Kansas State University employees are paid biweekly. Paydays occur every other Friday throughout the year. If Friday is a holiday, payday will be the preceding business day.
Each two-week pay period begins at one minute past midnight (12:01 a.m.) on Sunday morning of the first week and continues through midnight (12:00 a. m.) on Saturday night of the second week. That period is paid on the second Friday following the end of the period. Thus, it is important to note that employees are paid almost two weeks in arrears.
The Division of Human Resources utilizes the Human Resources Information System to compile the data used in payroll processing. Most information is relayed from the employee to the Division of Human Resources by the employee’s appointing department by means of contracts, appointment or change forms, benefit and tax authorization forms, and time and leave documents or from automatic time capture systems.
Employees of Kansas State University may choose to receive physical paychecks or to have their pay direct deposited electronically into one or more bank accounts. To request direct deposit of pay, access the direct deposit form Authorization for Direct Deposit of Employee Pay, PER-58 (PDF). Employees choosing direct deposit will receive a pay advice instead of a paycheck. The advice contains all the salary and deduction information pertinent to that pay period.
Paychecks and advices for State of Kansas employees are mailed to their mailing addresses unless an alternate address has been designated. The business office of each Local Agency distributes paychecks and advices for its own employees.
Supplemental payrolls are processed to pay an employee who was not paid or who was underpaid on the regular payroll. When it is determined that a supplemental check needs to be issued, the department notifies Payroll and Employee Data, Division of Human Resources. This is done in one of two ways depending upon whether the employee is non-exempt or exempt under the Fair Labor Standards Act (FLSA).
To request supplemental paychecks for non-exempt employees, the department must submit to Payroll and Employee Data a State of Kansas Time and Leave Document signed by the employee and the supervisor. If the total number of hours on the Time and Leave Document is less than ten and adding them to the next regular payroll would not create an overtime situation, then add these hours to the next regular payroll time and leave. It is imperative to note on the timesheet when time was worked versus when time was paid.
To request supplemental paychecks for exempt employees, the department must submit the Supplemental Pay Form, PER-8 (PDF), to Payroll and Employee Data.
If it is determined that an employee was overpaid in error, the department must notify the employee immediately. If the employee received a paper check and did not cash that check, the check can be returned to Payroll and Employee Data, Division of Human Resources, with a note to cancel. If, however, the employee did cash the check or if the employee participates in direct deposit, the department should contact its Payroll and Employee Data Liaison. The Payroll and Employee Data Liaison will calculate the net amount due Kansas State University and communicate this information with instructions in writing to the employee with a copy to the applicable department.
If it is determined that an employee’s deductions were calculated incorrectly, i.e. an employee had a change in marital status that should have effected health insurance premiums, then the department must submit the appropriate paperwork to the Division of Human Resources, Benefits Section. If it is determined that an employee’s taxes were calculated incorrectly, the department should contact its Payroll and Employee Data Liaison.
Questions regarding payroll processing should be directed to the Payroll and Employee Data, Division of Human Resources at (785) 532-6277.
