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 change requests received from departments into the HR/Pay system for all non-project funded positions. 
• Can be submitted via email using the suggested Funding Change template or by utilizing the new Funding Change Request 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 (FTE changes are forwarded to the Appointments Team for keying)
• 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. 
• Process 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).  

New for 2026: 

Funding Change Request forms may be submitted by Award Management Services, the area Budget Officer, or other departmental budget authority.

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 Fall Hiring Deadlines - 2026

• Friday, 6/12/2026 Suggested Dept internal deadline to collect Fall hiring information.​
• Tuesday, 6/23/2026 Dept submitter deadline to route all Fall 3G forms.
• Thursday, 7/2/2026 AMS/LSI deadline to route all Fall 3G forms.
• Monday, 7/13/2026 HR Onboarding deadline to route all Fall 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. We recommend reaching out at least one pay period in advance of commencement of activities to ensure Additional Pay is a feasible option. 

Requests should be accompanied by supporting documentation; submissions without supporting documentation may be returned causing significant delays in payment to the employee.  

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 active on payroll at the time of the overload, 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. 
• For all overload requests, an Additional Compensation Agreement should be attached including the following:   
  • Description and scope of the additional work
  • Expected duties, responsibilities, or deliverables
  • Time period in which the work will be performed
  • Compensation amount and payment terms or departmental pay structure for teaching additional courses. 
  • Mutual acknowledgments and approvals
  • Confirmation that the work is distinct from the employee's regular responsibilities
• 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. 
• If the request is for work performed greater than 30 days ago, please include the reason for the delay.  
• If the work is over an extended period, the sum must be paid out for no longer than a 30-day incremental basis. 
• 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.   
• Please verify that the funding is already set up in HR/Pay.  
• If the recipient is not a KU employee, please contact SSC Finance for guidance on non-payroll alternatives.
• Please avoid acronyms - use full names of institutions, associations, publications, etc.  

Forms for Departments: 

• Additional Pay Worksheet
• Additional Compensation Agreement 

The Transaction team can assist with retroactive funding adjustments on non-project funds. To get started, we ask that the unit provide a completed RFA Justification form along with the correct funding source (where you want the charges moved). 

For RFA's that involve project funds, please contact the appropriate AMS Grant Coordinator assigned to the PI on the project. 

To review the RFA Policy, please visit the Payroll website.