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Employee Costing Change (ECC)

Employee Costing Change (ECC)

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Last updated: Dec 18, 2024 by Natalie Nation
7 min read

Important Notes:

  • The Employee Costing Change (ECC) form is used to change the costing (funding string) on an employee’s assignment.

  • Submitting the ECC form with a prior date will update (correct) the related assignment payroll activity to the new costing indicated on the ECC form.

  • IF you need to update the costing on a supplemental pay that has not been paid out, follow the instructions to update a previously submitted individual compensation (supplemental pay).

  • If you need to correct costing for an inactive employee and their separation date has passed, do not submit an ECC form, rather, submit a payroll correcting entry

  • Employees can incorrectly override their payroll costing by entering costing information on their time cards. If an employee incorrectly overrides their costing, supervisors can delete the costing from the time card within 30 days by following these instructions to edit another employee’s time card. If beyond 30 days, submit an HR ServiceNow Ticket for support. Please provide details about the pay period the time card override occurred.

Step 1: Access the Employee Costing Change Form and Login via Boise State SSO

  1. Access the Employee Costing Change form by selecting this link.

  2. Enter your user name and password in the Boise State single sign on (SSO) window.

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 2: Select your Department from the Drop-Down Menu

  1. Begin by typing the 5 digit HR department number in the Select Department field. The 5 digit number is for the department that ‘houses’ the employee assignment you’re updating the costing on.

If you don't know your department number, locate it on the Department tab of the All Segment Values report.

  1. Select the appropriate department from the drop down field.

Step 3: Select Assignment Status

  1. Select “Yes” or “No” in response to the question, “Is this change for an active assignment?”.

    1. Select “yes” if making changes to an employee costing for an active assignment

    2. Select “no” if making requesting changes to an inactive assignment.

The form will populate additional fields dependent on the selection of Yes or No.

Step 4: Locate the Employee and Enter Manager Information

Step 5: Enter Funding Source Change Details

  1. Answer “Yes” or “No” to question “Are these changes a permanent change to base budget?”

    1. Select Yes if you are making a costing change for an employee with PCN 1 through 4999. The request will be routed to the Office of Budget and Planning for additional review.

    2. Select No if you are making changes to Irregular (5XXX PCNs), Student or Temporary Non Benefit eligible employees, or if there is no change to the base budget (all PCN’s).

  1. Enter the Start Date of the costing change.

  1. Enter the funding string in the table on the form. Funding string fields are labeled Fund, Department, Cost Center, Supplemental and Project.

    1. 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. If you need assistance with calculating percentages to tie with exact salary, reach out to the Office of Budget and Planning at budgetandplanning@boisestate.edu for support.

 

In the example below, the costing change request includes corrections to costing from 11/14/21 – 1/3/22 AND updates to costing for 1/3/22 going forward.

Screenshot of adding another funding string

 

Step 6: Enter Comments

  1. Add any important details about this employee costing change request in the Comments section.

    1. HR Processors read all comments and will reach out to form submitters if any clarification is needed. Best practice is to include details about the reason for the costing change and any notes about the end goal.

Step 7: Enter Additional Reviewer Information

  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.

(Optional) Add Supporting Documentation

If applicable, 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.

Step 9: Submit

After successful validation, a “Submit Request” button will populate.

  1. Select Submit Request to route the request through the approval workflow.

What happens next?

The request will route through an approval workflow.

End of Process

Need help with the steps above?

 

 

 

 

 

 

Office of Continuous Improvement
oci@boisestate.edu
1910 University Dr. Boise, ID 83725-1247