Step 1: Access the Change in Contract Working Dates Form and Log in via Boise State SSO.

1. Access the Change in Contract Working Dates form by selecting this link

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

Step 2: Select the Employee HR Department

1. Type the 5 digit HR department of the department that houses the employee assignment record in the “Select Department” drop-down field.

2. Select the appropriate department.

Step 3: Select Assignment Status

1. Select either “Yes” or “No” for 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 (e.g. employee has been hired but their start date is in the future).

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

Step 4: Locate the Employee

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.

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.

Locate an Inactive Employee

1. Enter the 9 digit employee ID in the “Employee ID” field and select Find. The employee name, Department ID and Department Name will populate based on the ID number found. You may also use the following fields to locate the employee:

   1. Enter the Assignment Number for the employee’s assignment. The Assignment Number field can be left blank if you do not have access to the assignment number.

   2. Enter the employee PCN (Position Control Number) /Job Code and Business Title. Note: HR Processors will update the employee job record to reflect the Business Title entered on this form.

   3. Enter the user name (first part of the employee’s Boise State email address) employee’s manager in the Supervisor/Manager UserName field.

After locating the employee, related employee details will populate in the Employee Information section of the form.

Step 5: Enter Action and Contract Information

1. There are three actions that can be completed in the Action Information section. You do not need to fill out the form for each of the sections but will need to complete at least one (1) of the following:

   1. Change in Tenure: select this option to correct or change tenure. Contact the Provost Office for questions related to tenure.

   2. Change in months: if the employee is taking on new duties or being promoted. Once you enter the desired number of months, it will open up the contract start and end dates.

   3. Change in contract clause: correction or to update the contract in the middle of the contract year. Fill in the appropriate clause name in the contract clause field.

2. Enter required information in the Action Information section of the form for the change you are making.

   1. Effective Date: Enter the effective date of the change. This date must be on the Sunday at the beginning of a pay period.

   2. Months: If the employee will be paid out over the span of 12 months and is working less than 12 months, select the applicable working months from the drop down field. Options are 9 months, 10 months and 11 months.

   3. Tenure: Select the appropriate classification regarding the employee’s tenure based on if tenure is not applicable, if they are on a tenure track, or if they have earned tenure status. If you are unsure of tenure status or have questions regarding tenure, please reach out to the Office of the Provost.

3. Complete the following in the Off Contract Start/End section of the form:

   1. Enter the start and end dates the employee will be off contract and when they will be back on contract.

   2. Any comments regarding whatever the final result they expect to see from the changes that are being made in the system may be added below for additional context. Faculty contract start and end dates may be found in this link.

Step 6: 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. A couple of examples include but are not limited to: attaching an incorrect contract with the needed changes, or a screenshot of a submitted data change that will need to be reflected in a new contract.

Step 7: Validate the 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 the form has been validated as complete, a “Submit Request” button shall appear at the bottom of the form. Select this button to submit the form, and it will be routed forward for approvals.

What happens next?

The request will follow the appropriate approval workflow.

End of Process

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