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Add an Assignment to an Existing Employee for a Graduate Assistantship

Add an Assignment to an Existing Employee for a Graduate Assistantship

Owned by Brookebarton
Last updated: Dec 04, 2024
7 min read

Important Notes:

  • The secondary GA position must be approved by your department/unit dean prior to hiring in Bronco Hub.

  • If you are hiring an individual for a GAship and they are not currently employed as a student employee, follow the process to hire a GA and do not continue with the steps below.

  • IF the student is currently active in a GAship and you are hiring them into a secondary Adjunct position, ensure the student has been approved by the Graduate College dean. Then proceed with the steps below.

  • IF the student is active in an hourly student position, and you are adding an assignment as a GAship, ensure the student has been approved by the Graduate College dean. Then proceed with the steps below.

  • When hiring a GA via Add Assignment, you must calculate their hourly rate using the Hourly/Salary/Fringe Calculator provided by Human Resources.

  • The Employee ID is required when submitting an additional assignment in Bronco Hub. If needed, follow these instructions to request or verify the Employee ID for the individual you’re hiring into a secondary position.

Do not submit an Add Assignment for any of the scenarios below.

  • The student is already a GA. If you complete the add assignment when a student is already hired as a GA, it will add another GA position which is not allowed by the Graduate College.

  • The student is already hired in a GAship and you are trying to submit a rehire that will NOT overlap in working dates between the two GA positions.

    • If you’re working with this scenario, you have two options to move forward:

      • Wait until the current GA position is over to submit the GA Rehire OR

      • Contact the Graduate College directly about alternative options for submitting a rehire before the end date is over.

  • The student is currently active in a GAship, and you are hiring them into a secondary student hourly position. First, ensure the student has been approved by the Graduate College dean. After approval confirmation, follow the steps outlined in the Hire or Rehire a Student Employee job aid and do not continue with the steps outlined below.

Step 1: Log in to Bronco Hub and Locate the Employee

  1. Begin by signing in to Bronco Hub.

  2. Locate the employee.

In Bronco Hub, employees can be located one of two ways:

  • Employee is your direct report: select My Team from the top navigation section of Bronco Hub and then select My Team. Direct reports will populate. Select Actions to the right of the employee name and select Add Assignment from the drop-down list.

  • Employee is not your direct report: select My Organization from the top navigation section of Bronco Hub and then select Show More located at the bottom of the left hand “Quick Actions” list. Select Add Assignment located below the Employment section (if needed, use CTRL+F to search for the option). After selecting Add Assignment, use the search bar to search for the employee. Search by Employee name, Employee Email or Employee ID. Select the appropriate employee name from the drop-down.

Step 2: Select Info to Manage

  1. Always select the Maintain Managers checkbox. If you need to reassign the manager, you can do so when entering details about the new assignment.

  2. Select Continue.

Step 3: Enter When and Why Details

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

  1. When does the assignment start? Enter the start date of the add assignment. (The start date needs to be after the current active assignment.)

  2. Will the assignment be temporary or permanent? Select Permanent.

  1. What’s the way to add the assignment? Select Add Assignment.

  2. Why are you adding the new assignment? Select Add Assignment.

  3. Select Continue.

Step 4: Enter Assignment Details

The Assignment Details section of the form will automatically populate with information about the employee’s current primary assignment.

Delete the information that auto–populates and update the details so they align with the position you are hiring.

  1. Person Type: Select Student.

  2. Business Unit: Select IDBSU from the drop down

  3. Projected End Date: Input the contracted end date. Graduate Assistants must have an end date no further out than one year.

  4. 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: 

    1. 49120 = Graduate Research Assist - SALARY

    2. 49110 = Graduate Teaching Assist - SALARY

    3. 49111 = Graduate Teaching Assist - HOURLY

    4. 49181 = Graduate Service Assistant - HOURLY

    5. 49180 = Graduate Service Assistant-SALARY

    6. DO NOT USE: 49100

  5. Business Title. Input the business title for the assignment.  Use one of three approved titles for GA positions:

    1. Graduate Teaching Assistant (GTA),

    2. Graduate Research Assistant (GRA), or

    3. Graduate Service Assistant (GSA)

  6. 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. 

  7. Reporting Establishment: Boise State University

  8. 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. 

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

  10. Assignment Category: Always select Part-time Temporary from the drop-down list.  

  11. Full Time or Part Time: Always select Part Time from the drop-down list. 

  12. Hourly Paid or Salaried: Select either Hourly or Salary from the drop-down list. 

  13. Working Hours: Input the working hours per week for this assignment. 

  14. Payroll Group: Select Student Hrly (SH) if the GA is paid hourly or select Temp Salary (TS) if the GA is paid a salary. 

  15. Interim Assignment: Leave Blank

  16. Probation Type: Leave blank

  17. PCN #: Leave blank

  18. 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.

  19. Select Continue.

Step 5: Enter Costing / Funding Details Information

Assignment costing is use to allocate payroll and related fringe benefits. Visit the All Segment Values report for a list of active funding segments.

  1. To add costing select Add button on the right hand side.

  2. Enter costing details in the following fields:

    1. Percent: Percent of costing that should be allocated to this fund source.

    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.

  3. After entering costing information, select Ok.

  4. Select Continue.

Step 6: Enter Maintain Manager Information

In the Maintain Managers section, the manager field defaults to the current line manager.

  1. If the manager will not change with the new assignment, select Continue.

  2. If you need to change the manager, select the Edit icon.

    1. In the name search field, begin typing the individual’s first or last name and select them from the drop-down list.

    2. Select Line manager in the Type field.

    3. Select Ok.

    4. Select Continue.me search field, begin typing the individual’s first or last name and select them from the drop-down list.

Select Line manager in the Type field.

Select Ok then select Continue.

Step 7: Enter Salary Information

In the Salary section, enter the following information:

  1. Salary Basis: Select the applicable option from Hourly or Salaried.

  2. 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.

  3. Select Continue.

Step 8: Add Comments and Attachments

Add detailed comments and any pertinent attachments to help approvers and HR Processors understand specifics involved with the additional assignment. Any comments you add will display in the email notification received by approvers.

Step 9: Review the Entry and Submit

Once submitted the additional assignment request will route to the following:

  1. The line manager (supervisor) for this add assignment.

  2. The funding source manager(s) for the department ID for this action

  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

If other individuals need to be included in the approval workflow (e.g. Principal Investigator for grant funded transactions) the funding source manager must add the approvers as an AdHoc action.

End of Process

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