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Kansas State University

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Superseding Transactions

If a superseding action is necessary, please contact your department's Human Resources Payroll & Employee Data liaison, (785) 532-6277.

Questions

Questions regarding summer personnel actions should be directed to your department's Human Resources Payroll & Employee Data liaison, 532-6277. Questions regarding funding should be directed to Dennis Jones or Shari Liming, Division of Human Resources, 532-6277.

Completing 9 Month Unclassified Transactions

The 9 Month Unclassified Summer Transactions (PER-45) (pdf) form is used for any summer appointment transaction on 9-month employees and for any summer school appointments that are processed after the summer school data has been finalized. The form is available in various formats on the HR Forms page.

A separate 9 Month Unclassified Summer Transactions PER-45 (pdf) form needs to be submitted for each appointment.

Required Fields

The following fields are required when completing the 9-month transaction form and help expedite processing time.

  • Employee ID
  • Employee Name
  • Department ID
  • Department Name
  • Effective Date
  • End Date
  • Position #
  • FTE
  • Comp Rate

Completing the 9 Month Unclassified Summer Transactions PER-45 Form

Employee ID

The eleven-digit identification number assigned to the employee when the employee was hired. This number can be found by going to the "All Jobs Summary" page under Workforce Aministration, Job Information, Review Job Information, All Jobs Summary.

Name
  • Enter full name of employee using the standard name format used in HRIS. Mixed case.
    • [last name] comma [first name] space [middle name or initial]
Department ID

This is the 10-digit number of the department where the employee will work. The first three digits are "367" - KSU agency number - the next two numbers are "0" - the last five digits are the FRS department number. This number indicates where the employee will work.

Department Name

Official name (description) of the department where the employee will work.

Effective Date

Begin date of summer appointment or summer school appointment. There are six summer pay periods in 2008.

Beginning DateEnding DatePay Date
May 18, 2008May 31, 2008June 13, 2008
June 1, 2008June 14, 2008June 27, 2008
June 15, 2008June 28, 2008July 11, 2008
June 29, 2008July 12, 2008July 25, 2008
July 13, 2008July 26, 2008August 8, 2008
July 27, 2008August 9, 2008August 22, 2008
End Date (required)

End of summer appointment. This is a required field.

APPOINTMENT INFORMATION
Regular Appointments (budgeted positions)

This section is used for employees in regular positions. During the summer their regular 9-month appointment is placed on leave without pay. Concurrent positions are then used if the employee has a summer school or summer appointment. Summer school appointments will be placed on a concurrent record #10. Summer appointments will be placed on a concurrent record #11 or greater.

Place an "X" in the appropriate appointment box.

Summer School Appointment (Rec #10)

Mark this box if the appointment is for summer school.

Summer Appointment (Rec #11)

Mark this box if the appointment is for a summer appointment.

Additional Summer Appointment

This box will only be used if an employee will hold more than one summer appointment (Rec #11) at one time. You will use record #11 as the initial summer appointment and the concurrent record will be record #12 or greater. NOTE: Total FTE of all appointments cannot exceed 1.0.

Temporary Appointments (non-budgeted positions)

This section is used for employees with term contracts or temporary appointments. These employees will continue to use their original employment record number, usually "zero", for summer school or summer appointments. Additional appointments would be assigned concurrent record numbers (i.e "1", "2", etc.)

Summer School Appointment
  • Mark this box if the appointment is for a summer school appointment by inserting the employment record number.
Summer Appointment
  • Mark this box if the appointment is for a summer appointment by inserting the employment record number.
Additional Summer Appointment
  • This box will only be used if an employee will hold more than one summer appointment at one time. Indicate the employment record number of the concurrent appointment. NOTE: Total FTE of all appointments cannot exceed 1.0.
  • Each concurrent appointment will be assigned a different "Employment Record Number." This is normally one less than the number of positions the employee holds. For example, if the employee is currently assigned to one position, the Employment Record Number will normally be "0." If the employee is currently assigned to two positions, the employee's Employment Record Numbers will normally be "0" and "1." If the employee is currently assigned to three positions, the employee's Employment Record Numbers will normally by "0", "1" and "2" The Employment Record Number assigned to the concurrent position will normally be one number larger than the last position.
POSITION INFORMATION
Position Number
  • Position number of summer school or summer appointment. For regular appointments the position number will be different from the employee's regular position as that position will be on leave without pay. For term appointments employees can continue in their current position or may be transferred or rehired into a vacant summer position, if desired.
  • Please reuse vacant summer positions created in previous summers. To determine the summer school positions to be reused, please run your "Position Funding by Department Report" in HRIS with an "as of date" of some date last summer-for example July 6, 2006.
FTE
  • Indicate the tenths time of the position. Show as 1.0, .50 .30 etc. Remember combined FTE on concurrent appointments must not exceed 1.0.
Benefit Program
  • Indicator that determines Benefit Program eligibility. For regular employees the Benefit Program will equal the benefit program on their current position which is on leave without pay. For term appointments the Benefit Program will be based on full time or part time and equivalent annual rate of summer appointment.
Benefit Program Indicator
GEN - No Benefits (General)
FT1 - Full time (less than $27,000 annual salary)
FT2 - Full-time (at least $27,000 but less than $47,000 annually)
FT3 - Full time ($47,000 or more annually)
PT1 - Part time
Job Code
  • Indicates unclassified job code of summer school or summer appointment.
Job Title
  • Job title associated with employee. Should match the Job Code.
Biweekly Compensation Rate (FLSA status: E/exempt)
  • Enter biweekly compensation rate if employee is exempt. In other words the employee does not earn overtime.
Hourly Compensation Rate (FLSA status: N/nonexempt)
  • Enter hourly compensation rate if employee is nonexempt. In other words the employee is eligible to earn overtime.
FUNDING INFORMATION

Provided for Department use. Departments are responsible for updating funding information in HRIS. Funding information provided will not be updated on-line by HR.

ADDITIONAL INFORMATION

This section may be used for any additional information relevant to the employee.

SIGNATURE AUTHORIZATION

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 form to signify approval of the appointment. For multiple appointments, signatures must be obtained from all applicable departments.