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Important Notes

  • Standard semesters fluctuate between 18 and 19 weeks which will impact an adjunct’s hourly rate. Summer semesters range from 3 to 14 weeks.

  • Adjuncts are salaried but an hourly rate must be entered when hiring. When calculating hourly rate, start calculations using the Monday before their work starts to the Friday after their work ends.

  • Adjuncts are paid for full, not partial, weeks. Any holiday breaks should be included as part of hourly calculation.

  • If an adjunct is teaching a full semester course AND an accelerated course (e.g. 7 week course), hire the individual into two positions.

  • Adjuncts can only work 11 credits per semester regardless of the number of adjunct appointments. Confirm the Adjunct will not work over the 11 credit limit by confirming with the individual or running the Instructor Schedule report.

  • If the individual is currently employed as a professional staff and faculty, do not hire them as an adjunct. They must be compensated through an ICP/Supplemental Pay for their adjunct appointment. If hiring a classified employee as an adjunct, email hrprocessor@boisestate.edu or call (208) 426-4436.

There are two methods of hiring Adjunct Faculty:

  1. Hire a single adjunct faculty through Bronco Hub following the instructions outlined in this job aid.

  2. Hire a group of adjunct faculty using the Letter of Appointment upload template. Instructions for the LOA upload are included on the template or can be viewed in the How to Complete the Letter of Appointment Upload training video. If using the template, do not follow the instructions outlined in this job aid.

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Note

Complete the following BEFORE submitting the hire/rehire request:

  1. Read Adjunct Faculty Policy 4220 to understand appointment guidelines, titles, pay structure and employee expectations for adjunct faculty.

  2. Ensure the adjunct has an up to date I-9. If an employee is a rehire, have them contact HR at 208-426-1616 or email I9information@boisestate.edu to verify if their I-9 is still valid. Adjuncts need to complete an I-9 every 3 years. Visit Form I-9 for more information.

  3. Submit a Background Check. For support with questions, email Employment@boisestate.edu. Per Policy 7005: Background Verifications, NO EMPLOYEE CAN BEGIN WORKING at Boise State University without successfully passing a university-initiated background check. There may be an exception for a student employee if their work arrangements won’t meet specific criteria (review this information carefully).

https://www.boisestate.edu/hrs/background-check-request/

  1. If hiring a Non-U.S. Citizen, consult with HR Processors before moving forward. Email hrprocessor@boisestate.edu with details about the hire you’re wanting to complete.

  2. Reference the Step Rate to determine the minimum the adjunct will be paid at. For assistance or questions with step rates, email provost@boisestate.edu.

  3. Determine the number of standard hours the Adjunct will be paid.

    1. If the adjunct will teach a full/standard semester, use the Hourly/Salary/Fringe Calculator.

    2. If the adjunct will teach a condensed/short semester course, use the Adjunct Faculty Credits to Standard Hours Conversion Table.

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Tip

Required Information to process the hire/rehire request:

  1. Employee ID: Create a new ID for hires that have never worked or attended the university as a student, by following the instructions on the Create or Locate an Employee ID job aid.

  2. Legal First and Last Name as used on individual’s social security card

  3. Employee Date of Birth

  4. Employee Address

  5. 5-digit Job Code: 70371 for salary adjuncts that are not students and do not have another position on campus, 70372 for hourly adjuncts that are not students but they do have another position on campus, 49150 for salaried student adjuncts that do not have an existing position, 49151 for hourly student adjuncts that do have an existing hourly position on campus.

  6. Title: In Bronco Hub select either Adjunct Faculty or Student Adjunct

  7. 5-digit HR Department ID: this is the “home” department the adjunct is hired into.

  8. Total salary

  9. Hourly rate: To calculate the hourly rate for hourly adjuncts take the total salary / estimated hours to be reported each week / number of working weeks.  If needed, calculate the hourly rate with Hourly/Salary/Fringe Calculator.

  10. Supervisor ID or Name

  11. Funding string/source and distribution %

  12. Adjunct Start Date: Determine start date using LOA Dates resource. For shorter courses (e.g. 3, 5, 7 or 10 week courses) use the first day of the course as the start date.

  13. Adjunct End Date: Use the LOA Dates resource to determine LOA end date.

  14. Regular or Irregular Salaries usually adjuncts are temporary employees paid from irregular salaries.

  15. Standard working hours: If the adjunct will teach a full/standard semester, use the Hourly/Salary/Fringe Calculator to determine working hours. If the adjunct will teach a condensed/short semester course, use the Adjunct Faculty Credits to Standard Hours Conversion Table (pdf).

  16. 5 digit number associated with course(s) being taught.

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Steps to Submit a Hire for an Adjunct Faculty

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? Enter the start date for the term you are hiring the adjunct for. Reference this Letter of Appointment Dates resource to ensure you’re entering the correct start date.

    2. Legal Employer: Select Boise State University

    3. What’s the way to hire an employee? Select Hire (all other options are HR-only)

    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 for the individual you are hiring:

    1. Person Number: Employee ID

    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 starting withstep 6 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.

    1. Type: Select Home Address.

    2. Address Line 1: Enter the employee address. The address must be a US address. If needed, the adjunct can update their address in Bronco Hub once they are hired.

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

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

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

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

  3. 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: Faculty unless you’re hiring a Student Adjunct position. If hiring a Student Adjunct, the person type is Student.

    3. Business Unit: SelectIDBSU from the drop down

    4. Projected End Date: Enter the end date as outlined on the Letter of Appointment Dates pdf for the term you are hiring the adjunct for.

    5. Job: Select on of the four applicable Jobs listed below

      1. 70371 - Adjunct Faculty Salary

      2. 70372 - Adjunct Faculty Hourly (select this if the adjunct has another hourly position on campus that is non teaching related)

      3. 49151 - Student Adjunct Hourly

      4. 49150 - Student Adjunct Salary

    6. Business Title: Enter Adjunct Faculty or Student Adjunct

    7. Department: Type the 5 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: This field will auto populate based on the HR ID entered in the Department field. Leave it as is.

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

    11. Assignment Category: Select Part-time Temporary

    12. Hourly Paid or Salaried: Select whether this assignment is hourly or salaried.

    13. Working Hours: Calculate the working hours using the credits to hours chart found on the first tab of the Hourly /Salary /Fringe Calculator. If the adjunct will teach a condensed/short semester course, use the Adjunct Faculty Credits to Standard Hours Conversion Table (pdf).Working hours are the weekly hours determined by the calculator. Do NOT update the working hours field from weekly.

    14. Interim Assignment: Leave Blank

    15. Probation Type: Leave Blank

    16. PCN: Leave Blank

    17. Class Number: Enter the 5 digit academic class number the the Adjunct Faculty is teaching

    18. People Group: Select Temporary for non Student Adjuncts. Select Student for Student Adjuncts. ALWAYS leave the second segment (under 12 months) blank.

  2. After completing the Employment Details section, 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

Enter 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 the applicable option from Hourly, Pay Per Unit, Prorated Hourly, Prorated Salary, or Salaried.

    2. Hourly Rate: Input the calculated hourly rate for the employee. Please note, it must fall within the salary range shown on the page which is based on the pay grade and job. If you need to calculate the Hourly rate, use the Hourly/Salary/Fringe Calculator.

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 Hire Entry Details and Submit Request

Choose 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?

  1. To revise a processed adjunct hire submitted in Bronco Hub, follow instructions on the Making Adjustments to Adjunct Hire resource. You can see the approval status of the hire initiated in Bronco Hub by following these steps to view your initiated tasks list.

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Note

If other individuals need to be included in the approval workflow (e.g.Principal Investigator for grant funded transactions) the funding source manager must add the approvers as an AdHoc action.

End of Process

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Need help with the steps above?

If you have additional questions about the process, please submit an HR Service Request form.

If you experience a system issue/error OR have suggestions to improve the instructions in this job aid, please submit an OCI Service Request ticket.est ticket