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Important Notes:

  • The Employee Costing Change (ECC) form is used to change the costing (funding string) on an employee’s assignment.

  • Submitting the ECC form with a prior date will update (correct) the related assignment payroll activity to the new costing indicated on the ECC form.

  • IF you need to update the costing on a supplemental pay that has not been paid out, follow the instructions to update a previously submitted individual compensation (supplemental pay).

  • If you need to correct costing for an inactive employee and their separation date has passed, do not submit an ECC form, rather, submit a payroll correcting entry

  • Employees can incorrectly override their payroll costing by entering costing information on their time cards. If an employee incorrectly overrides their costing, supervisors can delete the costing from the time card within 30 days by following these instructions to edit another employee’s time card. If beyond 30 days, submit an HR ServiceNow Ticket for support. Please provide details about the pay period the time card override occurred.

Step 1: Access the Employee Costing Change Form and Login via Boise State SSO

  1. Access the Employee Costing Change form by selecting this link.

  2. Enter your user name and password in the Boise State single sign on (SSO) window.

Note

If you get an error message after attempting to login, try accessing the form through an incognito browser. To access the form using an incognito browser, right click this link and select “Open link in incognito window.” You may also copy the link and open the form in a separate browser.

Step 2: Select your Department from the Drop-Down Menu

  1. Begin by typing the 5 digit HR department number in the Select Department field. The 5 digit number is for the department that ‘houses’ the employee assignment you’re updating the costing on.

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  1. Select the appropriate department from the drop down field.

Step 3: Select Assignment Status

  1. Select “Yes” or “No” in response to the question, “Is this change for an active assignment?”.

    1. Select “yes” if making changes to an employee costing for an active assignment

    2. Select “no” if making requesting changes to an inactive assignment.

The form will populate additional fields dependent on the selection of Yes or No.

Step 4: Locate the Employee and Enter Manager Information

Tip

Locate an Active Employee

The “Select Employee” drop down list will provide a list of all active employees included in the department entered in the “Select Department” field. If you don’t see the employee you’re searching for, select “No” for the questions “Is this change for an active assignment” and follow instructions below for the “Inactive Employee”.

  1. Choose an employee by selecting the drop down arrow to the right of the “Select Employee” field and selecting the appropriate name from the list. Related employee details will populate in the Employee Information section of the form.

  2. Enter the user name of the employee’s supervisor in the Supervisor/Manager field. Select the applicable name.

Note

Locate an Inactive Employees

  1. Enter the 9 digit employee ID in the “Employee ID” field and select Find.Related employee details will populate. If known, enter PCN/Job Code and Business Title.

  2. Enter the user name of the employee’s supervisor in the Supervisor/Manager field. Select the applicable name.

Important notes regarding costing changes for inactive employees:

  • If you are correcting costing for an inactive employee and their separation date has passed, you must submit a payroll correcting entry. If the change involves project funding, you may choose to submit the ECC form if you would like documentation added to the employee file. In this instance, the submitted ECC is not processed by HR Processors; however, the payroll correcting entry is required in order to update costing.

  • If you are correcting costing for an inactive employee with a future hire date, move forward with the steps below.

Step 5: Enter Funding Source Change Details

  1. Answer “Yes” or “No” to question “Are these changes a permanent change to base budget?”

    1. Select Yes if you are making a costing change for an employee with PCN 1 through 4999. The request will be routed to the Office of Budget and Planning for additional review.

    2. Select No if you are making changes to Irregular (5XXX PCNs), Student or Temporary Non Benefit eligible employees, or if there is no change to the base budget (all PCN’s).

Tip

Important notes about permanent base budget changes

  • If the changes are a permanent change, you might be required to upload a Budget Transfer Form as supporting documentation when submitting the perceptive form. A Budget Transfer is only required if it will change your appropriated budget for employees with PCNs 1 through 4999.

  • To add the Budget Transfer form as a supporting document, select the “Add Supporting Documents” button located at the bottom of the form and follow prompts to add attachment(s).

    • If no upload is needed, attach a blank document.

  • For support with Budget Transfers, contact the Office of Budget and Planning at budgetandplanning@boisestate.edu.

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Note

The Start Date must correspond to the first day of a pay period unless the position is at least partially grant funded. Visit this link to view the payroll calendar and pay period dates. The form will validate the funding string entered to ensure an active string is submitted.

The exception to the pay period start date requirement: If the action effective date is the same as the hire date, because the hire date does NOT have to occur at the start of a pay period, the request will be approved. In the Comment section, please include the message: “Effective Date is not the start of a pay period, however, it is the Start Date of the position.”

  1. Enter the funding string in the table on the form. Funding string fields are labeled Fund, Department, Cost Center, Supplemental and Project.

    1. If there are multiple funding strings tied to the same start date, select the “Add Another Entry” button to add additional rows. The % Distribution must equal 100% whether entering one or multiple rows. If you need assistance with calculating percentages to tie with exact salary, reach out to the Office of Budget and Planning at budgetandplanning@boisestate.edu for support.

Tip

If you are submitting the correction for more than one time frame, you can enter funding strings with multiple start dates by selecting Add Another Start Date and following the same steps outlined above, beginning with “Enter the Start Date of the costing change”.

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Warning

This form does not include an “End Date” field. Costing on the assignment will be updated according to the dates entered on the form. In the example above, the employee will have two costing strings on their assignment for 11/14/21-1/3/22. Those costing strings will be updated to the single costing string listed for 1/3/22 start date.

If you need to revise the start or end dates of a previously submitted costing change, you will need to submit another form with updated costing information and include notes in the comments section about what’s needed.

Step 6: Enter Comments

  1. Add any important details about this employee costing change request in the Comments section.

    1. HR Processors read all comments and will reach out to form submitters if any clarification is needed. Best practice is to include details about the reason for the costing change and any notes about the end goal.

Note

Amounts listed in comments will not be used as replacement for funding distribution percentages added in the Funding Source section of the form.

If you are submitting this form as supplemental department documentation for an inactive employee payroll correction (if you need to correct costing for an inactive employee and their separation date has passed, do not submit an ECC form, rather, submit a payroll correcting entry)add a comment that states “For documentation purposes only”.

Step 7: Enter Additional Reviewer Information

  1. Select “Yes” or “No” in response to the question “Is this a grant funded position?”

    1. If yes, type the Principal Investigator’s user name (first part of the employee’s Boise State email address) in the Principal Investigator UserName field.

  2. Select “Yes” or “No” in response to the question “Does this position require review by costing department?”

    1. If yes, type the reviewer’s user name (first part of the employee’s Boise State email address) in the Costing Department Approver UserName field.

Tip

If multiple approvers are required, select the green + to the right of the approvers email field to add additional approvers.

Select the red – to the right of the approvers if you need to delete an approver added by mistake.

(Optional) Add Supporting Documentation

If applicable, add supporting documentation by selecting the “Add Supporting Documents” button at the bottom of the form.

Step 8: Validate Request

After you have entered all the information on the form, click the “Validate Request” button at the bottom of the form. This will make sure that all required fields have been filled out.

Note

If required information is missing an error will appear and the required fields will highlight red so you know which field(s) still needs to be filled out.

Step 9: Submit

After successful validation, a “Submit Request” button will populate.

  1. Select Submit Request to route the request through the approval workflow.

What happens next?

The request will route through an approval workflow.

Tip

How can I follow up on the status of the request once it’s submitted?

You can check the status of forms you have submitted using the following link: formstatus.boisestate.edu.

Important notes:

  • Only the person that submitted the perceptive form will have access to follow up on the approval workflow using the forms status link.

  • The form status page will only display information for perceptive forms that still need approval/processing. Once requests have been processed, the request will show “completed.” Forms will stay in a completed workflow for 2 days and then be archived If all forms submitted have been fully approved and archived, you will see a message that states “No forms found.”

End of Process

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Need help with the steps above?

For assistance with technical or routing issues, assistance finding forms, or to find out the status of a form submit an HR Service Request form.

If you have suggestions to improve the instructions in this job aid, please submit an OCI Service Request ticket.