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Important Notes:
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Submitted data changes cannot be edited. If a data change is submitted incorrectly, you will need to withdraw and resubmit a new one. If you have questions or need support with Work-Study data or costing changes, email faworkstudy@boisestate.edu before moving forward with the steps below. |
Costing Changes for Work-Study Assignments
Costing changes should never be submitted for Work-Study assignments. If a Work-Study student award is depleted and the student is still working, the student must be hired into another assignment with non Work-Study funds.
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Steps to Submit a Work Study Data Change
Step 1: Log in to Bronco Hub and Locate Employee
Begin by signing in to Bronco Hub.
Locate the employee.
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In Bronco Hub, employees can be located one of two ways:
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Step 2: Continue to Data Change
Do not select the checkbox for Add Direct Report.
Select Continue.
Step 3: Enter Change Information in the When and Why section
In the When and Why section, enter the following details:
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What’s the way to transfer? Select Data Change
Why are you transferring? Select the main action of either Business Title, Extend End Date or Working Hours change. Do not select any other option for Work-Study students.
Select Continue.
Step 5: Update Appropriate Data Change Details
In the Data Change section, update the applicable information.
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Person Type: Always Student for Work-Study assignments.
Business Unit: This will always be IDBSU.
Projected End Date: If submitting the data change to extend an end date, enter the new end date in this field. End dates for Work-Study may never be extended beyond the current fiscal year. If you intend to re-hire the student into the same position for the following year, you must still separate their current assignment and rehire them into a new position for the upcoming year so each job assignment earnings can be accounted for their specific Aid Year award.
Job: Begin typing the job name for the position and select the applicable code from the list. Student job codes begin with 4.
Business Title: Input the business title for the assignment.
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.
Location: Input the department location or the mail stop number and select it from the drop-down list. This field will populate with the applicable location name. Visit Mail Stop Codes by number for a list of current departments and the related mail stop.
Assignment Category: Always select Part-time temporary for Work-Study assignments.
Hourly Paid or Salaried: Select hourly.
Working Hours: Input the working hours per week for this assignment.
Payroll Group. This field identifies if the individual is paid from irregular or regular funds. Never update the payroll group for a Work-Study student. If you think the payroll group should be updated, consult with Financial Aid before moving forward. Email Financial Aid at faworkstudy@boisestate.edu.
People Group: Select Student. Always leave Segment 2 (under 12 months) blank.
After updating applicable fields for the data change, select Continue.
Step 6: Skip the Costing / Funding Details
Costing changes should never be completed for Work-Study assignments.
Step 7: Update Manager Information (optional)
Confirm the accuracy of the line manager listed.
If you are not making any changes to the existing line manager select Continue.
If you are making changes to an employee's existing line manager, select the Edit (pencil) icon.
Add a new line manager by searching for an active employee. Search by Employee name (last name first), Employee Email or Employee ID. Select the appropriate employee name from the drop-down.
After selecting the new employee line manager, select Ok
Select Continue.
Step 8: Enter Salary Information (optional)
If you aren’t updating the employee salary, skip this step.
If you are updating the employee’s salary, enter the following information:
Hourly Rate: Enter the hourly rate of the employee. The adjustment amount and percentage will automatically update according to the hourly rate entered.
Select Continue to open the next section of the form.
Step 9: Add Comments and Attachments
In the Comments and Attachments section, add any applicable comments and attachments to the transaction.
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Please check with your department’s business manager for any required comments or attachments.
Step 10: Confirm Accuracy and Submit Request
Select the Edit icon located on the right each section to expand the section and view details.
After reviewing and verifying any data change updates, select Submit in the upper right corner.
What’s next:
Submitted data changes cannot be edited. If a data change is submitted incorrectly, you will need to withdraw and resubmit a new one.
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Important Note: If the employee being transacted upon is not a faculty member, 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?
If you have additional questions about the process, please contact Financial Aid at faworkstudy@boisestate.edu.
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.