Rehire 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:
Student ID number. If you aren’t sure where to locate the student ID number (employee ID number), follow these steps.
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.
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 from the drop down menu.
Select Continue.
Step 4: Complete the Personal Details Section
In the Personal Details section, some information is required. Enter the following information about the individual being hiring:
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.
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, select from the drop downs in the fields titled
Why are you adding a work relationship? Select Rehire
What’s the way to create the work relationship? Select Rehire
Business Unit: Select IDBSU
All other fields in the When and Why section should automatically populate.
Worker Type: Employee
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
The information from the personal details section will populate based on the employee search match.
Review the employee details for accuracy and select Continue.
Step 9: SKIP Address Information and Legislative Information
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.
You will see a notice on the Addresses page that reads: “You need permission to access the existing Address records.”
Select Continue to bypass the Address section.
Do not enter any information in the Legislative Information section. Select Continue.
Step 10: 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 section, enter the following information:
Assignment Status: Active - With Pay
Person Type: Select Student. Please note, only Graduate Assistants and Student Adjuncts are hired through Bronco Hub. All other students are hired through the Campus Solutions - Student Hire form.
Projected End Date: Input the contracted end date. Graduate Assistants must have an end date of not more than 1 year.
Job (formerly known as Job Code). 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 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: Always select Part-time Temporary from the drop-down list.
Hourly Paid or Salaried: Select whether this assignment is hourly or salaried.
Working Hours: Input the working hours per week for this assignment.
Payroll Group: Select the appropriate payroll group for the assignment.
Select Temp Salary for salaried Graduate Assistants.
Select Student Hrly for hourly Graduate Assistants.
Interim Assignment (checkbox): Leave Blank
Probation Type: Leave Blank
PCN: Leave Blank
Class Number: 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 11: 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 12: 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 13: Skip Payroll Details
***BECAUSE THIS IS A REHIRE, DO NOT ENTER ANYTHING IN THIS SECTION OF THE FORM.***
Select Continue.
Step 14: 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 15: Enter Comments and/or Attachments and Submit
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?
To revise a processed adjunct hire submitted in Bronco Hub, follow instructions on the Making Adjustments to Adjunct Hire resource. You can see the approval status of the hire initiated in Bronco Hub by following these steps to view your initiated tasks list.
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 rehire 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