Classified Staff Transaction Checklist-Payroll & Employee Data -Division of Human Resources at K-State

Payroll and Employee Data
Division of Human Resources
Kansas State University
103 Edwards Hall
Manhattan, KS 66506-4801
785-532-6277
785-532-6095 (fax)
8 a.m. - 5 p.m. (CST)
Contact HR

PPM Chapters

Policies

Related Codes & Schedules

Related Forms

Most forms are available in other formats on these pages:

Classified Forms

Appointments

Initial Regular Appointments/New Hires
Temporary Appointments
Reinstatements
Promotions, Demotions, Transfers
Reallocations/Reclassifications
Acting Assignments

Initial Regular Appointments/New Hires:

Appointment Form (PER-38) (pdf)
Background Check e-mail as required by PPM 4015
Employment Eligibility Verification (Form I-9) (pdf) and Supporting Documents
Request for Certified Names (PER-5) (pdf)
Affirmative Action Classified Selection Report (PER-10) (pdf)
Initial Screening of Candidates Prior to Interview form (AA-28) (pdf)
Certified Pool of Eligible Candidates list
Other recruitment paperwork i.e., applications
Conflict of Interest Form when required by Conflict of Interest Policy
Intellectual Property Agreement (pdf)
Substance Abuse Affirmation Form (pdf) required by the Substance Abuse Policy
K-4 Form (pdf), Kansas Employee's Withholding Allowance Certificate
W-4 Form (pdf), Employee's Withholding Allowance Certificate (Only if employee desires federal withholding other than single with 0 allowances or if employee does not update via self service) View/Update W-4 Tax Information
W-5 Form (pdf) (if earned income credit is desired)
Limited Term Agreement Appointment Form - (PER-43) (pdf) (if applicable)
On Campus Work Permit for non-resident employees
PER-15 (pdf), KSU Foreign National Tax Information form for Non-Resident Employees
Direct Deposit Form (pdf)
KPERS-7/99 (pdf), Designation of Beneficiary form (if applicable)
Optional Group Life Enrollment Form ( if coverage is desired)
Group Health Insurance Enrollment form (if eligible)
Flexible Spending Account (FSA) enrollment form (if applicable)
Tax Clearance Information Form for Candidates and New Hires (DA-2004a) (pdf)

Temporary Appointments:

Appointment Form (PER-38) (pdf)
Background Check e-mail as required by PPM 4015 if appointment is over six months
Position Data Sheet (PER-36) (pdf) (if applicable)
Employment Eligibility Verification (Form I-9) (pdf) and Supporting Documents
Substance Abuse Affirmation Form (pdf) required by the Substance Abuse Policy
K-4 Form (pdf), Kansas Employee's Withholding Allowance Certificate
W-4 Form (pdf), Employee's Withholding Allowance Certificate (Only if employee desires federal withholding other than single with 0 allowances or if employee does not update via self service) View/Update W-4 Tax Information
Conflict of Interest Form when required by Conflict of Interest Policy
Intellectual Property Agreement (pdf)
Affirmative Action Classified Selection Report (PER-10) (pdf)
Letter requesting temporary appointment
KSU Application
W-5 Form (pdf) (if earned income credit is desired)
On Campus Work Permit for non-resident employees
PER-15 (pdf), KSU Foreign National Tax Information form for Non-Resident Employees
Tax Clearance Information Form for Candidates and New Hires (DA-2004a) (pdf)

Reinstatements:

Same documents that are required for an Initial Regular Appointment.
Background Check e-mail as required by PPM 4015 if separated more than one year
Employment Eligibility Verification Form (Form I-9) is not required if we have a form on file that was completed within the last 3 years; however, Section 3 needs completed if break in service is more than 30 days.
Tax Clearance Information Form for Candidates and New Hires (DA-2004a) (pdf)

Promotions, Transfers & Demotions:

Appointment Form (PER-38) (pdf)

Reallocations/Reclassifications:

Acting Assignments:

Appointment Form (PER-38) (pdf)
Copy of letter requesting approval for Acting Assignment

Data Changes

Name Changes
Address and Personal Data Changes
FTE Changes
Leave of Absences
Return From Leave of Absences
Work Address and Work Phone Changes

Name Changes:

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

Address Changes and Personal Data Changes:

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

FTE Changes:

Leave of Absences (more than 30 days)

Change or Separation Form (PER-39) (pdf)
Copy of request for approval
GHI Change Form

Dismissals:

Change or Separation Form (PER 39) (pdf)
Dismissal letter and any other supporting documents.