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Info

Important Notes:

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Tip

Required Information to process the hire/rehire request:

  • Employee ID:the employee ID is the same as the student ID. If unknown, follow these instructions to request or verify the employee ID.

  • Student Home Address including the Country. If needed, the student can update their address after being hired. Confirm the right address is listed so the GA receives the check at the correct location.

  • Student Date of Birth. Let the student know this information is required in order to hire them.

  • You will need to calculate their hourly rate, regardless of type of pay, using this calculator provided by Human Resources.

Step 1: Log in to Bronco Hub and Access Hire an Employee

  1. Begin by signing in to Bronco Hub.

  2. Select My Organization from the navigation ribbon.

  3. Select Hire an Employee from the Quick Actions menu located on the left hand side of Bronco Hub.

    1. If you do not see Hire an Employee in the quick actions menu, select Show More located in the bottom left corner Quick Actions menu. Then select Hire an Employee.

Step 2: Select Info to Manage

Note

If you miss this step, you will have to start the hiring process over.

  1. Select the Addresses checkbox. This is required to process the hire.

  2. Leave the Add Direct Reports and Communication checkboxes blank.

  3. Select Continue.

Step 3: Complete the When and Why Section

  1. In the When and Why section, enter the following information:

    1. When is the employee hire date? Input the date the employee will start working. The employee hire date should be the first day the employee works, it does not need to coincide with the first day of a pay period.

    2. Legal Employer: Select Boise State University from the drop down menu.

    3. What’s the way to hire an employee? Select Hire.

    4. Why are you hiring an employee? Select New Hire even if the individual is a rehire.

  2. Select Continue.

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Step 4: Complete the Personal Details Section

  1. In the Personal Details section, enter the following information about the individual being hiring:

    1. Person Number: Enter the Employee/Student ID number

    2. Last Name: Enter the last name of the employee being rehired

    3. First Name: Enter the first name of the employee being rehired

    4. Date of Birth. The format for the date of birth must be MM/DD/YY

  2. After entering the Personal Details, select Continue.

Warning

Potential System Errors

  1. “A person number with this value already exists. Enter a unique value.”, means the individual has been employed at the university before and is considered a rehire rather than a new hire. If you receive the value already exists error, do not continue with the steps below, insteadfollow the instructions to rehire a GA (begin onstep 5 of this resource).

  2. “The selected person has an active assignment of this type with this legal employer”, means the individual is currently employed at the university. If you receive the active assignment error, do not continue with the steps below, instead you need to follow the instructions tohire an existing employee in an additional assignment.

Step 5: Enter New Hire Address Information

  1. Enter the Country by selecting it from the dropdown or typing the name. The country code for the United States is US.

  2. Input the applicable address information for the individual you are hiring.

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  1. Type: Select Home Address.

    1. Address Line 1: Enter the employee address. The address must be a US address.

    2. Zip Code: Select the zip code from the drop down.

    3. City: This will auto-populate based on the zip code entered.

    4. State: This will auto-populate based on the zip code entered.

    5. County: This will auto-populate based on the zip code entered.

  2. Select Continue.

Step 6: SKIP Legislative Information

Do not enter any information in the Legislative Information section. Select Continue.

Step 7: Enter Employment Details

Tip

All fields in this section are required fields, even if there is not an * next to them. They are required for HR to process this hire.

  1. In the Employment Details section, enter the following information:

    1. Assignment Status: Active - With Pay

    2. Person Type: Select Student. Note: only Graduate Assistants and Student Adjuncts are hired through Bronco Hub. All other students are hired through the Campus Solutions - Student Hire form.

    3. Business Unit: SelectIDBSU from the drop down

    4. Projected End Date: Input the contracted end date. Graduate Assistants must have an end date no further out than one year.

    5. Job: Begin typing the job name or number for the position. Then select it from the drop-down list. The following are job codes for Graduate Assistantships:

      1. 49120 = Graduate Research Assist - SALARY

      2. 49110 = Graduate Teaching Assist - SALARY

      3. 49111 = Graduate Teaching Assist - HOURLY

      4. 49181 = Graduate Service Assistant - HOURLY

      5. 49180 = Graduate Service Assistant-SALARY

      6. DO NOT USE: 49100

    6. Business Title. Input the business title for the assignment. Use one of three approved titles for GA positions:

      1. Graduate Teaching Assistant (GTA),

      2. Graduate Research Assistant (GRA),

      3. Graduate Service Assistant (GSA)

    7. Department: Type the5 digit HR Department ID and select the appropriate department from the drop down. If needed, reference the “Bronco Hub and Perceptive HR Actions” tab of the Standard Approval Workflow Matrix for a list of department IDs. Department IDs are listed in column A.

    8. Reporting Establishment: Boise State University

    9. Location: Do not update this field. The location field will auto-populate upon input of a correct and up-to-date department code in the department field. The department ID correlates with the mail stop code to provide the location field. Visit Mail Stop Codes by number for a list of current departments and the related mail stop.

    10. Working at Home: This field will default to No. Leave it as is.

    11. Assignment Category: Always select Part-time Temporary from the drop-down list.

    12. Full Time or Part Time: Always select Part Time from the drop-down list.

    13. Hourly Paid or Salaried: Select either Hourly or Salaryfrom the drop-down list.

    14. Working Hours: Input the working hours per week for this assignment.

    15. Payroll Group: Select Student Hrly (SH) if the GA is paid hourly or select Temp Salary (TS) if the GA is paid a salary.

    16. Interim Assignment: Leave Blank

    17. Probation Type: Leave blank

    18. PCN #: Leave blank

    19. People Group: Select the People Group icon then select Student from the Person Group drop down list. Select Ok. ALWAYS leave the second segment (under 12 months) blank.

  2. Select Continue.

Step 8: Enter Costing / Funding Details Information

The Costing fields are used to allocate payroll. Check out the Funding Segment String Overview for more information on funding segments that making up a costing (funding) string.

  1. From the Info Group drop down, select Costing / Funding Details then select the Add button and input the following:

    1. Percentage: Enter the costing percent for the related fund. If adding more than one costing string, confirm the total equals 100% prior to submitting the data change.

    2. Fund. Input the 4 digit funding source type and select it from the drop-down list.

    3. Department. Input the 5 digit department ID and select it from the drop-down list.

    4. Cost Center. Input the 7 digit cost center and select it from the drop-down list.

    5. Supplemental. Input the 10 digit supplemental number and select it from the drop-down list. If your department does not use a supplemental, input 10 zeros.

    6. Project. Input the 10 digit project number and select it from the drop-down list. If your department does not use a project, input 10 zeros.

  2. Select OK.

  3. Then select Continue.

Step 9: Enter Manager Information

In the Assign Managers section, the manager field defaults to the individual creating the New Hire.

  1. Designate a manager for the hire:

    1. Select the Edit icon.

    2. Type the individual’s first or last name in the *Name field drop down.

    3. Select the applicable name from the drop-down list.

  2. Select Line manager in the Type field.

  3. Select OK.

  4. Select Continue.

Step 10: Enter Payroll Details

ter the following information the Payroll Details section:

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Note

Payroll Frequency must be added in the Payroll Details section of the hire.

  • To add Payroll Frequency, select Add to the right of Payroll Frequency.

  • Select Biweekly from the Payroll drop down menu.

  • Time Card Required for Assignment: Select Yes if time card is required for payroll. Select No if not required. Time cards are required for hourly employees.

  • Select Continue.

Step 11: Enter Salary Information

  1. In the Salary section, enter the following information:

    1. Salary Basis: Select either Hourly, Salary or Prorated Salary.

      1. Select Hourly if you are hiring an hourly GA position (Job codes: 49111 and 49181). Hourly employees must submit a timecard for hours worked.

      2. Select Salary if you are hiring a GA for a salary position.

    2. Hourly Rate: Input the calculated hourly rate for the Graduate Assistant using the Hourly/Salary/Fringe Calculator. Please note, the GA salary must meet the minimum salaryas set by the university.

Note

Once you select a Salary Basis additional fields will load.

Do not select anything from the Choose Components dropdown.

  1. Select Continue.

Step 12: Enter Comments and Attachments

Please check with your department’s business manager for any required comments or attachments.

Step 13: Review Entry Details and Submit Request

Select the Edit icon on any section to expand the section and view details.

After reviewing and verifying hiring details entered, select Submit at the top of the page.

What’s next:

Note

The submitted request will route through the approval workflow (details below).

What options do I have to edit the request after it’s been submitted?

If edits are needed, there are two options:

  1. Withdraw the hire request and submit a new hire request with corrected information. Hire requests can only be withdrawn if they are routing through the approval workflow. Access the initiated tasks job aid for more information on access submitting requests.

  2. Wait until the hire is fully processed and then take appropriate steps to edit (eg submit salary change or a data change).

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Tip

Follow up on the approval status of the hire request:

  • The action initiator (submitter) can follow up on (e.g. view approval information) the submitted action by locating it in the initiated tasks section of the Worklist.

  • When viewing approval workflow details, the name of the initiator will display as the last approver in the approval workflow. The initiator does not need to approve the transaction, Bronco Hub will automatically approve after all other approvals have been completed.

End of Process

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Need help with the steps above?

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