and work phone require the submission of a Position Data Sheet (PER-36) (PDF) to HR. This information should be kept as current as possible as it is used and updated daily for the on-line K-State White Page Directory. Several changes within a department may be submitted to HR as a listing instead of PER-36 forms.

Sabbatical Leave - Sabbatical leaves are approved by the President of Kansas State University in accordance with Kansas Board of Regents policy. Sabbatical leaves are granted for purposes such as pursuing advanced study, conducting research studies, or securing appropriate industrial or professional experience. Leave will not be granted for a period of less than one semester or for a period of more than one year, with reimbursement being made according to the following schedule:

  1. for nine-month faculty members, up to half pay for an academic year, or up to full pay for one semester.
  2. for 12-months faculty members, up to half pay for a full year (11 months), or up to full pay for a half year (five months). Additional information on sabbatical leave is found in the Unclassified Handbook E1-E9 at Faculty Handbook, Section E

Sabbatical agreements are signed by the employee and the President of Kansas State University. Copies of this agreement, as well as a Change or Separation Form (PER-39) (PDF), are forwarded to Division of Human Resources (HR) for processing.

Employees on sabbatical do not earn vacation leave. Sick leave is earned in proportion to their pay status. If they are on a half year sabbatical, they will earn 3.7 hours sick leave per pay period. If they are on a full-year sabbatical, they will earn 2.8 hours sick leave per pay period.

Phased Retirement - Phased Retirement is available to unclassified employees only. To qualify for this program, employees must be age 55 and have 10 years of full-time service with one or more Board of Regents educational institutions. FTE and salary are reduced while benefits (health insurance, death and disability coverage and employer retirement contribution) stay at the current rates.

Submit a Change or Separation Form (PER-39) (PDF) with the approved Phased Retirement Agreement and a copy of the contract to HR for processing. When an employee participates in this program, their current appointment must be reduced, but not more than .75 FTE. The participant's biweekly rate is reduced accordingly. The maximum length of phased retirement is 5 years.

Tenure status is not affected by phased retirement. At the end of the agreement period, the employee must retire. Any sick or vacation leave that is paid upon retirement will be paid at the employee's regular full-time rate of pay.

Pay Rate Changes - An unclassified employee may receive a pay rate change any time throughout the year as determined by their department. Those pay rate changes which occur during the annual budget process do not require a transaction be submitted to HR. Those pay rate actions affecting an employee with a contract which do not occur during the annual budget process require a new contract and a Mid Year Base Salary Increase Form (PER-46) (PDF) submitted to HR.

.110 Additional Pay

Additional Pay - Additional pays are used for unique pay purposes that do not fit within the normal scope of traditional pay. The Additional Pay form(PDF), with appropriate signatures, is submitted to the Division of Human Resources (HR).

The following list provides a description of each type of add pay. For more information on Additional Pay, refer to Additional Pay form instructions(PDF).

Add Pay Earnings CodeDescription
CNTContractual Pay (Non-Budgeted Salary in addition to Budgeted Salary such as a Professorship). Note: Per OMB Circular A-21, Section J, 8, d, (1), "Charges for work performed on sponsored agreements by faculty members during the academic year will be based on the individual faculty member's regular compensation for the continuous period which, under the policy of the institution concerned, constitutes the basis of his or her salary. Charges for work performed on sponsored agreements during all or any portion of such period are allowable at the base salary rate. In no event will charges to sponsored agreements, irrespective of the basis of computation, exceed the proportionate share of the base-salary for the period"; therefore, add pays cannot be paid on a sponsored agreement (ledger 5 account).
OVLOverload Payment (Additional Compensation for extra work above normal full-time duties.) Normally limited to ten consecutive pay periods. Payments may be made from any funding source, but must be approved by the Dean of the College. In addition, approval by the Dean of Continuing Education is required for all Continuing Education overloads. A copy of the Continuing Education electronically routed overload approval must accompany this additional pay form in lieu of routing this form for signature. All other non-Continuing Education overloads require the approval of the Provost or appropriate Vice President. Overloads cannot be paid from a sponsored agreement (see CNT above).
GTAGraduate Teaching Assistant - GTA (Extra pay above GTA's regular salary; usually in the form of an award or outstanding achievement.) NOTE: Payment for additional duties must be made by increasing the FTE of the GTA appointment or by appointing the GTA to a concurrent hourly student position.
STOGraduate Assistant - GA (Extra pay above GA's regular salary; usually in the form of an award or outstanding achievement.) NOTE: Payment for additional duties must be made by increasing the FTE of the GA appointment or by appointing the GA to a concurrent hourly student position.
STRGraduate Research Assistant - GRA (Extra pay above GRA's regular salary; usually in the form of an award or outstanding achievement.) NOTE: Payment for additional duties must be made by increasing the FTE of the GRA or by appointing the GRA to a concurrent hourly student position.
QBPQuality Bonus Payments (Used for Local Agencies only)
BONFaculty Award Payments (See Faculty Award Payments for further instructions)

.115 Mid Year Base Salary Increases

The Mid Year Base Salary Increase Form (PER-46) (PDF) is used when giving a salary increase to any regular faculty and/or unclassified professional at any time throughout the year other than the normal contract renewal period. In addition, a new contract must accompany the PER-46 when it is submitted to the Division of Human Resources. For more information on Mid Year Base Salary Increases, refer to PER-46 instructions(PDF).

.120 Separations

The information in this section pertains to separations of unclassified 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.

Resignation - An employee wishing to resign from the unclassified service in good standing will file with the department 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 must accompany the Change or Separation Form (PER-39) (PDF) when submitted to HR. All compensatory leave, compensatory holiday leave and vacation leave (up to 176 hours), if applicable, must be paid to the employee. Unclassified nine-month employees do not earn vacation leave and will not have a leave payout. For more information on leave accumulations, refer to PPM Chapter 4865, Unclassified Employee Leaves.

End of Temporary Appointment - An unclassified 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 appointment to end, or HR will automatically terminate the employee one year from the date originally appointed if the employee is 12-month, or 9 months from the date of appointment for a 9-month employee. 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 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 must accompany the Change or Separation Form (PER-39) when submitted to HR. A GHI Change form should also be submitted, if applicable. All compensatory and holiday compensatory leave (if applicable) must be paid to the employee. All other leave should transfer to the new agency.

Change from Unclassified to Classified Service - If an employee is changing type of service at KSU (i.e., going from unclassified to classified), a Change 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. Contact Benefits in the Division of Human Resources concerning retirement plan enrollment.

Retirement - An unclassified employee who retires shall be paid for all compensatory leave, holiday compensatory leave, vacation leave (up to 240 hours) and sick leave (amount that is allowable according to balances and years of service). The employee should notify the Benefits Administration Unit of HR prior to retirement. See PPM Chapter 4810, Retirement Plans, Policies and Procedures, for further information.

End of Term Appointment - An unclassified term appointment is renewed based upon funding. If funding is no longer available, an employee is terminated by submitting the Change or Separation Form (PER-39) (PDF) along with the appropriate documentation. The documentation may be in the form of a letter that was given to the employee regarding non-renewal of the term appointment.

Death - If an unclassified 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 176 hours will be paid. A GHI Change form should also be submitted, if applicable. The department personnel specialist should notify the Benefits Administration Unit of HR.

.130 Completing the Kansas State University Change or Separation Form

The Change or Separation Form (PER-39) (PDF) is designed to simplify the processing of employee data changes and/or separations. This form may be used for unclassified employees. The form may be used to submit multiple changes with the same effective date. The Appointment Form (PER-38)(PDF) is used for unclassified new hires, concurrent appointments and rehires.

Instructions are provided on the Completing the Change or Separation Form (PER-39) for Unclassified Staff page.

.140 Completing the Kansas State University Position Data Sheet

The Position Data Sheet (PER-36) (PDF) is completed when changes need to be made to an existing unclassified 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). The Division of Human Resources (HR) adds new non-budgeted positions and maintains/updates positions in HRIS.

When requesting a new budgeted unclassified position, submit the PER-36 (PDF) to the University Budget Office for approval and on-line entry.

FTE and funding must be available for the position to be established. If FTE is needed, a memo to the KSU Budget Director requesting FTE needs to be attached to the PER-36 (PDF). If FTE is available, use the "Additional Information" section on the PER-36 to indicate details of the FTE allocation.

When requesting a new non-budgeted unclassified position, submit the PER-36 (PDF) to HR for on-line entry.

Note: Regular (budgeted) positions may not be changed to temporary (non-budgeted) positions and vice versa. A new position would need to be established if the appropriate type of vacant position does not exist.

When submitting a change that affects position data only, (i.e., location, work phone, work address, reports to position), use a PER-36 (PDF) to submit on-line updates to HR. If there is a current incumbent in the position, HRIS will automatically update the data in the Administer Workforce (U.S.) pages when the updates are entered on-line in the Manage Position pages.

If the change affects employee data only, (i.e., name change, address change and termination) use a Change or Separation Form (PER-39) (PDF) to submit on-line updates in HR.

If the change affects both the position data and the employee data, use a PER-36 (PDF) and PER-39 (PDF) to submit on-line updates to HR. In these circumstances, it is important that changes are made on-line to position data before changes are made on-line to employee data.

The following is information pertaining to the Position Data Sheet (PER-36) (PDF) and must be completed:

Classified or Unclassified- Place an "X" in the box marked unclassified.

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 Rec 0 and you are appointing to a second position, that number will be "1". If, however, an employee has a Rec 0 (active), Rec 1 (inactive) and Rec 2 (active), Rec 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. Budgeted positions are established by the Budget office. Non-budgeted positions are established by HR.

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 number. Once a position number is inactivated, it may not be used again.

Position Number - Position number to which the employee is assigned. If this is a new 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. When a position is added, this field will be "NEW". Refer to the codes on the Action/Reason Codes Position Data Sheet.

Reports To - Identify the position number for the individual who supervises this employee. This information is required and is critical for automated work flow and other applications.

Business Title - More descriptive job title. This is optional. The business title will override the job title in the Campus Phone Book and on-line White Pages.

Long Description - Description of position. This is optional.

Company - Company of position. Values are listed below.

Company
State of Kansas (SOK)Intercollegiate Athletics (ATH)
K-State Student Union (KUN)Student Publications (PUB)

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 - Indicate unclassified job code number associated with the Job Title. Refer to Unclassified Job Codes.

Job Title - Descriptive title of the positions. Must match the Job Code.

Regular or Temporary - Identify whether the position is a regular (budgeted) or temporary (non-budgeted) position by placing an "X" by the appropriate box. A Temporary position may be used for a Term or Temporary appointment. A Regular position may be used for either a Term or Faculty appointment.

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.

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 - Identifies a faculty member's rank of Professor, Associate Professor, Assistant Professor or Instructor. This field will help in identifying and reporting of faculty members who hold an academic rank, but who do not have a job title that includes the rank in their official title. Values are listed as follows.

ACADEMIC RANK CODEDESCRIPTION
001Professor
002Associate Professor
003Assistant Professor
004Instructor
NoneNo Academic Rank Associated with Job Title

County - Two character code that identifies the county in which the position is located. Refer to the list of applicable codes 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 ScheduleDescriptionShort Name
PSVTPositive Time & Part-Time Employees- Unclassified Part-Time EmployeesPositive time reporting for all holidays
KSUKansas State University Holiday Schedule - Unclassified Full-Time EmployeesStandard holiday schedule
NoneNo Holiday Schedule - Temporary Unclassified EmployeesNo 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. Indicate EXMT for all FLSA exempt employees.

FLSA - Place an "X" in the appropriate box for exempt(salaried) or nonexempt (eligible for overtime). FLSA status is determined by Compensation and Classification, Human Resources, through review of the position description. All teaching/research faculty positions have been established as exempt.

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.

  • B = Both
  • C = Commercial Driver
  • D = Designated Position
  • N = Neither

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 - Related to payroll batch and distribution. The State of Kansas (SOK), as well as each local agency, has unique pay groups. Two options exist for each company: Exempt Salaried or Non-Exempt Hourly. The values are listed below.

State of Kansas (SOK)
KEX = Exempt Salaried
KNX = Non-Exempt Hourly

 

Pay Groups DescriptionsAthletics (ATH)K-State Student Union (KUN)Student Publications (PUB)
Exempt SalariedAEXUEXPEX
Non-Exempt HourlyANXUNXPNX

Employee Type - Select the appropriate code. H = Hourly (non-exempt) S = Salaried (exempt)

Supervisory - This field is only used for classified employees. For an unclassified employee, enter "N" for "none".

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 that the incumbent has purchasing authority. Under Kansas Law, the following individuals are required to annually file a Statement of Substantial Interests:

(a) any state officer, employee or member of any agency, department, division, bureau or other unit of state government who holds a position: (1) defined as a major policy making position; (2) responsible for contracting, purchasing or procurement, except persons whose sole responsibility is the purchasing of gasoline or emergency repair for a state vehicle assigned to them for their use or person whose sole responsibility relating to purchase or procurement includes only transactions pursuant to pre-existing state contracts; (3) responsible for writing or drafting specifications for contracts; (4) responsible for awarding grants, benefits or subsidies; or (5) responsible for inspecting, licensing or regulating any person or entity. (b) Designee does not include any driver's license examiner of the department of revenue or any person performing ministerial functions.

Major policy making position means:

(a) the administrative head or heads or executive of a state agency or (b) the head of each department, division, bureau or other major administrative unit within a state agency.

Ministerial functions include, but are not limited to, reviewing for compliance pursuant to pre-established guidelines.

CIP Code - Classification of Instructional Programs. These six-digit codes are used to identify disciplines and/or subject areas consistently throughout the U.S. Only disciplines with a degree offered (either Associate, Bachelor's, Masters, PhD, or 1st Professional degree) at KSU will be listed. Refer to CIP Codes.

Additional Information - Use this section for any additional information relevant to the transaction 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. Funding is required by the Budget Office for new budgeted positions. Refer to Maintain 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., sign and date the PER-36 (PDF) to signify approval of the transaction. When multiple department FRS accounts are used, signatures must be obtained for all applicable departments.

.150 Personnel Transaction Submission

The Division of Human Resources (HR) distributes a monthly schedule of transaction deadlines related to payroll processing. During a normal pay period, where there are no holidays involved, transactions are due in 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 HRIS Schedule/Calendar.

In all cases, a completed original transaction must be submitted to HR. The employee and designated department personnel should sign and date all applicable forms. 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.

.160 Questions

Questions concerning this chapter should be directed to the Payroll and Employee Data Unit, Division of Human Resources, (785) 532-6277. Questions concerning initial contract should be directed to the Office of Affirmative Action, (785) 532-6220.