Rehire an Adjunct Faculty
Important Notes:
Standard semesters fluctuate between 18 and 19 weeks which will impact an adjunct’s hourly rate. Summer semesters range from 3 to 14 weeks.
Adjuncts are salaried but an hourly rate must be entered when hiring. When calculating hourly rate, start calculations using the Monday before their work starts to the Friday after their work ends.
Adjuncts are paid for full, not partial, weeks. Any holiday breaks should be included as part of hourly calculation.
If an adjunct is teaching a full semester course AND an accelerated course (e.g. 7 week course), hire the individual into two positions.
Adjuncts can only work 11 credits per semester regardless of the number of adjunct appointments. Confirm the Adjunct will not work over the 11 credit limit by confirming with the individual or running the Instructor Schedule report.
If the individual is currently employed as a professional staff and faculty, do not hire them as an adjunct. They must be compensated through an ICP/Supplemental Pay for their adjunct appointment. If hiring a classified employee as an adjunct, email hrprocessor@boisestate.edu or call (208) 426-4436.
There are two methods of hiring Adjunct Faculty:
Hire a single adjunct faculty through Bronco Hub following the instructions outlined in this job aid.
Hire a group of adjunct faculty using the Letter of Appointment upload template (select link to download template). Instructions for the LOA upload are included on the template. If using the template, do not follow the instructions outlined in this job aid.
Complete the following BEFORE submitting the hire/rehire request:
Read Adjunct Faculty Policy 4220 to understand appointment guidelines, titles, pay structure and employee expectations for adjunct faculty.
Ensure the adjunct has an up to date I-9. If an employee is a rehire, have them contact HR at 208-426-1616 or email I9information@boisestate.edu to verify if their I-9 is still valid. Adjuncts need to complete an I-9 every 3 years. Visit Form I-9 for more information.
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.
Reference the Step Rate to determine the minimum the adjunct will be paid at. For assistance or questions with step rates, email provost@boisestate.edu.
Determine the number of standard hours the Adjunct will be paid.
If the adjunct will teach a full/standard semester, use the Hourly/Salary/Fringe Calculator.
If the adjunct will teach a condensed/short semester course, use the Adjunct Faculty Credits to Standard Hours Conversion Table.
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
Employee Date of Birth
5-digit Job Code: 70371 for salary adjuncts that are not students and do not have another position on campus, 70372 for hourly adjuncts that are not students but they do have another position on campus, 49150 for salaried student adjuncts that do not have an existing position, 49151 for hourly student adjuncts that do have an existing hourly position on campus.
Title: In Bronco Hub select either Adjunct Faculty or Student Adjunct
5-digit HR Department ID: this is the “home” department the adjunct is hired into.
Total salary
Hourly rate: To calculate the hourly rate for hourly adjuncts take the total salary / estimated hours to be reported each week / number of working weeks. If needed, calculate the hourly rate with Hourly/Salary/Fringe Calculator.
Supervisor ID or Name
Funding string/source and distribution %
Adjunct Start Date: Determine start date using LOA Dates resource. For shorter courses (e.g. 3, 5, 7 or 10 week courses) use the first day of the course as the start date.
Adjunct End Date: Use the LOA Dates resource to determine LOA end date.
Regular or Irregular Salaries usually adjuncts are temporary employees paid from irregular salaries.
Standard working hours: If the adjunct will teach a full/standard semester, use the Hourly/Salary/Fringe Calculator to determine working hours. If the adjunct will teach a condensed/short semester course, use the Adjunct Faculty Credits to Standard Hours Conversion Table (pdf).
5 digit number associated with course(s) being taught.
Steps to Submit a Rehire for an Adjunct Faculty
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? Enter the start date for the term you are hiring the adjunct for. Reference this Letter of Appointment Dates resource to ensure you’re entering the correct start date.
Legal Employer: Select Boise State University.
What’s the way to hire an employee? Select Hire (all other options are HR-only)
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
Enter the following required details in the related fields of the Personal Details section:
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, select Rehire from the drop down titled *Why are you adding a work relationship?
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
The information from the personal details section will populate based on the employee search match selected in step 5.
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.
Select Continue to bypass the Address section.
Do not make any changes to data 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: Faculty unless you’re hiring a Student Adjunct position. If hiring a Student Adjunct, the person type is Student.
Projected End Date: Enter the end date as outlined on the Letter of Appointment Dates pdf for the term you are hiring the adjunct for.
Job: Select one of the four applicable job codes listed below
70371 - Adjunct Faculty Salary
70372 - Adjunct Faculty Hourly (select this if the adjunct has another hourly position on campus that is non teaching related)
49151 - Student Adjunct Hourly
49150 - Student Adjunct Salary
Business Title: Enter Adjunct Faculty or Student Adjunct
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 Part-time Temporary
Hourly Paid or Salaried: Select whether this assignment is hourly or salaried.
Working Hours: Calculate the working hours using the credits to hours chart found on the first tab of the Hourly /Salary /Fringe Calculator. If the adjunct will teach a condensed/short semester course, use the Adjunct Faculty Credits to Standard Hours Conversion Table (pdf).Working hours are the weekly hours determined by the calculator. Do NOT update the working hours field from weekly.
Payroll Group: Select the appropriate payroll group for the assignment.
Salaried Adjunct: Select Temp Salary
Hourly Adjunct: Select Temp Non-Ex
Student Salaried Adjunct: Select Temp Salary
Student Hourly Adjunct: Select Student Hry
Interim Assignment (checkbox): Leave Blank
Probation Type: Leave Blank
PCN: Leave Blank
Class Number: Enter the 5 digit academic class number the Adjunct Faculty is teaching
People Group: Click into the People Group field and select Temporary for non Student Adjuncts. Select Student for Student Adjuncts. Do not select an option from the pop-up Under 12 months. ALWAYS leave the Under 12 months segment blank.
After completing the Employment Details section, select Continue
Step 11: Enter 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 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:
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 hires submitted in Bronco Hub?
Submitted rehires 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.est ticket