Hire a Non-Benefit Eligible Employee (includes temporary employees)
Important Notes:
If you’re hiring a student that’s currently enrolled in courses, and they are not an existing benefit eligible employee, it’s recommended that you hire them as a student employee rather than a temporary employee. Student employees are exempt from FICA deductions and are able to work up to 40 hours a week in the summer.
Read through the pre-hire and required information below before initiating any hire request in Bronco Hub.
For support with questions about hiring non-benefit eligible employees, please email hrprocessor@boisestate.edu or call (208) 426-1616.
As a best practice, coordinate with your Department Recruiting Coordinator (or DRC) before hiring an employee. If you are not sure who your DRC is, please contact the business manager in your department’s (or Dean’s/VP’s) office for guidance on who you should be coordinating with on your hire/rehire.
Complete the following BEFORE submitting the hire/rehire request:
Submit a 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).
Ensure the employee has an up to date I-9. Visit the Boise State I-9 Process webpage for more information. For assistance with I-9s, email i9information@boisestate.edu.
If you are filling a new position and do not have a Job Code, submit the Temporary Hire Form to obtain one before moving forward with the steps below.
If hiring a Non-U.S. Citizen, consult with HR Processors before moving forward. Email hrprocessor@boisestate.edu with details about the hire you’re wanting to complete.
Required Information to process the hire/rehire request:
Employee ID: if unknown, follow these instructions to request or verify the employee ID.
Legal First and Last Name as used on individual’s social security card
Date of Birth: ask the employee you’re hiring for their DOB.
Address
5-digit Job Code
Business Title
5-digit HR Department ID
Assignment Category: Full time or Part time temporary
Assignment Start Date & End Date
Payroll Group: Identify the payroll group using this resource
Total salary
Hourly rate: If needed, calculate the hourly rate with Hourly/Salary/Fringe Calculator
Supervisor ID or Name
Funding string/source and distribution %
Determine whether the employee will be paid from Regular or Irregular Salaries. Visit the Budget Office FAQs to help make this determination.
Working hours
Steps to Submit a Hire for Non-Benefit Eligible Employee
As a best practice, coordinate with your Department Recruiting Coordinator (or DRC) before hiring an employee. If you are not sure who your DRC is, please contact the business manager in your department’s (or Dean’s/VP’s) office for guidance on who you should be coordinating with on your hire/rehire.
Step 1: Log in to Bronco Hub
Begin by signing in to Bronco Hub.
Select My Team from the top navigation section of Bronco Hub and then select Hire an Employee located below the Quick Actions navigation. If you do not see Hire an Employee in your Quick Actions list, select Show More located at the bottom of the Quick Actions list to view all available options.
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 Communication Info and Direct Reports toggles blank.
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.
Busines Unit: Select IDBSU
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 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 non benefit eligible employee (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
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 (this will auto-populate City, State, and County).
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 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: Select Active with Pay from the drop-down list.
Person Type: Select if their person type for the assignment is Faculty, Staff, or Student.
Business Unit: Defaults to IDBSU
Primary Assignment: Defaults to Yes.
Projected End Date: Input the projected end date. The projected end date can not be greater than 1 year.
Job (Job Code): Begin typing the job name for the position. Select the applicable position name from the drop-down list. Note: if you are unsure of which Job to select, please review the Job Standards Listings webpage. If you are still unsure of what Job to select, please contact Compensation at compensation@boisestate.edu or 426-1616.
Business Title: Input the business title for the assignment (this may be the same as the Job title)
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: This field will auto populate based on the HR ID entered in the Department field. Leave it as is.
Working at Home. This field will default to No. Leave it as is.
Assignment Category. Select either Full-time Temporary or Part-time Temporary from the drop-down list. Note: In Bronco Hub all Regular employees are benefit-eligible and all Temporary employees would be non-benefit eligible. Temporary hires are considered non-benefit eligible and should either be hired to work less than 20 hours a week for an undetermined amount of time, or may work any hours as long as their employment is less than 5 months.If the full-time temporary assignment is expected to last more than 5 months, contact HR at hrs@boisestate.edu.
Full Time or Part Time: Select whether the position is Full time or Part time.
Hourly Paid or Salaried: Select whether this assignment is hourly or salaried.
Working Hours: Input the working hours per week for this assignment, must be a whole number without decimals.
Working Hours Frequency: Select Weekly.
Payroll Group: Select 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: Leave blank.
Limited Service End Date: Leave blank.
Interim Assignment: Select this checkbox if the position is an interim assignment. View the Interim Assignment section of this page to help determine whether or not the checkbox should be selected.
Probation Type: Leave blank.
PCN #: Leave blank.
Class Number: Leave blank.
Context Value: 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 PeopleGroup 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 an option for Under 12 Months or leave this segment blank.
Default Expense Account: Leave blank.
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.
Select Continue.
Step 8: 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 9: 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 10: 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 11: Enter Salary Information
In the Salary section, enter the following information:
Salary Basis: Select the applicable option from Hourly, Pay Per Unit, Prorated Hourly, Prorated Salary, or Salaried.
Hourly Rate: Input the calculated hourly rate for the employee. Please note, it must fall within the salary range shown on the page which is based on the pay grade and job. If you need to calculate the Hourly rate, use the Hourly/Salary/Fringe Calculator.
Once you select a Salary Basis additional fields will load.
Do not select the option to Add Component.
Select Continue.
Step 12: Enter Comments and/or Attachments and Submit Request
Check with your department’s business manager for any required comments or attachments and add them here if relevant.
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?
Once the hire request is submitted, it cannot be edited. 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 still routing through the approval workflow.
Wait until the hire is fully processed and then take appropriate steps to make changes to the assignment.
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 fund 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.
Office of Continuous Improvement
oci@boisestate.edu
1910 University Dr. Boise, ID 83725-1247