Rehire 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 rehire 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:
Ensure the employee has an up to date I-9. Visit Form I-9 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.
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).
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.
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 Re-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 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.
Step3: 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.
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: Select IDBSU.
Select Continue.
Step 4: Complete the Personal Details Section
In the Personal Details section, enter the following information about the individual being hiring:
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.
Because you are submitting a rehire, the system will populate the following error “A person number with this value already exists. Enter a unique value.”
To bypass the error, delete the last digit from the Person Number field and select Continue.
Step 5: Update from Hire to Rehire
Select the plus sign + on the row of the Matching persons record. Do not create a new record by selecting the row below New person being added.
If you receive an error message “This person has an active assignment of the same type with the same legal employer” it 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.
If you do not receive the active assignment error, a pop up window will display asking “Add another work relationship for this person?” Select Ok.
Step 6: 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.
Do not select the Biographical info or Direct Reports toggles.
Select Continue.
Step 7: Enter When and Why Details
In the When and Why section complete the following fields:
What’s the way to create the work relationship? Select Rehire.
Why are you adding a work relationship? Select Rehire.
Business Unit: Select IDBSU.
All other fields in the When and Why section should automatically populate.
When is the work relationship start date? Defaults to today’s date.
Legal Employer: Boise State University
Select Continue.
Step 8: Review Personal Details to Confirm Accuracy
Select Continue.
Step 9: Addresses
BECAUSE THIS IS A REHIRE AND EMPLOYEE ADDRESS IS ALREADY ON FILE WITH THE UNIVERSITY, DO NOT ENTER AN ADDRESS.
Entering an address will cause the rehire request to be rejected once it’s processed through approval workflow.
Select Continue to bypass the Address section.
Step 10: Legislative Information
Do not enter any information in the Legislative Information section. Select Continue.
Step 11: Enter Assignment Details
In the Assignment section, enter the following information:
Assignment Status: Select Active with Pay from the drop-down list.
Person Type: Select the relevant person type for the assignment (Faculty, Staff, or Student).
Projected End Date: Input the projected end date. The end date must be within one 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: Select 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.
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: Select Weekly
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.
Payroll Group: Select the appropriate payroll group for the assignment. Refer to this matrix if you don’t know which option to select.
Limited Service End Date: Leave blank
Probation Type: Leave blank
PCN: Leave blank
Shift Eligible: Do not select this box unless it is applicable to the employee assignment.
Class Number: This is only applicable to adjuncts. Enter the 5 digit academic class number the Adjunct Faculty is teaching.
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 an option for Under 12 Months.
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 12: Add Additional Assignment Info (costing/funding details)
The Costing fields are used to allocate payroll. Check out the Funding Segment String Overview for more information on funding segments that making up a costing (funding) string.
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.
Select Costing / Funding Details from the drop-down in the Info Group field.
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. Note: the percentage total must equal 100.
Select Continue.
Step 13: 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 14: SKIP Payroll Details
***BECAUSE THIS IS A REHIRE, DO NOT ENTER ANYTHING IN THIS SECTION OF THE FORM.***
Select Continue.
Step 15: 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. This should align with the selection criteria from the Employment Details section for “Hourly Paid or Salaried”.
Once you select a Salary Basis additional fields will load.
Do not select the option to Add Component.
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.
Underfill End Date: Leave blank or enter applicable date.
Select Continue.
Step 16: 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 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:
Once the rehire request is submitted, it cannot be edited. If edits are needed, there are two options:
Withdraw the rehire 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 rehire is fully processed and then take appropriate steps to make changes to the assignment.
What is the standard approval routing for rehires 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.