Important Notes
If you’re hiring a student that’s currently enrolled in courses, and they are not an existing benefit eligible employee, it’s recommended that you hire them as a student employee rather than a temporary employee. Student employees are exempt from FICA deductions and are able to work up to 40 hours a week in the summer.
Read through the pre-hire and required information below before initiating any rehire request in Bronco Hub.
For support with questions about hiring non benefit eligible employees, please email hrprocessor@boisestate.edu or call (208) 426-1616.
As a best practice, coordinate with your Department Recruiting Coordinator (or DRC) before hiring an employee. If you are not sure who your DRC is, please contact the business manager in your department’s (or Dean’s/VP’s) office for guidance on who you should be coordinating with on your hire/rehire. If you are new to the Bronco Hub hiring process, check out these HR training slides for helpful information.
Pre-Hire Steps
Ensure the employee has an up to date I-9. Visit Form I-9 for more information. For assistance with I-9s, email i9information@boisestate.edu.
If you are filling a new position and do not have a Job Code, submit the Temporary Hire Form to obtain one before moving forward with the steps below.
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 certain specific criteria (review carefully).
Visit Background Check Request for steps to submit a background check. Background check submission is required before you can submit the hire in Bronco Hub.
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.
Required Information to process the hire/rehire request:
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.
Legal First and Last Name as used on individual’s social security card
Date of Birth: ask the employee you’re hiring for their DOB.
5-digit Job Code
Business Title
5-digit HR Department ID
Assignment Category: Full time or Part time temporary
Assignment Start Date & End Date
Payroll Group: Identify the payroll group using this resource
Total salary
Hourly rate: If needed, calculate the hourly rate with Hourly/Salary/Fringe Calculator
Supervisor ID or Name
Funding string/source and distribution %
Determine whether the employee will be paid from Regular or Irregular Salaries. Visit the Budget Office FAQs to help make this determination.
Working hours
Steps to Submit a Re-Hire for Non Benefit Eligible Employee
As a best practice, coordinate with your Department Recruiting Coordinator (or DRC) before hiring an employee. If you are not sure who your DRC is, please contact the business manager in your department’s (or Dean’s/VP’s) office for guidance on who you should be coordinating with on your hire/rehire. If you are new to the Bronco Hub hiring process, check out these HR training slides for helpful information.
Step 1: Log in to Bronco Hub
Begin by signing in to Bronco Hub.
Select My Organization from the top navigation section of Bronco Hub and then select Hire an Employee located below the Quick Actions navigation. If you do not see Hire an Employee, select Show More located at the bottom of the Quick Actions list to view all available options.
Step 2: Select Info to Manage
If you miss this step, you will have to start the hiring process over.
Select the Addresses checkbox. This is required to process the hire.
Leave the Add Direct Reports and Communication checkboxes blank.
Select Continue.
Step 3: Complete the When and Why Section
In the When and Why section, enter the following information:
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.
Legal Employer: Select Boise State University from the drop down menu.
What’s the way to hire an employee? Select Hire.
Why are you hiring an employee? Select New Hire even if the individual is a rehire.
Select Continue.
Step 4: Complete the Personal Details Section
In the Personal Details section, enter the following information about the individual being hiring:
Person Number: Enter the Employee ID number
Last Name: Enter the last name of the employee being rehired
First Name: Enter the first name of the employee being rehired
Date of Birth. The format for the date of birth must be MM/DD/YY
After entering the Personal Details, select Continue.
Because you are submitting a rehire, the system will populate the following message “A person number with this value already exists. Enter a unique value.”
Select “Ok” in the Error message pop up window.
Other Errors you might encounter at this step
“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 to hire an existing employee in an additional assignment.
Step 5: Update the Hire to Rehire
To move forward with the rehire, delete the last digit of their Person Number so the system recognizes the employee record.
Select Continue.
The system will generate potential matches for the employee you are hiring.
Select the matching record that include a business title.
Never select a radio button with a missing business title because the record is tied to someone's emergency contact or beneficiary.
DO NOT select 'No match, add person'.
If no potential matches are shown and the Addresses page displays instead, stop entering data in the form and submit an HR Support Request for support with next steps. The problem may be the employee does not have a Date of Birth in Bronco Hub, or there is a name mismatch, which will prevent a match from being found.
After locating and selecting the person match, the system will generate a Warning, “Before you create a work relationship, we've found an existing person that may be the same person you're hiring. Is this the person you want to hire?”
Select Ok.
Step 6: Select Info to Manage
If you miss this step, you will have to start the hiring process over.
Select the Addresses checkbox. This is required to process the hire.
Select the Assign Managers checkbox.
Leave the Add Direct Reports checkbox blank
Select Continue.
Step 7: Enter When and Why Details
In the When and Why section, select Rehire from the drop down titled *Why are you adding a work relationship?
All other fields in the When and Why section should automatically populate.
When is the work relationship start date? Defaults to today’s date.
Legal Employer: Boise State University
What’s the way to create the work relationship? Defaults to rehire
Select Continue
Step 8: Review Personal Details to Confirm Accuracy
The information from the person details section will populate based on the employee search match selected in step 5.
Review the employee details for accuracy and select Continue.
Step 9: SKIP Address Information and Legislative Information
BECAUSE THIS IS A REHIRE AND EMPLOYEE ADDRESS IS ALREADY ON FILE WITH THE UNIVERSITY, DO NOT ENTER AN ADDRESS.
Entering an address will cause the rehire request to be rejected once it’s processed through approval workflow.
Select Continue to bypass the Address section.
Do not enter any information in the Legislative Information section. Select Continue.
Step 10: Enter Employment Details
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.
In the Employment Details section, enter the following information:
Assignment Status: Select Active with Pay from the drop-down list.
Person Type: Select if their person type for the assignment is Faculty, Staff, or Student. Please note, only Graduate Assistants and Student Adjuncts are hired through Bronco Hub. All other students are hired through the Student Hire form.
Business Unit: Enter IDBSU
Projected End Date: Input the projected end date. Must have an end date of not more than 1 year..
Job (Job Code): Begin typing the job name for the position. Select the applicable position name from the drop-down list. Note: if you are unsure of which Job to select, please review the Job Standards Listings webpage. If you are still unsure of what Job to select, please contact Compensation at compensation@boisestate.edu or 426-1616.
Business Title: Input the business title for the assignment (this may be the same as the Job title)
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.
Location: This field will auto populate based on the HR ID entered in the Department field. Leave it as is.
Working from Home. This field will default to No. Leave it as is.
Assignment Category. Select either Full-time Temporary or Part-time Temporary from the drop-down list. Note: In Bronco Hub all Regular employees are benefit-eligible and all Temporary employees would be non-benefit eligible. Temporary hires are considered non-benefit eligible and should either be hired to work less than 20 hours a week for an undetermined amount of time, or may work any hours as long as their employment is less than 5 months.If the full-time temporary assignment is expected to last more than 5 months, contact HR at hrs@boisestate.edu.
Hourly Paid or Salaried: Select whether this assignment is hourly or salaried.
Working Hours: Input the working hours per week for this assignment, must be a whole number without decimals.
Payroll Group: Type the appropriate Payroll Group in this field. The Payroll Group field identifies the type of employee. Use this resource to verify the applicable payroll group to enter.
Interim Assignment: Select this checkbox if the position is an interim assignment. View the Interim Assignment section of this page to help determine whether or not the checkbox should be selected.
Probation Type: Leave blank
PCN: Leave blank
People Group: Select the applicable employment type by choosing the blue search box. This field identifies if the individual is Faculty, Professional, Classified, Student, or Temporary and if they are paid from irregular or regular funds. Select the blue magnifying glass icon to update this field.
If you select People Group as Faculty, Professional, or Classified, and they are working 12 months, leave Segment 2 (under 12 months) blank.
If you select People Group as Faculty, Professional, or Classified and they are working less than 12 months AND the employee will be paid out over the span of 12 months, select the applicable working months from the drop-down. Options are 9 months, 10 months and 11 months. If the employee is working less than 12 months and will be paid for the duration of their appointment (e.g. 3 month appointment to be paid out over the 3 months) leave Segment 2 (under 12 months) blank
If you select People Group as Temporary or Student, always leave Segment 2 (under 12 months) blank.
Select Continue.
Step 11: 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.
From the Info Group drop down, select Costing / Funding Details then select the Add button and input the following:
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.
Fund. Input the 4 digit funding source type and select it from the drop-down list.
Department. Input the 5 digit department ID and select it from the drop-down list.
Cost Center. Input the 7 digit cost center and select it from the drop-down list.
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.
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.
Select OK. Then select Continue.
Step 12: Enter Manager Information
In the Assign Managers section, the manager field defaults to the individual creating the New Hire.
Designate a manager for the hire:
Select the Edit icon.
Type the individual’s first or last name in the *Name field drop down.
Select the applicable name from the drop-down list.
Select Line manager in the Type field.
Select OK.
Select Continue.
Step 13: Skip Payroll Details
***BECAUSE THIS IS A REHIRE, DO NOT ENTER ANYTHING IN THIS SECTION OF THE FORM.***
Select Continue.
Step 14: Enter Salary Information
In the Salary section, enter the following information:
Salary Basis: Select the applicable option from Hourly, Pay Per Unit, Prorated Hourly, Prorated Salary, or Salaried. This should align with the selection criteria from the Employment Details section for “Hourly Paid or Salaried”.
Once you select a Salary Basis additional fields will load.
Do not select anything from the Choose Components dropdown.
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.
Underfill End Date: Leave blank or enter applicable date.
Select Continue.
Step 15: Enter Comments and Attachments
Please check with your department’s business manager for any required comments or attachments.
Step 16: Review Hire 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:
Once the rehire request is submitted, it cannot be edited. If edits are needed, there are two options:
Withdraw the rehire request and submit a new hire request with corrected information. Hire requests can only be withdrawn if they are still routing through the approval workflow.
Wait until the rehire is fully processed and then take appropriate steps to make changes to the assignment.
How can I follow up on the status of the request once it’s submitted?
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.
What is the standard approval routing for rehires submitted in Bronco Hub?
Submitted hires route to the following:
The line manager (supervisor) of the employee being transacted upon.
The funding source manager(s) for the employee assignment home department/HR Department. Example, employee has a job in Athletics, the home department of the employee assignment is 97400
Graduate College if the transaction includes job codes: 49120, 49110, 49111, 49181, 49180
Human Resources
College / Division is the last approval
Provost if the person being transacted upon is faculty
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.
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
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.