Transaction Checklists

	Classified Employee Checklist
	Graduate Student Employee Checklist
	Hourly Student Employee Checklist
	Unclassified Employee Checklist

Checklist for Classified Employees

Appointments
Changes
Separations

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Classified Appointments

Initial Regular Appointments/New Hires (Classified):

• Appointment Form (PER-38)
• Employment Eligibility Verification (Form I-9) and Supporting Documents
• Request for Certified Names (PER-5)
• Affirmative Action Classified Selection Report (PER-10)
• Initial Screening of Candidates Prior to Interview form (AA-28)
• 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
• Substance Abuse Affirmation Form required by the Substance Abuse Policy
• K-4 Form, Kansas Employee's Withholding Allowance Certificate
• W-4 Form, 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 (if earned income credit is desired)
• Limited Term Agreement Appointment Form - (PER-43) (if applicable)
• On Campus Work Permit for non-resident employees
• PER-15, KSU Foreign National Tax Information form for Non-Resident Employees
• Direct Deposit Form
• KPERS-7/99, 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)

Temporary Appointments (Classified):

• Appointment Form (PER-38)
• Position Data Sheet (PER-36) (if applicable)
• Employment Eligibility Verification (Form I-9) and Supporting Documents
• Substance Abuse Affirmation Form required by the Substance Abuse Policy
• K-4 Form, Kansas Employee's Withholding Allowance Certificate
• W-4 Form, 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
• Affirmative Action Classified Selection Report (PER-10)
• Letter requesting temporary appointment
• KSU Application
• W-5 Form (if earned income credit is desired)
• On Campus Work Permit for employees
• PER-15, KSU Foreign National Tax Information form for Non-Resident Employees
• Tax Clearance Information Form for Candidates and New Hires (DA-2004a)

Reinstatements (Classified):

• Same documents that are required for an Initial Regular Appointment.
• 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)

Promotions, Transfers & Demotions (Classified):

• Appointment Form (PER-38)

Reallocations/Reclassifications (Classified):

• Appointment Form (PER-38)
• Position Data Sheet (PER-36)

Acting Assignments (Classified):

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

Classified 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

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Name Changes (Classified):

• Change or Separation Form (PER-39)
• Social Security Card
• K-4 Form, Kansas Employee's Withholding Allowance Certificate
• W-4 (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 (Classified):

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

FTE Changes (Classified):

• Change or Separation Form (PER-39)
• Position Data Sheet (PER-36)

Leave of Absences (more than 30 days) (Classified)

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

Return from Leave of Absence (Classified)

• Change or Separation Form (PER-39)

Work Address and Work Phone Changes (Classified)

• Position Data Sheet (PER-36)

Classified Separations

Resignations
End of Temporary Appointments
Separation to New Agency
Retirements
Dismissals

Resignations (Classified):

• Change or Separation Form (PER 39)
• Letter of Resignation or Exit Interview (PER 16)
• Employee Separation Checklist (PER 24) [for department use, do not return to HR]

End of Temporary Appointments (Classified):

• Change or Separation Form (PER 39)
• Employee Separation Checklist (PER 24) [for department use, do not return to HR]

Separation to New Agency (Classified):

• Change or Separation Form (PER 39)
• Letter of Resignation or Exit Interview (PER 16)
• Employee Separation Checklist (PER 24) [for department use, do not return to HR]
• GHI Change Form

Retirements (Classified):

• Change or Separation Form (PER 39)
• Letter of Retirement or Exit Interview (PER 16)
• GHI Change Form

Dismissals (Classified):

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

Checklist for Graduate Student Employees

New Hires (Graduate Student):

• Graduate Student Appointment Form (PER-41)
• Employment Eligibility Verification (Form I-9) and supporting documents
• K-4 Form, Kansas Employee's Withholding Allowance Certificate
• W-4, 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
• State of Kansas Substance Abuse Form required by the Substance Abuse Policy
• Intellectual Property Agreement
• On Campus Work Permit is required for Non-Resident Alien graduate students
• PER-15, KSU Foreign National Tax Information form for Non-Resident Employees
• Direct Deposit form
• Complete Tuition Waiver & Spoken English Competency Section on PER-41 for Graduate Teaching Assistant
• For Non-Resident Alien employees, submit a copy of their Visa and I-94.

Address Change (Graduate Student):

• Change or Separation Form (PER-39)

Name Change:

• Change or Separation Form (PER-39)
• Copy of new Social Security Card
• K-4 Form, Kansas Employee's Withholding Allowance Certificate
• W-4, 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

Pay Rate Change:

• Change or Separation Form (PER-39)

Terminations (Graduate Student):

• Change or Separation Form (PER-39), if terminating prior to the end of appointment date

Checklist for Hourly Student Employees

New Hires (Hourly Student):

• Hourly Student Data Sheet (PER-40) (PER-40)
• Employment Eligibility Verification (Form I-9) and supporting documents
• K-4 Form, Kansas Employee's Withholding Allowance Certificate
• W-4, 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
• State of Kansas Substance Abuse Form required by the Substance Abuse Policy
• Intellectual Property Agreement
• On Campus Work Permit is required for Non-Resident Alien hourly students
• PER-15, KSU Foreign National Tax Information form for Non-Resident Employees
• Direct Deposit form

Rehire

• Hourly Student Data Sheet (PER-40) (PER-40)
• Employment Eligibility Verification (Form I-9) is required if there has been a break of 30 days or more. In most cases Section 3 of form can be completed.
• On Campus Work Permit (if applicable)

Address Change (Hourly Student):

• Hourly Student Data Sheet (PER-40)

Name Change:

• Hourly Student Data Sheet (PER-40)
• Copy of new Social Security Card
• K-4 Form, Kansas Employee's Withholding Allowance Certificate
• W-4, 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

Pay Rate Change:

• Hourly Student Data Sheet (PER-40), if not processed on line

Terminations (Hourly Student):

• Hourly Student Data Sheet (PER-40)
OR
• Blanket Listing with appropriate information

Checklist for Unclassified Employees

Appointments (Unclassified)

Regular Appointments (Unclassified):

• Appointment Form (PER-38)
• Employment Eligibility Verification (Form I-9) and Supporting Documents
• Substance Abuse Affirmation Form required by the Substance Abuse Policy
• K-4 Form, Kansas Employee's Withholding Allowance Certificate
• W-4 Form, 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 (if earned income credit is desired)
• Conflict of Interest Form when required by Conflict of Interest Policy
• Intellectual Property Agreement
• On Campus Work Permit for non-resident aliens employees
• PER-15, KSU Foreign National Tax Information form for Non-Resident Employees
• Direct Deposit Form
• KPERS-7/99, 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) (if participating in retirement plan upon appointment)
• Documentation of Service for Immediate Participation in Regents Retirement Program form (PER-33) (if appropriate)
• Tax Clearance Information Form for Candidates and New Hires (DA-2004a)

Term Appointments (Unclassified):

• Appointment Form (PER-38)
• Employment Eligibility Verification (Form I-9) and Supporting Documents
• Substance Abuse Affirmation Form required by the Substance Abuse Policy
• K-4 Form, Kansas Employee's Withholding Allowance Certificate
• W-4 Form, 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 (if earned income credit is desired)
• Conflict of Interest Form when required by Conflict of Interest Policy
• Intellectual Property Agreement
• On Campus Work Permit for non-resident aliens employees
• PER-15, KSU Foreign National Tax Information form for Non-Resident Employees
• Direct Deposit Form
• KPERS-7/99, 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) (if participating in retirement plan upon appointment)
• Documentation of Service for Immediate Participation in Regents Retirement Program form (PER-33) (if appropriate)
• Tax Clearance Information Form for Candidates and New Hires (DA-2004a)

Temporary Appointment (Unclassified):

• Appointment Form (PER-38)
• Position Data Sheet (PER-36) (if applicable)
• Employment Eligibility Verification (Form I-9) and Supporting Documents
• Substance Abuse Affirmation Form required by the Substance Abuse Policy
• K-4 Form, Kansas Employee's Withholding Allowance Certificate
• W-4 Form, 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 (if earned income credit is desired)
• Conflict of Interest Form when required by Conflict of Interest Policy
• Intellectual Property Agreement
• On Campus Work Permit for non-resident alien employees
• PER-15, KSU Foreign National Tax Information form for Non-Resident Employees
• Contract (if appointment for .5 FTE or more for more than 90 days)
• Tax Clearance Information Form for Candidates and New Hires (DA-2004a)

Promotions (Unclassified):

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

Transfers (Unclassified)

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

Adjunct Appointment (Unclassified)

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

Reappointment (Unclassified):

• Appointment Form (PER-38) if break in service
• Change or Separation Form (PER 39) 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) 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.

Unclassified Data Changes

Name Changes
Address Changes and Personal Data Changes
FTE Changes
Leave of Absences
Return from Leave of Absence
Military Leaves
Work Address and Work Phone Changes
Sabbatical Leaves
Phased Retirments
Pay Rate Changes
Rank Changes

Name Changes (Unclassified):

• Change or Separation Form (PER 39)
• Copy of new Social Security Card
• K-4 Form, Kansas Employee's Withholding Allowance Certificate
• W-4 (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 (Unclassified):

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

FTE Changes (Unclassified):

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

Leave of Absences (for more than 30 days) (Unclassified)

• Change or Separation Form (PER-39)
• Letter of approval from department head, dean and provost
• GHI change Form

Return from Leave of Absence (Unclassified)

• Change or Separation Form (PER 39)

Military Leaves (Unclassified)

• Change or Separation Form (PER 39)
• Military Order or Duty Document

Work Address and Work Phone Changes (Unclassified)

• Position Data Sheet (PER-36)

Sabbatical Leaves

• Change or Separation Form (PER 39)
• Copy of Sabbatical Leavce Agreement

Phased Retirements

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

Pay Rate Changes (Unclassified):

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

Rank Changes (Unclassified):

• Position Data Sheet
• Change or Separation Form (PER 39) (if pay rate changes also)
• Contract (if not included in Budget at beginning of fiscal year)

Separations (Unclassified)

Resignations (Unclassified):

• Change or Separation Form (PER 39)
• Letter of Resignation or Exit Interview Letter at Separation
• Employee Separation Checklist (PER-24) [for department use, do not return to HR]

End of Temporary Appointments (Unclassified):

• Change or Separation Form (PER 39) if terminating prior to end of appointment date
• Employee Separation Checklist (PER-24) [for department use, do not return to HR]

Separation to New Agency (Unclassified):

• Change or Separation Form (PER 39)
• Letter of Resignation or Exit Interview Letter at Separation
• Employee Separation Checklist (PER-24) [for department use, do not return to HR]
• GHI Change Form

Retirements (Unclassified):

• Change or Separation Form (PER 39)
• Letter of Retirement or Exit Interview Letter at Retirement
• GHI Change Form

End of Term Appointments (Unclassified)

• Change or Separation Form (PER 39)

Disability (Unclassified):

• Change or Separation Form (PER 39)
• GHI Change Form
• Physician's Statement
• Department head statement as to the last day at work

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Kansas State University
June 25, 2008