Important Notes:

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

  • Run the Active Employee Funding and Pay report to view employee assignment costing.

• 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.

  • The ECC can only be submitted for activity occurring within 6 pay periods from the current pay period. Reference the HR Payroll schedule to determine allowable ECC timeframes.

Guidance for other correction scenarios:

1. Submit a Payroll Correction Request, and do not move forward with the process outlined in this job aid, to complete any of the following:

   1. Correct payroll activity OR supplemental pay occurring greater than 6 pay periods from the current pay period.

   2. Correct payroll activity for an inactive employee whose separation date has passed and their final check has been processed.

   3. Reallocate or correct over- time expenses to or from a sponsored project.

   4. Reallocate fringe amounts as required by sponsored program agreement.

   5. Reallocate partial payroll posting or a fixed amount.

2. Submit the Change an Individual Compensation Plan (ICP) to correct costing or expenses, occurring within 6 pay periods from the current pay period, for a submitted and approved Individual Compensation / Supplemental Pay. If the activity is greater than 6 pay periods, submit a Payroll Correction Request as outlined above.

3. Correcting costing due to timecard overrides. Employees can incorrectly override their payroll costing by entering costing information on their time cards. 

   1. If an employee incorrectly overrides their costing, supervisors can adjust the costing from the time card within 28 days by following these instructions to edit another employee’s time card. 

If beyond 28 days, the department must submit an HR ServiceNow Ticket Request because time card overrides cannot be corrected via the ECC or payroll correcting entry processes.

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.

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

Locate an Active Employee

The “Select Employee” drop down list will provide a list of all active employees included in the department entered in the “Select Department” field. If you don’t see the employee you’re searching for, select “No” for the questions “Is this change for an active assignment” and follow instructions below for the “Inactive Employee”.

1. Choose an employee by selecting the drop down arrow to the right of the “Select Employee” field and selecting the appropriate name from the list. Related employee details will populate in the Employee Information section of the form.

2. Enter the user name of the employee’s supervisor in the Supervisor/Manager field. Select the applicable name.

Locate an Inactive Employees

1. Enter the 9 digit employee ID in the “Employee ID” field and select Find. Related employee details will populate. If known, enter PCN/Job Code and Business Title.

2. Enter the user name of the employee’s supervisor in the Supervisor/Manager field. Select the applicable name.

Important notes regarding costing changes for inactive employees:

• If you are correcting costing for an inactive employee and their separation date has passed, you must submit a payroll correcting entry. If the change involves project funding, you may choose to submit the ECC form if you would like documentation added to the employee file. In this instance, the submitted ECC is not processed by HR Processors; however, the payroll correcting entry is required in order to update costing.

• If you are correcting costing for an inactive employee with a future hire date, move forward with the steps below.

Important notes about permanent base budget changes

• If the changes are a permanent change, you might be required to upload a Budget Transfer Form as supporting documentation when submitting the perceptive form. A Budget Transfer is only required if it will change your appropriated budget for employees with PCNs 1 through 4999.

• To add the Budget Transfer form as a supporting document, select the “Add Supporting Documents” button located at the bottom of the form and follow prompts to add attachment(s).

  • If no upload is needed, attach a blank document.

• For support with Budget Transfers, contact the Office of Budget and Planning at budgetandplanning@boisestate.edu.

The Start Date must correspond to the first day of a pay period unless the position is at least partially sponsored project funded. Visit this link to view the payroll calendar and pay period dates. The form will validate the funding string entered to ensure an active string is submitted.

The exception to the pay period start date requirement: If the action effective date is the same as the hire date, because the hire date does NOT have to occur at the start of a pay period, the request will be approved. In the Comment section, please include the message: “Effective Date is not the start of a pay period, however, it is the Start Date of the position.”

If you are submitting the correction for more than one time frame, you can enter funding strings with multiple start dates by selecting Add Another Start Date and following the same steps outlined above, beginning with “Enter the Start Date of the costing change”.

This form does not include an “End Date” field. Costing on the assignment will be updated according to the dates entered on the form. In the example above, the employee will have two costing strings on their assignment for 11/14/21-1/3/22. Those costing strings will be updated to the single costing string listed for 1/3/22 start date.

If you need to revise the start or end dates of a previously submitted costing change, you will need to submit another form with updated costing information and include notes in the comments section about what’s needed.

Amounts listed in comments will not be used as replacement for funding distribution percentages added in the Funding Source section of the form.

If you are submitting this form as supplemental department documentation for an inactive employee payroll correction (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) add a comment that states “For documentation purposes only”.

If multiple approvers are required, select the green + to the right of the approvers email field to add additional approvers.

Select the red – to the right of the approvers if you need to delete an approver added by mistake.

If required information is missing an error will appear and the required fields will highlight red so you know which field(s) still needs to be filled out.

Following up on the status of the submitted request:

You can check the status of forms you have submitted using the following link: formstatus.boisestate.edu.

Important notes:

• Only the person that submitted the perceptive form will have access to follow up on the approval workflow using the forms status link.

• The form status page will only display information for perceptive forms that still need approval/processing. Once requests have been processed, the request will show “completed.” Forms will stay in a completed workflow for 2 days and then be archived If all forms submitted have been fully approved and archived, you will see a message that states “No forms found.”

For assistance with technical or routing issues, assistance finding forms, or to find out the status of a form submit an HR Service Request form.

If you have suggestions to improve the instructions in this job aid, please submit an OCI Service Request ticket.