Submit an Employee Data Change

#Submit an Employee Reclassification Section

Before you begin

Prior to initiating a reclassification in Bronco Hub, complete the Compensation and Classification Form and obtain approval.

Effective Date

Reclassifications must have an effective date of the beginning of a pay period (Sunday). If a reclassification is submitted with a mid pay period effective date, it will be rejected by HR. Salary changes must have an effective date of the beginning of a pay period (Sunday). See Payroll Due Dates Calendar for dates.

Submitted reclassifications cannot be edited. If a reclassification is submitted incorrectly, you will need to withdraw and resubmit a new one.

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

To locate a direct report, access the My Team tab and then select the My Team link.

Locate the employee in the Workers section of the page. Select Actions to the right of the employee name and select Data Change from the drop-down list.

My Organization

To promote an employee who is not your direct report, access the My Organization tab and select the Show More link from the Quick Actions menu.

From the Employment section, select Data Change.

Use the search bar to locate the employee. Search by Employee name (last name, first name), Employee Email or Employee ID. Select the appropriate employee name from the drop-down.

Step 2 (optional): Select Info to Manage

If applicable, choose the information you want to manage as part of the reclassification.

• Select Reassign Existing Reports if the individual has existing direct reports and you want to reassign to a different line manager. If the individual does not have existing direct reports, you will not see the Reassign Existing Reports tile.
• Select Add Direct Reports if you are assigning direct reports to the employee as part of the Data Change.
• If you are not reassigning or adding direct reports, do not select either option.

Select Continue.

Step 3: Enter Reclassification Information in the When and Why section

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

• When does the transfer start? This is the date the data change is effective.
• What’s the way to transfer? Select Reclass to reclass an individual either downward, upward, or lateral.
• Why are you transferring? Select either Interim Assignment or Promotion.
• Why are you making changes to direct reports? Select the main action (main reason for the data change) from the “Why are you transferring” drop-down field. Important Note: options displayed in this drop down are dependent on the selection made in the What’s the way to transfer field.

If you selected add or reassign direct reports on the previous screen, the question Why are you making changes to direct reports will display. Select Manager Change.

Then select Continue.

Step 4: Update Appropriate Data Change Details

You are not required to update all fields. For example, if you are only updating the Business Title for the data change, only update the Business Title field and leave the remaining fields as is.

In the Data Change section, enter the following details.

ProTip!

Use the Tab key to move from section to section.

Person Type

Select Faculty, Staff, or Student for the person type.

Business Unit

Leave business unit as default IDBSU

Job (Job Code)

Begin typing either the job title/name or the job code and select the applicable job from the drop-down list. Visit Job Standards for a list of titles and job codes.

Business Title

Input the business title for the assignment.

• Note: this field is limited to 80 characters.

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

For location, input the department location or the mail stop number and select it from the drop-down list. This field will populate with the applicable location name.

• Visit Mail Stop Codes by Number for a list of current departments and the related mail stop.

Assignment Category

Select whether this assignment is full-time regular, full-time temporary, part-time regular, or part-time temporary.

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 Campus Resource – Payroll Group to verify the applicable payroll group to enter.

People Group

For people group, select the applicable employment type 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. Use the Campus Resource – Payroll Group resource to verify the applicable people group (column G) to enter.

• 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.

Make the appropriate selection for People Group and select OK.

Select Continue.

Step 5 (optional): Enter or Update Costing / Funding Segment Details

To add or update costing/funding segment details, follow the instructions in this step. If not, skip to Step 6: Update Manager Information.

• Important Note: Costing/Funding segment details are required for all employee transfers.

In the Costing / Funding Details section, select the Add button to add new costing or the Edit button (pencil icon) to update existing funding segment/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 6 (optional): Update Manager Information

• Important: Always confirm the accuracy of the line manager listed.

If you are not making any changes to the existing line manager select Continue and proceed to the next step.

If you are making changes to an employee’s existing line manager, select the Edit button (pencil icon).

Add a new line manager by searching for an active employee. Search by Employee name, Employee Email or Employee ID. Select the appropriate employee name from the drop-down.

After selecting the new employee line manager, select OK then click Continue.

Step 7 (optional): Enter Salary Information

In the Salary section, enter the following information:

• Hourly Rate: Input the calculated hourly rate for the employee. Use the Hourly/Salary/Fringe Calculator to calculate the hourly rate.

Select Continue.

Step 8 (optional): Reassign Existing Reports

If you selected the Reassign Existing Reports tile, select the Select All box to reassign all existing direct reports to a new line manager or if you are only reassigning some direct reports, click the box next to the individual or individuals you want to reassign.

Then in the Search for proposed manager field, begin typing the first and last name of the new line manager and select their name from the drop-down list.

Select Continue.

Step 9 (optional): Enter Direct Reports Information

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 10: Add Comments and Attachments

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

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

Step 11: Review Changes and Submit Data Change Request

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

After reviewing and verifying any promotion request details entered, select Submit at the top of the page.

What’s next?

Once submitted the data change 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 Details section of the request.
3. Human Resources
4. College / Division is the last approval
5. 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 PI approver as an AdHoc action.

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.

Before you begin

Prior to submitting a demotion action in Bronco Hub, reach out to Human Resources at hrs@boisestate.edu.

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

To locate a direct report, access the My Team tab and then select the My Team link.

Locate the employee in the Workers section of the page. Select the Actions button to the right of the employee name and select Data Change from the drop-down list.

My Organization

To demote an employee who is not your direct report, access the My Organization tab and select the Show More link from the Quick Actions menu.

From the Employment section, select Data Change.

Use the search bar to locate the employee. Search by Employee name (last name, first name), Employee Email or Employee ID. Select the appropriate employee name from the drop-down.

Step 2: Select Info to Manage

Select the checkbox for Reassign Existing Reports if the individual has existing direct reports and you want to reassign to a different line manager. If the individual does not have existing direct reports, you will not see the Reassign Existing Reports tile.

Select the checkbox to Add Direct Reports if you are assigning direct reports to the employee as part of the Data Change.

If you are not reassigning or adding direct reports, do not select either option.

Select Continue.

Step 3: Enter Demotion Information in the When and Why section

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

• When does the transfer start? This is the date the demotion is effective.
• What’s the way to transfer? Select Demotion.
  Select Demotion to make changes due to an involuntary or voluntary demotion.
• Why are you transferring? Select the main action (main reason for the data change) from the “Why are you transferring” drop-down field. Important Note: options displayed in this drop down are dependent on the selection made in the What’s the way to transfer field.
• Why are you making changes to direct reports? If you selected add or reassign direct reports on the previous screen, this question will display. Select Manager Change.

Select Continue.

Step 4: Update Appropriate Data Change Details

In the Data Change section, update the applicable information.

You are not required to update all fields. For example, if you are only updating the Business Title for the data change, only update the Business Title field and leave the remaining fields as is.

Details about entering each field in Bronco Hub is outlined below:

Person Type

Select if their person type for the assignment is Faculty, Staff, or Student.

Business Unit

The business unit is always IDBSU.

Job (formerly known as Job Code)

For the job field, begin typing the job name for the position. Then select it from the drop-down list.

Business Title

Input the business title for the assignment.

Department

Begin typing either the department 5 digit ID or the department name. Then select it from the drop-down list.

Location

For location, input the department’s mail stop and select it from the drop-down list. This field will populate with the applicable location name.

Assignment Category

For assignment category, select whether this assignment is full-time regular, full-time temporary, part-time regular, or part-time temporary.

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

The payroll group field identifies if the individual is paid from irregular or regular funds. Select the applicable Payroll Group code from the drop-down.

People Group

Select the applicable employment type 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.

Make the appropriate selection for People Group and select OK.

After updating applicable fields for the data change, select Continue.

Step 5: Enter or Update Costing / Funding Details (optional)

If adding or updating costing details as part of the data change, follow the instructions in the step. If costing information updates aren’t needed, skip to the next step.

• Important Note: Costing information is required when completing an employee transfer (with or without pay).

In the Costing / Funding Details section, select the Add button to add new costing or the Edit button (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.

Pro Tip!

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

Step 6 (optional): Update Manager Information

Always confirm the accuracy of the line manager listed.

No Changes – Continue

If you are not making any changes to the existing line manager select Continue.

Changes – Edit

If you are making changes to an employee’s existing line manager, select the Edit button (pencil icon.)

Add a new line manager by searching for an active employee. Search by Employee name, Employee Email or Employee ID. Select the appropriate employee name from the drop-down.

After selecting the new employee line manager, select OK then select Continue.

Step 7 (optional): Enter Salary Information

In the Salary section, enter the following information:

• Hourly Rate: Enter the hourly rate of the employee. The adjustment amount and percentage will automatically update according to the hourly rate entered.

Step 8 (optional): Reassign Existing Reports

If you selected the Reassign Existing Reports tile, check the Select All check box to reassign all existing direct reports to a new line manager or if you are only reassigning some direct reports, click the box next to the individual or individuals you want to reassign.

Then in the Search for proposed manager field, begin typing the first and last name of the new line manager and select their name from the drop-down list.

Select Continue.

Step 9 (optional): Enter Direct Reports Information

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 10: Add Comments and Attachments

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

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

Step 11: Review Changes and Submit Data Change Request

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

After reviewing and verifying any data change updates, select the Submit button at the top of the page.

What’s next?

Once submitted the data change 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 employee assignment home department/HR Department. Example: employee has a job in Athletics, the home department of the employee assignment is 97400
   Human Resources
3. Graduated college if the transaction includes job codes: 49121, 49120, 49112, 49110, 49111, 49181, 49180
4. College / Division is the last approval
5. 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.

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.

Before you begin

Prior to submitting an employee transfer in Bronco Hub, reach out to Human Resources at hrs@boisestate.edu.

Effective dates

Employee transfers must have an effective date of the beginning of a pay period (Sunday), see Payroll Due Dates Calendar for dates.

If a transfer is submitted with a mid pay period effective date, it will be rejected by HR. The final approval for the submitted action must be completed by the Thursday before payday in order for HR to process the request by the effective date.

Submitted transfers cannot be edited. If a transfer is submitted incorrectly, you will need to withdraw and resubmit a new one.

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

To locate a direct report, access the My Team tab and then select the My Team link.

Locate the employee in the Workers section of the page. Select Actions to the right of the employee name and select Data Change from the drop-down list.

My Organization

To transfer an employee who is not your direct report, access the My Organization tab and select the Show More link from the Quick Actions menu.

From the Employment section, select Data Change.

Use the search bar to locate the employee. Search by Employee name (last name, first name), Employee Email or Employee ID. Select the appropriate employee name from the drop-down.

Step 2: Select Info to Manage

Select the checkbox for Reassign Existing Reports if the individual has existing direct reports and you want to reassign to a different line manager. If the individual does not have existing direct reports, you will not see the Reassign Existing Reports tile.

Select the checkbox to Add Direct Reports if you are assigning direct reports to the employee as part of the Data Change.

If you are not reassigning or adding direct reports, do not select either option.

Select Continue.

Step 3: Enter Transfer Information in the When and Why section

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

• When does the transfer start? This is the date the transfer is effective.
• What’s the way to transfer? Select the applicable data change action type either a) Transfer with Pay for a lateral job change with a pay increase and does not require an open requisition or b) Transfer without Pay for a lateral transfer without a pay increase that does not require an open requisition.
• Why are you transferring? Select the main action (main reason for the data change) from the “Why are you transferring” drop-down field. Important Note: options displayed in this drop down are dependent on the selection made in the What’s the way to transfer field.
• Why are you making changes to direct reports? If you selected add or reassign direct reports on the previous screen, this question will display. Select Manager Change.

Select Continue.

Step 4: Update Appropriate Data Change Details

In the Data Change section, update the applicable information.

You are not required to update all fields. For example, if you are only updating the Business Title for the data change, only update the Business Title field and leave the remaining fields as is.

Details about entering each field in Bronco Hub is outlined below:

Person Type

Select if their person type for the assignment is Faculty, Staff, or Student.

Business Unit

The business unit is always IDBSU.

Job (formerly known as Job Code)

For the job code, begin typing the job name for the position. Then select it from the drop-down list.

Business Title

Input the business title for the assignment.

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

Input the department location or the mail stop number and select it from the drop-down list. This field will populate with the applicable location name. Visit Mail Stop Codes by number for a list of current departments and the related mail stop.

Assignment Category

For the assignment category, select whether this assignment is full-time regular, full-time temporary, part-time regular, or part-time temporary.

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

The payroll group field identifies if the individual is paid from irregular or regular funds. Select the applicable Payroll Group code from the drop-down.

People Group

For people group, select the applicable employment type 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, select the applicable working months from the drop-down. Options are 10 months, 11 months, and 9 months. Click Ok.
• If you select People Group as Temporary or Student, always leave Segment 2 (under 12 months) blank.

Make the appropriate selection for People Group and select OK.

After updating applicable fields for the data change, select Continue.

Step 5 (optional): Enter or Update Costing / Funding Details

If adding or updating costing details as part of the data change, follow the instructions in the step. If costing information updates aren’t needed, skip to the next step. Important Note: Costing information is required when completing an employee transfer (with or without pay).

In the Costing / Funding Details section, click 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.

Pro Tip!

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

Step 6 (optional): Update Manager Information

Always confirm the accuracy of the line manager listed.
If you are not making any changes to the existing line manager select Continue.

If you are making changes to an employee’s existing line manager, select the Edit button (pencil icon).

Add a new line manager by searching for an active employee. Search by Employee name, Employee Email or Employee ID. Select the appropriate employee name from the drop-down.

After selecting the new employee line manager, select OK then select Continue.

Step 7 (optional): Enter Salary Information

In the Salary section, enter the following information:

• Hourly Rate: Enter the hourly rate of the employee. The adjustment amount and percentage will automatically update according to the hourly rate entered.

Step 8 (optional): Reassign Existing Reports

If you selected the Reassign Existing Reports tile, select the Select All box to reassign all existing direct reports to a new line manager or if you are only reassigning some direct reports, click the box next to the individual or individuals you want to reassign.

Then in the Search for proposed manager field, begin typing the first and last name of the new line manager and select their name from the drop-down list.

Select Continue.

Step 9 (optional): Enter Direct Reports Information

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.

What’s next?

Once submitted the data change 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 employee assignment home department/HR Department. Example, employee has a job in Athletics, the home department of the employee assignment is 97400
3. Human Resources
4. Graduated college if the transaction includes job codes: 49121, 49120, 49112, 49110, 49111, 49181, 49180
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.

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.