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).

https://www.boisestate.edu/hrs/background-check-request/

Required Information to process the hire/rehire request:

Student ID number. If you aren’t sure where to locate the student 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 Organization from the navigation ribbon.
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

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:
1. 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.
2. Legal Employer: Select Boise State University from the drop down menu.
3. What’s the way to hire an employee? Select Hire.
4. 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:
1. Person Number: Enter the Employee/Student 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
After entering the Personal Details, select Continue.

Select “Ok” in the Error message pop up window.

Step 5: Update the Hire to Rehire

To move forward with the rehire, delete the last digit of their Person Number so the system recognizes the employee record.
Select Continue.

Select the matching record that include a business title.

Select Ok.

Step 6: Select Info to Manage

Select the Addresses checkbox. This is required to process the hire.
Select the Assign Managers checkbox.
Leave the Add Direct Reports checkbox blank
Select Continue.

Step 6: 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?
1. All other fields in the When and Why section should automatically populate.
  1. When is the work relationship start date? Defaults to today’s date
  2. Legal Employer: Boise State University
  3. What’s the way to create the work relationship? Defaults to rehire

Select Continue

Step 8: Review Personal Details to Confirm Accuracy

Step 9: SKIP Address Information and Legislative Information

Select Continue to bypass the Address section.
Do not enter any information in the Legislative Information section. Select Continue.

Step 10: Enter Employment Details

In the Employment Details section, enter the following information:
1. Assignment Status: Active - With Pay
2. 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.
3. Business Unit: Select IDBSU from the drop down
4. Projected End Date. Input the contracted end date. Graduate Assistants must have an end date of not more than 1 year.
5. 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:
  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
6. 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)
7. Department: Input the 5 digit HR Department ID. If unknown, locate HR IDs on the HR Actions tab of the Standard Approval Workflow Matrix.
8. Reporting Establishment: Boise State University
9. 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.
10. Working at Home: This field will default to No. Leave it as is.
11. Assignment Category: Always select Part-time Temporary from the drop-down list.
12. Full Time or Part Time: Always select either Part Time from the drop-down list.
13. Hourly Paid or Salaried: Select either Hourly or Salary from the drop-down list.
14. Working Hours: Input the working hours per week for this assignment.
15. Payroll Group: Select Student Hrly (SH) if the GA is paid hourly or select Temp Salary (TS) if the GA is paid a salary.
16. Interim Assignment: Leave Blank
17. Probation Type: Leave blank
18. PCN #: Leave blank
19. 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: Enter Costing / Funding Details Information

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.
Select OK. Then select Continue.

Step 12: 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:
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.
Select Line manager in the Type field.
Select OK.
Select Continue.

Step 13: Skip Payroll Details

Step 14: Enter Salary Information

In the Salary section, enter the following information:
1. Salary Basis: Select either Hourly, Salary or Prorated Salary.
  1. Select Hourly if you are hiring an hourly GA position (Job codes: 49111 and 49181). Hourly employees must submit a timecard for hours worked.
  2. Select Salary if you are hiring a GA for a salary position.
2. 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 15: Enter Comments and Attachments

Please check with your department’s business manager for any required comments or attachments.

Step 16: 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

Bronco Hub Training Portal (Homepage)

Rehire a Graduate Assistant (Graduate Assistantship)