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Rehire a Non-Benefit Eligible Employee (includes temporary employees)

Rehire a Non-Benefit Eligible Employee (includes temporary employees)

Owned by Brookebarton
Last updated: Dec 05, 2024
11 min read

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. If you are new to the Bronco Hub hiring process, check out these HR training slides for helpful information.

Complete the following BEFORE submitting the hire/rehire request:

  1. 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.

  2. 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.

  3. 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).

https://www.boisestate.edu/hrs/background-check-request/

  1. 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:

  1. Employee ID: if unknown, follow these instructions to request or verify the employee ID.

  2. Legal First and Last Name as used on individual’s social security card

  3. Date of Birth: ask the employee you’re hiring for their DOB.

  4. 5-digit Job Code

  5. Business Title

  6. 5-digit HR Department ID

  7. Assignment Category: Full time or Part time temporary

  8. Assignment Start Date & End Date

  9. Payroll Group: Identify the payroll group using this resource

  10. Total salary

  11. Hourly rate: If needed, calculate the hourly rate with Hourly/Salary/Fringe Calculator

  12. Supervisor ID or Name

  13. Funding string/source and distribution %

  14. Determine whether the employee will be paid from Regular or Irregular Salaries. Visit the Budget Office FAQs to help make this determination.

  15. Working hours

Steps to Submit a Re-Hire for Non Benefit Eligible Employee

Step 1: Log in to Bronco Hub

  1. Begin by signing in to Bronco Hub.

  2. Select My Organization 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, select Show More located at the bottom of the Quick Actions list to view all available options.

Step 2: Select Info to Manage

  1. Select the Addresses checkbox. This is required to process the hire.

  2. Leave the Add Direct Reports and Communication checkboxes blank.

  3. Select Continue.

Step 3: Complete the When and Why Section

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

    1. 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.

    2. Legal Employer: Select Boise State University from the drop down menu.

    3. What’s the way to hire an employee? Select Hire.

    4. Why are you hiring an employee? Select New Hire even if the individual is a rehire.

  2. Select Continue.

Step 4: Complete the Personal Details Section

  1. In the Personal Details section, enter the following information about the individual being hiring:

    1. Person Number: Enter the Employee ID number

    2. Last Name: Enter the last name of the employee being rehired

    3. First Name: Enter the first name of the employee being rehired

    4. Date of Birth. The format for the date of birth must be MM/DD/YY

  2. After entering the Personal Details, select Continue.

  1. Select “Ok” in the Error message pop up window.

Step 5: Update the Hire to Rehire

  1. To move forward with the rehire, delete the last digit of their Person Number so the system recognizes the employee record.

  2. Select Continue.

Screenshot of personal details

  1. Select the matching record that include a business title.

Screenshot of potential matches

  1. Select Ok.

Step 6: Select Info to Manage

  1. Select the Addresses checkbox. This is required to process the hire.

  2. Select the Assign Managers checkbox.

  3. Leave the Add Direct Reports checkbox blank

  4. Select Continue.

Step 7: Enter When and Why Details

  1. In the When and Why section, select Rehire from the drop down titled *Why are you adding a work relationship?

    1. All other fields in the When and Why section should automatically populate.

      1. When is the work relationship start date? Defaults to today’s date

      2. Legal Employer: Boise State University

      3. What’s the way to create the work relationship? Defaults to rehire

  1. Select Continue

Step 8: Review Personal Details to Confirm Accuracy

Step 9: SKIP Address Information and Legislative Information

  1. Select Continue to bypass the Address section.

  2. Do not enter any information in the Legislative Information section. Select Continue.

Step 10: Enter Employment Details

  1. In the Employment Details section, enter the following information:

    1. Assignment Status: Select Active with Pay from the drop-down list.

    2. Person Type: Select if their person type for the assignment is Faculty, Staff, or Student. Please note, only Graduate Assistants and Student Adjuncts are hired through Bronco Hub. All other students are hired through the Student Hire form.

    3. Business Unit: Enter IDBSU

    4. Projected End Date: Input the projected end date. Must have an end date of not more than 1 year..

    5. 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.

    6. Business Title: Input the business title for the assignment (this may be the same as the Job title)

    7. 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.

    8. Location: This field will auto populate based on the HR ID entered in the Department field. Leave it as is.

    9. Working from Home. This field will default to No. Leave it as is.

    10. 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.

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

    12. Working Hours: Input the working hours per week for this assignment, must be a whole number without decimals.

    13. 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.

    14. 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.

    15. Probation Type: Leave blank

    16. PCN: Leave blank

    17. 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.

      1. If you select People Group as Faculty, Professional, or Classified, and they are working 12 months, leave Segment 2 (under 12 months) blank.

      2. 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

      3. If you select People Group as Temporary or Student, always leave Segment 2 (under 12 months) blank.

  2. Select Continue.

Step 11: Enter Costing / Funding Details Information

  1. From the Info Group drop down, select Costing / Funding Details then select the Add button and input the following:

    1. 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.

    2. Fund. Input the 4 digit funding source type and select it from the drop-down list.

    3. Department. Input the 5 digit department ID and select it from the drop-down list.

    4. Cost Center. Input the 7 digit cost center and select it from the drop-down list.

    5. 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.

    6. 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.

  2. Select OK. Then select Continue.

Step 12: Enter Manager Information

In the Assign Managers section, the manager field defaults to the individual creating the New Hire.

  1. Designate a manager for the hire:

    1. Select the Edit icon.

    2. Type the individual’s first or last name in the *Name field drop down.

    3. Select the applicable name from the drop-down list.

  2. Select Line manager in the Type field.

  3. Select OK.

  4. Select Continue.

Step 13: Skip Payroll Details

Step 14: Enter Salary Information

In the Salary section, enter the following information:

  1. 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”.

  1. 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.

  2. Underfill End Date: Leave blank or enter applicable date.

  3. Select Continue.

Step 15: Enter Comments and Attachments

Please check with your department’s business manager for any required comments or attachments.

Step 16: Review Hire Entry Details and Submit Request

Select the Edit icon on any section to expand the section and view details.

After reviewing and verifying hiring details entered, select Submit at the top of the page.

What’s next:

What is the standard approval routing for rehires submitted in Bronco Hub?

Submitted hires 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

End of Process

Need help with the steps above?

 

 

 

Office of Continuous Improvement
oci@boisestate.edu
1910 University Dr. Boise, ID 83725-1247