Unclassified Faculty and Professional Staff Transaction Checklist-Payroll & Employee Data -Division of Human Resources at K-State

Unclassified Faculty and Professional Staff Transaction Checklist

Appointments
Changes
Separations

Appointments

Regular Appointments
Term Appointments
Temporary Appointments
Promotions
Transfers
Adjunct Appointments
Reappointments

Regular Appointments:

Appointment Form (PER-38) (pdf)
Background Check e-mail as required by PPM 4015
Employment Eligibility Verification (Form I-9) (pdf) and Supporting Documents
Conflict of Interest Form when required by Conflict of Interest Policy
Faculty and GTA Spoken English Competency Assessment Sheet (PER-20) (pdf)
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)
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)
Contract (if appointment for .5 FTE or more for more than 90 days)
Salary Reduction Agreement (PER-13) (pdf) (if participating in retirement plan upon appointment)
Documentation of Service for Immediate Participation in Regents Retirement Program form (PER-33) (pdf)
Tax Clearance Information Form for Candidates and New Hires (DA-2004a) (pdf)

Term Appointments:

Appointment Form (PER-38) (pdf)
Background Check e-mail as required by PPM 4015 if appointed for over six months
Employment Eligibility Verification (Form I-9) (pdf) and Supporting Documents
Conflict of Interest Form when required by Conflict of Interest Policy
Faculty and GTA Spoken English Competency Assessment Sheet (PER-20) (pdf)
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)
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)
Contract (if appointment for .5 FTE or more for more than 90 days)
Salary Reduction Agreement (PER-13) (pdf) (if participating in retirement plan upon appointment)
Documentation of Service for Immediate Participation in Regents Retirement Program form (PER-33) (pdf)
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 appointed over six months
Position Data Sheet (PER-36) (pdf) (if applicable)
Employment Eligibility Verification (Form I-9) (pdf) and Supporting Documents
Conflict of Interest Form when required by Conflict of Interest Policy
Faculty and GTA Spoken English Competency Assessment Sheet (PER-20) (pdf)
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)
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)
Contract (if appointment for .5 FTE or more for more than 90 days)
Tax Clearance Information Form for Candidates and New Hires (DA-2004a) (pdf)

Promotions:

Appointment Form (PER-38) (pdf)
Copy of Contract

Transfers:

Appointment Form (PER-38) (pdf)
Background Check e-mail as required by PPM 4015
Copy of Contract

Adjunct Appointments:

Appointment Form (PER-38) (pdf)
Approval letter from Provost
Contract

Reappointments:

Appointment Form (PER-38) (pdf) if break in service
Background Check e-mail as required by PPM 4015 if separated more than one year
Change or Separation Form (PER-39) (pdf) if no break in service
Contract (if applicable)
Conflict of Interest Form when required by Conflict of Interest Policy
Tax Clearance Information Form for Candidates and New Hires (DA-2004a) (pdf) if break in service
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.

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:

Change or Separation Form (PER-39) (pdf)
Copy of new contract - required for all FTE changes unless written into previous contract
GHI Change Form (if appropriate)

Leave of Absences (more than 30 days)

Change or Separation Form (PER-39) (pdf)
Copy of approval from department head, dean and provost
GHI Change Form

Sabbatical Leaves

Change or Separation Form (PER-39) (pdf)
Copy of Sabbatical Leave Agreement

Phased Retirements

Change or Separation Form (PER-39) (pdf)
Phased Retirement Agreement
Copy of Contract

Pay Rate Changes

Mid Year Base Salary Increase Form (PER-46) (pdf)
Copy of Contract - required for all increases not processed during the budget process and if not included in previous contract