Hire or Rehire a Non-Benefit Eligible or Temporary Employee

#Hire or Rehire a Non-Benefit Eligible Employee Section

Before You Begin

You will need the following information about the employee in order to complete the hire process in Bronco Hub:

• Legal name
• Date of birth and
• Address including the County.
• Calculate their hourly rate using the Hourly/Salary/Fringe Calculator provided by Human Resources
• Employee ID, for instructions see the Create or locate an employee ID in Campus Solutions job aid

After gathering the required information listed above AND locating or creating the employee ID number, follow the steps below to initiate the hiring process in Bronco Hub.

Step 1: Access Bronco Hub My Team or My Organization

Access Bronco Hub through your myBoiseState Employee View. In the Services section, locate the link for Bronco Hub.

After accessing Bronco Hub, you can either use the My Team or My Organization tabs to complete the process.

My Team

Access the My Team tab and then select the My Team link.

My Organization

Access the My Organization tab and select the Show More link from the Quick Actions menu.

From the New Person section, select Hire an Employee.

Step 2: Select Info to Manage

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

Select the Addresses checkbox. This is required to process the hire.

To assign direct reports to the employee being hired, select the Add Direct Reports checkbox.

To add the employee’s phone number and email to the record as part of the hiring process, select the Communication checkbox.

Select Continue after identifying the information you want to manage (include) as part of the hire.

Step 3: Enter Hire Information

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

• When is the employee hire date? This is the date the employee will be hired. As a best practice, hire the employee at the beginning of a pay period.
• 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.

Select Continue.

Step 4: Enter Personal Details

In the Personal Details section, enter the following information for the individual you are hiring:

• Person Number: (Employee ID)
• Last Name
• First Name
• Date of Birth: The format for the date of birth must be MM/DD/YY

After entering the Personal Details, select Continue.

Potential Error Message

If the employee you are hiring has previously been employed or was a student at Boise State, an Error will appear with the following message “A person number with this value already exists. Enter a unique value. (PER-1531466).”

If the system does not generate the Error, continue to Step 5 of this job aid.

Resolving the Error Message

If you receive the above Error message, delete the last digit of their Person Number so the system recognizes them. Select  Continue. Then select the employee that matches and select Continue again.

The system will generate potential matches for the employee you are hiring.

Select the appropriate match and select Continue. DO NOT select ‘No match, add person’.

• Note: When searching for an employee, Bronco Hub will populate records for contacts (ex: you are hiring someone that is also an existing employee’s emergency contact). If you are selecting a record for a potential match, only select records that include a business title. Never select a radio button with a missing business title because the record is tied to someone’s emergency contact or beneficiary.

After selecting the person match, you receive either a Warning or an Error message.

Error Message

If you see the Error “The selected person has an active assignment of this type with this legal employer”, the employee is already actively employed.

• If you are hiring them for an additional assignment that should be active before their current assignment ends, meaning they will have multiple active concurrent assignments, please enter an Add Assignment.
• If you are hiring an employee for an upcoming semester for (ie adjunct or GA), for example, and they are currently employed in the current semester, you must wait to submit the rehire until the current position ends.

Warning Message

If you see the Warning, “Before you create a work relationship, we’ve found an existing person that may be the same person you’re hiring. Is this the person you want to hire? (PER-1532156)” Select Continue. This action changes the hire to a rehire.

If the system updates the request from Hire to Rehire, you will be prompted to select Info to Manage again.

• Select the Addresses checkbox. This is required to process the hire.
• Select the Assign Managers checkbox to assign the employee a manager during the rehire process.
• To to assign direct reports to the employee being hired, select Add Direct Reports.

In the When and Why section of the Rehire, select the following:

• What’s the way to create the work relationship? Enter Rehire
• Why are you adding a work relationship? Enter Rehire

Select Continue.

Step 5: Enter New Hire Address Information

• Note: Skip this step if the employee is a rehire and system recognized person match in step 4.

In the Addresses section, enter the Country by selecting it from the dropdown or typing the name. The country code for the United States is US.

The Address section will expand based on the selection showing appropriate fields needed for the next step.
Input the applicable address information for the individual you are hiring:

• Type: This can be a Home Address, Mailing Address, Resident Tax Address, or Work Tax Location. If you are unsure which address to input, contact Human Resources at hrprocessor@boisestate.edu.
• Address Line 1
• Zip Code
• City
• State
• County

Select Continue.

Step 6: Skip Legislative Information

In the Legislative Info section, do not input any of the information. Select Continue.

Step 7: Enter Employment Details

• Note: 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 Employment Details section, enter the following information:

Assignment Status

Assignment Status (formerly known as HR Status + Payroll Status): Select Active with Pay from the drop-down list.

Person Type

Select if their person type for the assignment is Faculty, Staff, or Student. Please note, only Graduate Assistants and Student Adjuncts are hired through Bronco Hub. All other students are hired through the Student Hire form.

Business Unit

The Business Unit will always be IDBSU.

Projected End Date

Input the projected end date. (For employees hired for day or weekend events, make sure to put the projected end date or else an employee separation form will need to be submitted immediately after).

Job

Job is formerly known as Job Code. Begin typing the job name for the position. Then select it from the drop-down list. Note: if you are unsure of which Job to select, please review the Job Standards Listings webpage. If you are still unsure of what Job to select, please contact Compensation at compensation@boisestate.edu or 426-1616.

Business Title

Input the business title for the assignment (this may be the same as the Job title)

Department

Type in the 5 digit department number. If you don’t know your department number, locate it on the Department tab of the All Segment Values report.

• Note: The location name will display with the 5 digit department code in the lookup values. This location name is tied to the department mail stop location, it is not the department name.

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 from Home

The Working from Home field will default to No. Leave it as is.

Assignment Category

For Assignment Category select either Full-time Temporary or Part-time Temporary from the drop-down list.

• Note: In HCM all Regular employees are benefit-eligible and all Temporary employees would be non-benefit eligible. Temporary hires are considered non-benefit eligible and should either be hired to work less than 20 hours a week for an undetermined amount of time, or may work any hours as long as their employment is less than 5 months.
• If the full-time temporary assignment is expected to last more than 5 months, contact HR at hrs@boisestate.edu.

Hourly Paid or Salaried

Select whether this assignment is hourly or salaried.

Working Hours

Input the working hours per week for this assignment.

Payroll Group

Type the appropriate Payroll Group in this field. The Payroll Group field identifies the type of employee. Use the Campus Resource – Payroll Group resource to verify the applicable payroll group to enter.

Interim Assignment

Select the Interim Assignment checkbox if the position is an interim assignment. View the Interim Appointments section on Compensation Philosophy and Definitions page to help determine whether or not the checkbox should be selected.

Probation Type

Leave Probation Type blank

PCN

Leave PCN blank

People Group

Select the applicable employment type in the People Group field by clicking the blue search box. This field identifies if the individual is Faculty, Professional, Classified, Student, or Temporary and if they are paid from irregular or regular funds. Click the blue magnifying glass icon to update this field.

• If you select People Group as Faculty, Professional, or Classified, and they are working 12 months, leave Segment 2 (under 12 months) blank.
• If you select People Group as Faculty, Professional, or Classified and they are working less than 12 months AND the employee will be paid out over the span of 12 months, select the applicable working months from the drop-down. Options are 9 months, 10 months and 11 months. If the employee is working less than 12 months and will be paid for the duration of their appointment (e.g. 3 month appointment to be paid out over the 3 months) leave Segment 2 (under 12 months) blank
• If you select People Group as Temporary or Student, always leave Segment 2 (under 12 months) blank.

Select Continue.

Step 8: Enter Costing / Funding Details Information

In the Costing / Funding Details section, select the Add button to add new costing or the Edit (pencil) icon to update existing costing details.

Input the following information:

• 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.

ProTip!

Check out the Funding Segment String Overview for more information on funding sources.

Step 9: Enter Manager Information

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

Select the Add button to add a new line manager for the concurrent assignment or select the Edit button (pencil icon) to edit the line manager for the concurrent assignment. Both options will allow you to search for an active Boise State employee in the Name field and select Line manager are the Type.

In the name 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 10: Enter Payroll Details

• Note: Skip this step if the employee is a rehire and system recognized person match in step 4.

Enter 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.

Payroll Frequency

Payroll Frequency must be added in the Payroll Details section of the hire.

To add Payroll Frequency, select Add. More fields will populate below Payroll Frequency.

• Select Biweekly from the Payroll drop down menu.
• 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.

Select Continue.

Step 11: 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.
• 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.

Select Continue.

Important Note!

Once you select a Salary Basis you will see additional fields. Do not select anything from the Choose Components dropdown.

Step 12: Enter Direct Reports Information (optional)

If you selected the Add Direct Reports tile, you will see the Add Direct Reports section, add the applicable direct report information here.

Direct reports can be added by searching for the individuals to add by typing their first or last name. Then select the individual from the drop-down list. The Reporting Relationship will default to Line manager.

Select Continue.

Step 13: Enter Comments and Attachments

In the Comments and Attachments section, add any applicable comments and attachments to the transaction.

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

Step 14: Review Hire Entry Details and Submit Request

Select the Edit button (pencil icon) on any section to expand the section and view details.

After reviewing and verifying hiring details entered, select the Submit button.

What’s next?

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

1. The line manager (supervisor) of the employee being transacted upon.
2. The funding source manager(s) for the department(s) included in the Costing/Funding
3. Details section of the request.
4. Human Resources
5. College / Division is the last approval
   Graduated college if the transaction includes job codes: 49121, 49120, 49112, 49110, 49111, 49181, 49180
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.

Once the hire request is submitted, it cannot be edited. If edits are needed, there are two options:

1. Wait until the hire is fully processed and then take appropriate steps to edit
2. Withdraw the hire request and submit a new hire request with corrected information. Hire requests can only be withdrawn if they are routing through the approval workflow. See the initiated tasks job aid for more information on access submitting requests.

Important Note!

If the employee being transacted upon is not a faculty member, 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.

What options are there to follow up on the action after it’s submitted?

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.