/
Rehire an Adjunct Faculty

Rehire an Adjunct Faculty

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

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:

  1. Hire a single adjunct faculty through Bronco Hub following the instructions outlined in this job aid.

  2. Hire a group of adjunct faculty using the Letter of Appointment upload template. Instructions for the LOA upload are included on the template or can be viewed in the How to Complete the Letter of Appointment Upload training video. If using the template, do not follow the instructions outlined in this job aid.

Complete the following BEFORE submitting the hire/rehire request:

  1. Read Adjunct Faculty Policy 4220 to understand appointment guidelines, titles, pay structure and employee expectations for adjunct faculty.

  2. 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.

  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.

  2. 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.

  3. Determine the number of standard hours the Adjunct will be paid.

    1. If the adjunct will teach a full/standard semester, use the Hourly/Salary/Fringe Calculator.

    2. 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:

  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. Employee Date of Birth

  4. 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.

  5. Title: In Bronco Hub select either Adjunct Faculty or Student Adjunct

  6. 5-digit HR Department ID: this is the “home” department the adjunct is hired into.

  7. Total salary

  8. 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.

  9. Supervisor ID or Name

  10. Funding string/source and distribution %

  11. 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.

  12. Adjunct End Date: Use the LOA Dates resource to determine LOA end date.

  13. Regular or Irregular Salaries usually adjuncts are temporary employees paid from irregular salaries.

  14. 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).

  15. 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

  1. Begin by signing in to Bronco Hub.

  2. Select My Organization from the navigation ribbon.

  3. Select Hire an Employee from the Quick Actions menu located on the left hand side of Bronco Hub.

    1. 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 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? 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.

    2. Legal Employer: Select Boise State University

    3. What’s the way to hire an employee? Select Hire (all other options are HR-only)

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

  2. Select Continue.

Screenshot of when and why section

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 section

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

  1. Select Ok.

Step 6: Select Info to Manage

If you miss this step, you will have to start the hiring process over.

  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.

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

    3. Legal Employer: Boise State University

    4. 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: Active - With Pay

    2. Person Type: Faculty unless you’re hiring a Student Adjunct position. If hiring a Student Adjunct, the person type is Student.

    3. Business Unit: Select IDBSU from the drop down

    4. 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.

    5. Job: Select on of the four applicable Jobs listed below

      1. 70371 - Adjunct Faculty Salary

      2. 70372 - Adjunct Faculty Hourly (select this if the adjunct has another hourly position on campus that is non teaching related)

      3. 49151 - Student Adjunct Hourly

      4. 49150 - Student Adjunct Salary

    6. Business Title: Enter Adjunct Faculty or Student Adjunct

    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. Reporting Establishment: Boise State University

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

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

    11. Assignment Category: Select Part-time Temporary

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

    13. 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.

    14. Interim Assignment: Leave Blank

    15. Probation Type: Leave Blank

    16. PCN: Leave Blank

    17. Class Number: Enter the 5 digit academic class number the the Adjunct Faculty is teaching

    18. People Group: Select Temporary for non Student Adjuncts. Select Student for Student Adjuncts. ALWAYS leave the second segment (under 12 months) blank.

  2. After completing the Employment Details section, select Continue

Step 11: Enter Costing / Funding Details Information

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.

  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.

  3. Then select Continue.

Step 12: Enter Manager Information

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

  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.

Select Ok then 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

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 hires submitted in Bronco Hub?

Submitted rehires 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