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Important Notes

  • Before submitting a supplemental pay request, visit Supplemental Pay (Policy 7195) to confirm the request meets policy guidelines.

    • Student employees should never receive supplemental pay.

    • On rare occasions classified employees may receive supplemental pay; classified employees should be paid overtime for any additional work completed beyond 40 hours.

  • If you have questions about supplemental pay for classified employees, reach out to hrprocessor@boisestate.edu before moving forward.

Step 1: Access the Individual Compensation Plan (ICP) Request Form

Access the Individual Compensation Plan (ICP) form by selecting this link.

Step 2: Log in using your Boise State credentials

  1. 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 3: Select the Awarding Department

  1. Begin by typing the 5 digit department HR number of the department awarding the supplemental pay in the “Select Department” drop-down field.

  2. Select the appropriate department.

Step 4: Enter Employee Information

  1. Enter the 9 digit employee ID in the Employee ID field.

  2. Select Find.

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  1. Select the appropriate person type from the Person Type field.

    1. Select Faculty for all Faculty and for Adjunct Faculty supplemental pay.

    2. Select Staff for all non-Faculty hourly and salaried employees. Select ‘Student’ for student employees.

Step 5: Enter Request Information Details

  1. Enter the following details into the request:

    1. Type of Request: select either ‘One Time’ or ‘Recurring’ If reoccurring, put the total amount not the pay period amount

    2. Type of Additional Pay: Select the applicable additional pay type from the drop-down list.

      1. Commission Pay: is an option typically used only by Boise State Public Radio.

      2. Contract Payoff: is an option to pay an employee with an annual contract who terminates prior to receiving the balance of their contract money owed (based on the actual number of hours worked).

      3. Faculty Incentive Pay: select if rewarding recipient(s) of external funds that enhance research, scholarship, service, and creativity; promote best practices in teaching and learning; and implement other program improvements that advance the mission of the University.

      4. Incentive Pay: select if paying compensation as negotiated in an employee’s contract (primarily athletic coaches) for meeting certain thresholds.

      5. Performance Bonus: select if paying alump sum award to an employee (classified and/or professional) for exemplary performance at a particular time. This additional pay type requires a signed agreement. Prior to awarding the bonus, review action definitions and consult Compensation prior to submitting.

      6. Recruitment Bonus: select if paying a lump-sum bonus as part of the package used to recruit an individual for a position designated as critical or difficult-to-fill. The bonus is to be paid after at least six (6) months of satisfactory performance. This additional pay type requires a signed agreement. Prior to awarding the bonus, review action definitions and consult Compensation prior to submitting.

      7. Retention Bonus: select if paying a lump-sum bonusto retain an employee in a position designated as critical or difficult-to-fill. The bonus is to be paid after at least six (6) months of satisfactory performance. This additional pay type requires a signed agreement. Prior to awarding the bonus, review action definitions and consult Compensation prior to submitting.

      8. Summer Earnings: select if paying employees for tasks completed during off contract months. This option is for less than 12 month professional or faculty. This can be used for faculty off their working dates contracts. The pay type selected needs to correspond to the faculty member’s present working date contract status.

      9. Supplemental Pay: select if paying a professional or temporary exempt employee other than faculty for tasks completed beyond their regular job duties. If submitting an ICP for an hourly (classified) employee, reach out to HR Processors for support before moving forward (hrprocessor@boisestate.edu).

      10. Supplemental Pay Faculty: select if paying On-Contract Faculty for work beyond their working dates on contract. Prior to assuming additional assignments, all supplemental pay requests must be documented and approved by the appropriate Vice-President, Dean, Director or other department approver. The pay type selected needs to correspond to the faculty member’s present contract status.

    3. Payroll Start Date / Payroll End Date: Do not use working dates for the Payroll Start and End Dates. You can locate the Payroll Start and End dates <<link to calendar>>Select the first date of the current or future Pay Period in which the supplemental pay should be awarded from the Payroll Start Date field. The Payroll Start Date will always be a Sunday. . Select the last date of the same Pay Period for the Payroll End Date field if awarding One Time supplemental pay, otherwise select the last date of the final pay period for Recurring supplemental pay.

    4. Amount: Input the total amount you are paying the employee.

    5. Type of Request: (One Time versus Recurring)

      1. Select One Time Payment if a payment that will be paid out in a single pay period and will be paid in full on a single paycheck.

      2. Select Recurring Payment if a payment will be spread out over at least 2 or more pay periods. When HR processes the form, the total amount on the form is divided by the number of pay periods between the start and end date. This way the same amount will be recurring among all pay periods.

Step 6: Enter Funding Source Information

  1. Input the fund, department, cost center, supplemental and project segment along with the % of the ICP distribution tied to the funding source.

    1. Fund: Input the 4 digit funding source type.

    2. Department: Input the 5 digit HR department ID. You can find your HR Department ID on the Bronco Hub and Perceptive HR Actions tab of the Standard Approval Workflow Matrix.

    3. Cost Center: Input the 7 digit cost center.

    4. Supplemental: Input the 10 digit supplemental number. If your department does not use a supplemental, input 10 zeros.

    5. Project: Input the 10 digit project number. If your department does not use a project, input 10 zeros.

    6. % Distribution: Input the percentage to be paid by the funding source. If using only one funding source, input 100. The percentages must equal 100% - the system does not validate that percentages equal 100%. Check out the Funding Segment String Overview for more information on funding sources.

Tip

You can input up to 5 different funding sources on an Individual Compensation transaction. Add additional costing information by inputting the information in the applicable fund, department, cost center, supplemental, and project fields.

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.

Reason (Optional): Add any important details about the ICP change request in the Comments section of the form if in accordance with your department’s practices. This field is often used to capture what the payment is for, highlight the funding string for the payment, and to capture the name of the submitter. HR Processors read all comments and will reach out to form submitters if any clarification is needed.

Step 7: Enter Additional Reviewer Information as Applicable

  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 to your department’s practices, 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: Save or Print

After the form has been validated as complete, it is recommended that you select Print to save a copy of the ICP since you will not be able to view the form after submitting the request.

Select the Print button to save the document as a pdf. This document can be named and stored in accordance with department practices.

Step 10: Submit

After the form has been validated as complete, a “Submit Request” button shall appear at the bottom of the form. Click this button to submit the form, and it will be routed forward for approvals.

What’s next?

The submitted request will route to the Supervisor/Manager designated on the form, then the assigned Funding Source Manager of the department indicated on the form.

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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.