Hire 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:
Employee ID: the employee ID is the same as the student ID. If unknown, follow these instructions to request or verify the employee ID.
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 Organization 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 Manage
Select the Addresses checkbox. This is required to process the hire.
Leave the Add Direct Reports and Communication checkboxes blank.
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 from the drop down menu.
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.
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/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.
Step 5: Enter New Hire Address Information
Enter the Country by selecting it from the dropdown or typing the name. The country code for the United States is US.
Input the applicable address information for the individual you are hiring.
Type: Select Home Address.
Address Line 1: Enter the employee address. The address must be a US address.
Zip Code: Select the zip code from the drop down.
City: This will auto-populate based on the zip code entered.
State: This will auto-populate based on the zip code entered.
County: This will auto-populate based on the zip code entered.
Select Continue.
Step 6: SKIP Legislative Information
Do not enter any information in the Legislative Information section. Select Continue.
Step 7: Enter Employment Details
In the Employment Details section, enter the following information:
Assignment Status: Active - With Pay
Person Type: Select Student. Note: only Graduate Assistants and Student Adjuncts are hired through Bronco Hub. All other students are hired through the Campus Solutions - Student Hire form.
Business Unit: Select IDBSU from the drop down
Projected End Date: Input the contracted end date. Graduate Assistants must have an end date no further out than one year.
Job: 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),
Graduate Service Assistant (GSA)
Department: Type the5 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: Do not update this field. The location field will auto-populate upon input of a correct and up-to-date department code in the department field. The department ID correlates with the mail stop code to provide the location field. Visit Mail Stop Codes by number for a list of current departments and the related mail stop.
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.
Full Time or Part Time: Always select Part Time from the drop-down list.
Hourly Paid or Salaried: Select either Hourly or Salary from the drop-down list.
Working Hours: Input the working hours per week for this assignment.
Payroll Group: Select Student Hrly (SH) if the GA is paid hourly or select Temp Salary (TS) if the GA is paid a salary.
Interim Assignment: Leave Blank
Probation Type: Leave blank
PCN #: 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 8: 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.
From the Info Group drop down, select Costing / Funding Details then select the Add button 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 OK.
Then select Continue.
Step 9: Enter Manager Information
In the Assign Managers section, the manager field defaults to the individual creating the New Hire.
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 OK.
Select Continue.
Step 10: Enter Payroll Details
ter the following information the Payroll Details section:
Tax Reporting Unit: Select Boise State University
Overtime Period for Assignment: Leave blank
Time Card Required for Assignment: Select Yes if time card is required for payroll. Select No if not required. Time cards are required for hourly employees.
Step 11: Enter Salary Information
In the Salary section, enter the following information:
Salary Basis: Select either Hourly, Salary or Prorated Salary.
Select Hourly if you are hiring an hourly GA position (Job codes: 49111 and 49181). Hourly employees must submit a timecard for hours worked.
Select Salary if you are hiring a GA for a salary position.
Hourly Rate: Input the calculated hourly rate for the Graduate Assistant using the Hourly/Salary/Fringe Calculator. Please note, the GA salary must meet the minimum salary as set by the university.
Select Continue.
Step 12: Enter Comments and Attachments
Please check with your department’s business manager for any required comments or attachments.
Step 13: Review 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 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
End of Process
Need help with the steps above?
Office of Continuous Improvement
oci@boisestate.edu
1910 University Dr. Boise, ID 83725-1247