Step 1: Log in to Bronco Hub and Locate the Employee

1. Begin by signing in to Bronco Hub.

2. Locate the employee.

Step 2: Select Info to Manage

1. If you are assigning the employee direct reports while completing the employee demotion, select the checkbox titled Add Direct Reports.

2. Select Continue.

Step 3: Enter Demotion Information in the When and Why section

In the When and Why section, enter the following information:

1. When does the transfer start? This is the date the demotion is effective.

2. What’s the way to transfer? Select Demotion.

3. Why are you transferring? Select either Involuntary or Voluntary.

4. Select Continue.

Step 4: Update Appropriate Data Change Details

In the Data Change section, update the applicable information.

Notes about entering details in each field are outlined below:

• Person Type: Select if their person type for the assignment is Faculty, Staff, or Student.

• Business Unit: is always IDBSU.

• Job: Begin typing the job name for the position. Then select it from the drop-down list.

• 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’s mail stop 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: Select whether this assignment is full-time regular, full-time temporary, part-time regular, or part-time temporary.

• Hourly Paid or Salaried: Select whether this assignment is hourly or salaried.

• 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. Select the applicable Payroll Group code from the drop-down.

• 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. Use this resource to verify the applicable people group (column G) to enter.

  • 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.

  • Make the appropriate selection for People Group and select OK.

• After updating applicable fields for the data change, select Continue.

Step 5: Costing / Funding Details (do not use these fields)

HR Processors cannot make costing changes to an assignment if the request is submitted as part of a demotion. To update an employee’s costing, submit an Employee Costing Change as outlined in this job aid.

If needed, departments can choose to use the demotion costing fields for internal communication purposes.

Step 6: Update Manager Information (optional)

Confirm the accuracy of the line manager listed.

1. If you are not making any changes to the existing line manager select Continue.

2. If you are making changes to an employee's existing line manager, select the Edit (pencil) icon.

3. 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.

   1. After selecting the new employee line manager, select Ok

4. Select Continue.

Step 7: Enter Salary Information (optional)

1. If you aren’t updating the employee salary, skip this step.

2. If you are updating the employee’s salary, enter the following information:

   1. Hourly Rate: Enter the hourly rate of the employee. The adjustment amount and percentage will automatically update according to the hourly rate entered.

3. Select Continue to open the next section of the form.

Step 8: Reassign Existing Reports (optional)

If you selected the Reassign Existing Reports tile in the “When and Why” section, you will have an option to reassign any existing reports.

1. Select the Select All box to reassign all existing direct reports to a new line manager.

2. If you are only reassigning some direct reports, select the box next to the individual or individuals you want to reassign.

3. Search for proposed manager field, begin typing the first and last name of the new line manager and select their name from the drop-down list.

4. Select Continue to open the next section of the form.

Step 9: Enter Direct Reports Information (optional)

If you selected the Add Direct Reports tile, tile in the “When and Why” section, you will have the option to add direct reports.

1. Add a direct report by searching for their name (last name first).

2. Select the individual from the drop-down list.

3. Add as many reports as needed.

4. Select Continue to open the next section of the form.

Step 10: Add Comments and Attachments

1. In the Comments and Attachments section, add any applicable comments and attachments. Check with your department’s business manager for any required department specific comments or attachments.

2. Select Continue to open the next section of the form.

Step 11: Confirm Accuracy and Submit the Request

1. Select the Edit icon located on the right each section to expand the section and view details.

2. After reviewing and verifying any data change updates, select Submit at the top of the page.

What’s next:

Submitted demotions cannot be edited. If a demotion request is submitted incorrectly, you will need to withdraw and resubmit a new one.

Once submitted the data change request will route to the following:

1. The line manager (supervisor) of the employee being transacted upon.

2. 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

3. Graduate College if the transaction includes job codes: 49120, 49110, 49111, 49181, 49180

4. Human Resources

5. College / Division is the last approval

6. Provost if the person being transacted upon is faculty

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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