Hire a Graduate Assistant (Graduate Assistantship)
Important Notes:
Before initiating the hiring process in Bronco Hub, review the Graduate Assistantships Policy 7170 to confirm all requirements (e.g. contract period, minimum hours worked and salary) are met.
GAs are non benefit-eligible employees and receive coverage on the university GA health insurance plan. Visit the The Graduate Assistantship Process website for more information about GAs.
Complete the following BEFORE submitting the hire/rehire request:
Background Check: 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 specific criteria (review this information carefully).
Required Information to process the hire/rehire request:
Employee ID: the employee ID is the same as the student ID. If unknown, follow these instructions to request or verify the employee ID.
Student Home Address including the Country. If needed, the student can update their address after being hired. Confirm the right address is listed so the GA receives the check at the correct location.
Student Date of Birth. Let the student know this information is required in order to hire them.
You will need to calculate their hourly rate, regardless of type of pay, using this calculator provided by Human Resources.
Step 1: Log in to Bronco Hub and Access Hire an Employee
Begin by signing in to Bronco Hub.
Select My Team from the navigation ribbon.
Select Hire an Employee from the Quick Actions menu located on the left hand side of Bronco Hub.
If you do not see Hire an Employee in the quick actions menu, select Show More located in the bottom left corner Quick Actions menu. Then select Hire an Employee.
Step 2: Select Info to Include
If you miss this step, you will have to start the hiring process over.
Select the Addresses toggle. This is required to process the hire.
Leave the Direct Reports and Communication toggles unselected.
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.
Business Unit: Enter IDBSU. IDBSU should be the only available option.
Select Continue.
Step 4: Complete the Personal Details Section
In the Personal Details section, enter the following information about the individual being hired and skip the fields that are not listed below:
Person Number: Enter the Employee/Student 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.
Potential System Errors
“A person number with this value already exists. Enter a unique value.”, means the individual has been employed at the university before and is considered a rehire rather than a new hire. If you receive the value already exists error, do not continue with the steps below, instead follow the instructions to rehire a GA (begin on step 5 of this resource).
“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: Enter new Hire Address Information
Bronco Hub does not accept international addresses. If hiring a GA who is an international student, enter the address of the university (1910 W University Dr, Boise, ID 83725). Once the employee is hired, they should update their address in Bronco Hub to avoid paycheck delays.
Select the +Address button and enter the following details:
Country: defaults to United States. If the field does not default, search for United States and select it from the list.
Type: Select Home Address.
Address Line 1: Enter the employee address. The address must be a US address. If needed, the adjunct can update their address in Bronco Hub once they are hired.
Zip Code: Select the zip code from the drop down
City: This will auto-populate based on the zip code entered.
State: This will auto-populate based on the zip code entered.
County: This will auto-populate based on the zip code entered.
Select Save.
Note: After selecting Save you may receive a warning message notifying you that the system “found an address that closely matches this address.”
Review the Recommended Address.
If the recommended address is complete and accurate (ex. includes apartment number if relevant), select the Recommended Address as it includes the correct United States Postal Service (USPS) format.
If the Recommended Address is not accurate, select the Entered Address.
Select Continue.
Step 6: SKIP Legislative Information
Do not enter any information in the Legislative Information section. Select Continue.
Step 7: Enter Assignment 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 Assignment Details section, enter the following information:
Assignment Status: Active - With Pay
Person Type: Select Student. Note: only Graduate Assistants and Student Adjuncts are hired through Bronco Hub. All other students are hired through the Campus Solutions - Student Hire form.
Business Unit: Defaults to IDBSU
Primary Assignment: Defaults to Yes.
Projected End Date: Input the contracted end date. Graduate Assistants must have an end date within one year.
Job: Begin typing the job name or number for the position. Then select it from the drop-down list. The following are job codes for Graduate Assistantships:
49120 = Graduate Research Assist - SALARY
49110 = Graduate Teaching Assist - SALARY
49111 = Graduate Teaching Assist - HOURLY
49181 = Graduate Service Assistant - HOURLY
49180 = Graduate Service Assistant-SALARY
DO NOT USE: 49100
Business Title. Input the business title for the assignment. Use one of three approved titles for GA positions:
Graduate Teaching Assistant (GTA),
Graduate Research Assistant (GRA),
Graduate Service Assistant (GSA)
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.
Reporting Establishment: Boise State University
Location: Do not update this field. The location field will auto-populate upon input of a correct and up-to-date department code in the department field. The department ID correlates with the mail stop code to provide the location field. Visit Mail Stop Codes by number for a list of current departments and the related mail stop.
Working at Home: This field will default to No. Leave it as is.
Assignment Category: Always select Part-time Temporary from the drop-down list.
Full Time or Part Time: Always select Part Time from the drop-down list.
Hourly Paid or Salaried: Select either Hourly or Salary from the drop-down list.
Working Hours: Input the working hours per week for this assignment.
Working Hours Frequency: Select Weekly.
Payroll Group: Select Student Hrly (SH) if the GA is paid hourly or select Temp Salary (TS) if the GA is paid a salary.
Overtime Period: Leave blank.
Limited Service End Date: Leave blank.
Interim Assignment: Leave blank.
Probation Type: Leave blank.
PCN #: Leave blank.
Class Number: Leave blank.
Context Value: Leave blank.
People Group: Click into the PeopleGroup field and select select Student from the Person Group drop down list. Select Ok. ALWAYS leave the Under 12 months segment blank.
Default Expense Account: Leave blank.
Select Continue.
Step 8: SKIP Additional Assignment Info
Do not enter any information in the Additional assignment info section. Select Continue.
Step 9: Enter Costing / Funding Details Information in the Additional Assignment Info Section
When you enter numbers into the Costing fields, they may not immediately appear, due to the size of the field. After you have entered all details, select the checkmark and the fields will then display your entries.
Check out the Funding Segment String Overview for more information on funding segments that making up a costing (funding) string.
The Costing fields are used to allocate payroll. If you don’t need to change the employees payroll costing (funding) string, leave the fields blank.
From the Costing / Funding Details section, select the + (plus) icon, then select the pencil icon 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 the checkmark to the right of the funding details fields to display all the entries.
Repeat the steps above to add additional funding strings.
The percentage total for all lines of funding must equal 100%.
Select Continue.
To learn more about funding strings, visit the Funding Segment String Overview.
If you enter numbers into a costing segment field, but you don’t see the numbers, procede with your entry and then select outside of the field. Your entry should then be visible.
Step 10: Enter Manager Information
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 Save.
Select Continue.
Step 11: Enter Payroll Details
Enter the following information the Payroll Details section:
Tax Reporting Unit: Select Boise State University
Overtime Period for Assignment: Leave blank
Time Card Required for Assignment: Select Yes if time card is required for payroll. Select No if not required. Time cards are required for hourly employees.
Payroll Frequency must be added in the Payroll Details section of the hire.
To add Payroll Frequency, select Add to the right of Payroll Frequency.
Select Biweekly from the Payroll drop down menu.
Time Card Required for Assignment: Select Yes if time card is required for payroll. Select No if not required. Time cards are required for hourly employees.
Select Save.
Select Continue.
Step 12: Enter Salary Information
In the Salary section, enter the following information:
Salary Basis: Select either Hourly, Salary or Prorated Salary.
Select Hourly if you are hiring an hourly GA position (Job codes: 49111 and 49181). Hourly employees must submit a timecard for hours worked.
Select Salary if you are hiring a GA for a salary position.
Hourly Rate: Input the calculated hourly rate for the Graduate Assistant using the Hourly/Salary/Fringe Calculator. Please note, the GA salary must meet the minimum salary as set by the university.
Once you select a Salary Basis additional fields will load.
Do not select the option to Add Component.
Select Continue.
Step 13: Enter Comments and Attachments and Submit
Check with your department’s business manager for any required comments or attachments and add them here if relevant.
Select Save Comment and Submit
If you do not select Save Comment, your comments will not be visible in the approval workflow.
To make changes to comments, select Edit Comment, make the necessary changes and select Save Comment.
Select Submit.
What’s next:
The submitted request will route through the approval workflow (details below).
What options do I have to edit the request after it’s been submitted?
If edits are needed, there are two options:
Withdraw the hire request and submit a new hire request with corrected information. Hire requests can only be withdrawn if they are routing through the approval workflow. Access the initiated tasks job aid for more information on access submitting requests.
Wait until the hire is fully processed and then take appropriate steps to edit (eg submit salary change or a data change).
What is the standard approval routing for hires 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 sponsored project funded transactions) the funding source manager must add the approvers as an AdHoc action.
Follow up on the approval status of the hire request:
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.
When viewing approval workflow details, 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.est ticket