Add an Assignment to an Existing Employee
Important Notes:
Additional Assignments are only applicable for temporary non-benefit eligible employees. Do not add an assignment for a salaried, benefit eligible employee. If a salaried employee is completing work beyond their regular duties and needs additional compensation, follow the instructions outlined in Add Individual Compensation (supplemental pay). Example scenarios involving salaried employees and additional compensation are outlined in the section below.
Additional assignments for Classified Employees: While classified employees can be hired into adjunct positions, there are rare occasions when an existing benefit eligible employee would be hired into a temporary secondary job. If you are attempting to hire an existing benefit eligible employee into a temporary position, call (208) 426-1616 or email hrprocessor@boisestate.edu to consult with an HR Processor before initiating the hire.
Additional assignments for student positions: If you are adding an assignment for a student position, you must submit the additional assignment by following the hire a student employee instructions linked here.
Add an additional assignment to an existing employee for a graduate assistantship: proceed with the steps outlined in this job aid.
If the employee is currently hired as a non-GA and you want to add an assignment for a GAship, you need to get approval from the Graduate College before continuing.
When adding a permanent concurrent assignment to an active employee, you will also need to calculate their hourly rate using the Hourly/Salary/Fringe Calculator provided by Human Resources.
The Employee ID is required when submitting an additional assignment in Bronco Hub. If needed, follow these instructions to request or verify the Employee ID for the individual you’re hiring into a secondary position.
Example scenarios: when to request additional compensation / supplemental pay for salaried employees whose responsibilities and temporary assignment(s) go beyond their regular duties:
Additional assignments and activities such as those sponsored by the Division of Extended Studies, like the Osher Institute or concurrent enrollment duties,
Specially approved work on a University-administered sponsored project,
Special projects assigned as additional duties,
Teaching additional classes that are not part of Regular Duties on an exceptional basis.
Additional responsibilities and assignments of a long term or permanent nature may be considered justification for adjustment of the employee’s institutional Base Salary rather than justification for Supplemental Pay compensation. If you have questions about a specific scenario, email HRProcessor@boisestate.edu with details about what you’re trying to accomplish.
Step 1: Log in to Bronco Hub and Locate the Employee
Begin by signing in to Bronco Hub.
Locate the employee (see the note below).
In Bronco Hub, employees can be located one of two ways:
Employee is your direct report:
Select My Team from the top navigation and then select Team Activity Center.
Direct reports will populate. Select the three dots (…) to the right of the employee name, select View More to display the full list of actions. Locate and select Add Assignment by scrolling through the list or using the search bar at the top of the list.
Employee is not your direct report:
Select My Organization from the top navigation section of Bronco Hub and then select Show More located at the bottom of the left hand Quick Actions list. Select Add Assignment located in the Employment section (if needed, use CTRL+F to search for the option).
After selecting Add Assignment, use the search bar to search for the employee. Search by Employee name (last name first), Employee Email or Employee ID. Select the employee name from the drop-down.
Step 2: Select Info to Include
If the employee has direct reports, a Direct reports toggle will display.
If you would like to add direct reports, select the Direct reports toggle. Otherwise, leave the toggle unselected.
Select Continue.
Step 3: Enter When and Why Details
In the When and Why section, enter the following information:
When does the assignment start? Enter the start date of the add assignment. (The start date needs to be after the current active assignment.)
Will the assignment be temporary or permanent? Select Permanent.
Temporary will be listed as an option but Permanent must be selected. All Boise State employees are hired “at will” and the selection of Permanent is solely for this system process. As an at-will employee, employment with Boise State University will be for no specified period.
What’s the way to add the assignment? Select Add Assignment.
Why are you adding the new assignment? Select Add Assignment.
Select Continue.
Step 4: Enter Assignment Details
The Assignment section of the form will automatically populate with information about the employee’s current primary assignment.
Delete the information that auto–populates and update the details so they align with the position you are hiring. If you are adding an assignment for a GA position, enter assignment details as outlined in this section.
Person Type: Select Faculty (for adjunct), Staff (for temporary), or Student (graduate or student adjunct)
Business Unit. Leave as IDBSU
Primary Assignment: Leave this as No.
Projected End Date: Input the projected end date.
Job (Job Code): 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 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: Select Boise State University
Location: This field will auto populate based on the HR ID entered in the Department field. Leave it as is.
Assignment Category: Select whether this assignment is full-time temporary (40 hours per week), part-time temporary (less than 40 hours per week).
Hourly Paid or Salaried: Select whether this assignment is hourly or salaried.
Working Hours: Input the working hours per week for this assignment.
Working Hours Frequency: Leave as weekly
Payroll Group. Type the appropriate Payroll Group in this field. The Payroll Group field identifies the type of employee. Use this resource to verify the applicable payroll group to enter.
Overtime Period:
Limited Service End Date: Leave this field blank.
Interim Assignment: Do not check this box.
Probation Type: Leave blank.
PCN #: Leave this field blank.
Shift Eligible: Leave blank
Class Number: If the assignment is an adjunct enter the 5 digit course number. For all other assignments leave blank.
People Group: This field identifies if the individual is Faculty, Professional, Classified, Student, or Temporary and if they are paid from irregular or regular funds.
To select an option, click in the People Group field and select a value from the list. Refer to this matrix if you don’t know which option to select.
After selecting the applicable PeopleGroup designation, select the applicable option for Under 12 Months.
Default Expense Account: DO NOT MODIFY THIS FIELD. This field does not tie to the assignment costing (funding) string. Assignment costing is added in the next step.
Select Continue.
Confirm People Group selection details are accurate:
If you select Faculty, Professional, or Classified, and they are working 12 months, leave the Under 12 Months Segment blank.
If you select 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 Temporary or Student, always leave Segment 2 (under 12 months) blank.
Assignment details needed for a GA position.
If you aren’t adding an assignment for a GA position, go to the next step.
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: Select IDBSU from the drop down
Projected End Date: Input the contracted end date. Graduate Assistants must have an end date no further out than 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), or
Graduate Service Assistant (GSA)
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.
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.
Payroll Group: Select Student Hrly (SH) if the GA is paid hourly or select Temp Salary (TS) if the GA is paid a salary.
Interim Assignment: Leave Blank
Probation Type: Leave blank
PCN #: Leave blank
People Group: Select the People Group icon then select Student from the Person Group drop down list. Select Ok. ALWAYS leave the second segment (under 12 months) blank.
Select Continue.
Step 5: Enter Costing / Funding Details Information
Assignment costing is used to allocate payroll and related fringe charges. Visit the All Segment Values report for a list of active funding segments.
Due to the size of the fields, you may not see the funding codes you have entered until you select the checkmark to apply costing details.
Select the + (Add) to add a row for entering costing / funding details.
Select the pencil icon to edit assignment costing.
Enter costing details in the following fields:
Percent: Percent of costing that should be allocated to this fund source.
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 under the Action column to apply and view costing details.
If assignment costing is charged to more than one funding segment, select the + (plus) icon to add an additional funding segment. Note: funding segment percentages must total to 100.
Select Continue.
Step 6: Verify or Update Manager Information
In the Maintain Managers section, the manager field defaults to the current line manager.
If the manager will not change with the new assignment, select Continue.
If you need to change the manager, select the Edit icon.
In the name search field, delete the existing name and begin typing the individual’s last name and first name, then select them from the drop-down list.
Keep Line manager selected in the Manager Type field.
Select Save.
Select Continue.
Step 7: Enter Salary Information
In the Salary section, enter the following information:
Salary Basis: Select the applicable option from Hourly or Salaried.
Hourly Rate: Input the calculated hourly rate for the employee. If the hourly rate does not fall within the acceptable pay range for the position, an error message will appear stating that “the salary amount is outside the worker’s salary range.”
Select Continue.
Step 8: Add Comments and/or Attachments and Submit
Add detailed comments and any pertinent attachments to help approvers and HR Processors understand specifics involved with the additional assignment. Any comments you add will display in the email notification received by approvers.
Consult with your department’s business manager for any internal required comments or attachments.
Select Submit.
What’s next:
Once submitted the additional assignment request will route to the following:
The line manager (supervisor) for this add assignment.
The funding source manager(s) for the department ID for this action
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.
How can I follow up on the status of the request once it’s submitted?
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.
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.
Office of Continuous Improvement
oci@boisestate.edu
1910 University Dr. Boise, ID 83725-1247