HR Transactions at KU

The HR Transaction team can assist with various position changes. These include items that may need to change once the employee is on payroll.

• FTE change - Email from the supervisor or department head listing the new FTE. If the employee is requesting the change, please provide a copy of that request as supporting documentation.
• Work schedule change - The supervisor should provide the days of the week the employee will work along with how many hours they will work each day. (For example; Monday 8; Tuesday, 8; Wednesday 4; Thursday 4; Friday 8). Please notify Transactions if the employee's shift is changing. 
• Employee transferring to a different HR department - Approval of the transfer from the department head, the effective date of the change, and the funding source.
• Salary change - Any increase to a employee's salary should include a brief justification for the increase. These requests are reviewed by the HR Compensation team. If approved, it will be sent back to the Transaction team to process. 
   

Roles and Responsibilities of the HR Transaction team: 

• Responsible for keying funding changes received from departments into the HR/Pay system for all non-project funded positions. Coming soon: Funding Change form. 
• Responsible for validating HR position data in the Summer Pay Collection System (SPC).  
• Keys all summer pay funding from Summer Pay Notifications (SPN) form (still needs to go to the Appointments team to key FTE changes)
• Can submit funding setup requests (FSR) on behalf of departments for combination codes and position pool ID creation on non-project funds.
• Review pool-funded funding changes for non-project funds.  
• Assist with calculations for academic and fiscal year salaries and funding splits, including components of pay for non-project funding. 
• Processes any retroactive funding adjustment (RFA) for non-project funds. 

Any funding change that involves project funding should be sent to the appropriate AMS Grant Coordinator in Award Management Services (AMS).  

In the event a regular, benefits eligible employee notifies their department that they are leaving KU employment, the supervisor or department head should notify HR. The following information should be provided: 

1. Verification that the employee is leaving KU and not transferring to another unit. 
2. Resignation letter clearly listing the last day the employee will be on payroll. This date should include any dates the employee has been approved to use vacation leave. 
3. Email of the supervisor's acceptance of the resignation. 

If the employee is simply transferring to another unit on campus and will not have a break in service, HR does not need to be notified as the employee will transfer to their new position with a new offer letter through onboarding. 

A resignation letter is not necessary for temporary employees. An email to the Transactions team with the student or temporary employee's last day worked is sufficient.

When a resignation is routed for processing in HR/Pay, the employee and their supervisor will receive a system generated email with an off-boarding checklist. This checklist is a tool for the supervisor and does not need to be completed and returned to HR. 

Supervisory change requests can be sent to the HR Transaction team via email. Best practice is to process these changes at the beginning of a pay period as to not interfere with the time and absence approval workflow. 

The HR Transactions team reviews 3G Hiring forms for accuracy, position data, compensation, and funding. HR does not submit forms on behalf of departments.

Once a graduate student is identified by the hiring unit, the department initiates the 3G Hiring form in Perceptive Content. 

• Graduate & Postdoctoral Affairs’ policy requires that students must be in good academic standing and making satisfactory progress to degree in order to be employed as a 3G. 
• Any 3G hire of a student whose home academic unit is different than the hiring unit, the hiring unit is required to contact the academic department to verify that the student is making progress and will be in good academic standing the semester of the hire. This check must be done prior to submitting the 3G hiring form

3G Summer Hiring Deadlines - 2026

• Wednesday, 4/1/2026:  Suggested Dept internal deadline to collect Summer hiring information.
• ​Wednesday, 4/8/2026: Dept submitter deadline to route all Summer 3G forms.
• Tuesday, 4/21/2026: AMS/LSI deadline to route all Summer 3G forms.
• Friday, 5/1/2026: HR Onboarding deadline to route all Summer 3G forms.

Please advise your graduate students to watch their KU email for instructions on how to complete their background check, if needed, and complete their onboarding tasks. 

Helpful Resources: 

• Request Perceptive Content Access 
• 3G Department Training Video 
• Graduate & Postdoctoral Affairs Graduate Program Contacts
• More information about Perceptive Content.

The HR Transaction team advises units on overload requests, evaluates allowability, identifies alternatives when needed, and collaborates with Talent Acquisition and Compensation on compliant solutions.

Units can submit an Additional Pay request and are asked to please keep the following in mind to help alleviate delays.   

• The recipient must be on a payroll, and full-time (1.0 FTE).  
• If the individual is on payroll and is part-time (less than 1.0 FTE), please contact employ@ku.edu to see if other options are available for payment. 
• Please avoid acronyms.  
• For award payments, include a website link if available that provides further details, or a copy of the award announcement to the recipient or department.  
• For overloads, a separate document should be attached or detailed comments should be added describing the activity, an agreement to do the work, when the individual performed the work, how the amount was calculated, and any other pertinent details. 
• For individuals teaching an additional course in addition to their full-time load, if available, please include a departmental pay structure document or a short rational for the rate. 
• If the request is for work performed greater than 30 days ago, please include the reason for the delay.  
• For any course buyout, grant release, etc. please include the agreement on how the pay out amount was calculated and an email string that proper budgetary approval has been granted to proceed.  
• If the payment is for a faculty member, in the LCT pay group, performing work over the summer, please explain why this payment is not being put into the Summer Pay Collection (SPC) system.  
• Please verify that the funding is already set up in HR/Pay.  
• If the recipient is not a KU employee, please contact SSC Finance to see if a payment can be made in FITC.