Position Action Guide

Need to pay a one-time bonus for performance, recruitment, or retention?

Form/Process to Use

1. Review Compensation Policy 9.4 – 9.6
2. Submit Short Term Position Action Request – Bonus
3. Return Employee Signed Agreement to compensation@boisestate.edu
4. Bronco Hub Individual Compensation with approved Short Term Position Action Request attached

Approval and Process Flow

• Approved by Compensation
• Signed agreement returned to Compensation
• Payment is entered as one-time lump sum from irregular salaries (a budget transfer may be needed to cover any deficit)

Need to change a person’s Business Title?

Form/Process to Use

Bronco Hub Data Change

Approval and Process Flow

Approved by HR Processing

Need to change an employee’s standard hours?

Form/Process to Use

If changing downward Voluntary/Involuntary

1. Email Employee Relations with written request or notification from employee
2. Bronco Hub Data Change to change months

If changing upward:

1. Bronco Hub Data Change to change hours

Approval and Process Flow

• Approved by Employee Relations
• HCM action approved by HR Processing
• May require a Budget Transfer
• Any change may affect Benefits

Need to change their standard hours?

Form/Process to Use

• If changing downward Voluntary/ Involuntary

1. Email Employee Relations with written request or notification from employee
2. Bronco Hub Data Change to change months

• If changing upward:

1. Bronco Hub Data Change to change hours

Approval and Process Flow

• Approved by Provost
• Step sent by Compensation
• HCM action approved by HR Processing
• May require a Budget Transfer
• Any change may affect Benefits

Need to change a 12-month to 11-month, 10 month or 9-month?

Form/Process to Use

1. Email Employee Relations with written request or notification from employee
2. Bronco Hub Data Change to change months

Approval and Process Flow

• Approved by Employee Relations
• HCM action approved by HR Processing
• May require a Budget Transfer
• Any change may affect Benefits

Need to change a 12-month to 11-month, 10 month or 9-month?

Form/Process to Use

Submit the Perceptive Form – Change in Contract Working Dates to update non-standard working days for 9, 10, 11 month employees

Helpful Resources

• Standard Employment Dates
• Contract Start/ End

Approval and Process Flow

• Approved by Provost
• Step sent by Compensation
• HCM action approved by HR Processing
• May require a Budget Transfer
• Any change may affect Benefits

Need to change an employee’s costing/funding source?

Form/Process to Use

Perceptive Form – Employment Costing Change

Approval and Process Flow

• Permanent costing change approved by Budget and Planning and may require a Budget Transfer
• Approved by HR Processing

Need to delete a position that is no longer needed?

Form/Process to Use

1. Email budgetandplanning@boisestate.edu
2. If PCN is funded with appropriated funds, submit a budget transfer to move the funds out of the PCN

Approval and Process Flow

• PCN must be vacant
• Completed by Budget and Planning

Need to move an employee to a lower pay grade?

Form/Process to Use

1. Consult Employee Relations (ER)
2. Once approved by ER, submit Position Action Request – Reclass an Employee
   1. Attach ER approval

3.   Request approved by Compensation

4.   Bronco Hub Data Change – Demotion

Approval and Process Flow

• Approved by Employee Relations
• Position/Job Code/Job Description and Wage Range Approved by Compensation on Position Action Form
• Budget Approved by Budget & Planning on Position Action Form
• HCM action approved by HR Processing

Need to hire a benefit eligible position that doesn’t currently exist?

Form/Process to Use

1. Submit Position Action Request – New Regular Position or Repurpose a Vacant Position
2. PageUp is used to hire benefit eligible employees

Approval and Process Flow

• Position/Job Code/Job Description and Wage Range Approved by Compensation on Position Action Form
• Budget and PCN Approved by Budget & Planning on Position Action Form
• PageUp Posting Approved by Talent Acquisition

Need to hire a Faculty Position and I need a new PCN?

Form/Process to Use

1. Provost Approval on position and wage through Faculty Recruitment Plan Submitted by Dean
2. Faculty Position Action Request – New Regular or Temporary Position
3. PageUp

Note: Provost approval required prior to making a verbal offer

Approval and Process Flow

• Approved by Provost
• Budget Approved by Budget and Planning
• PageUp Posting Approved by Talent Acquisition

Need to hire for a vacant benefit eligible position with no changes to the position?

Form/Process to Use

1. PageUp is used to hire benefit eligible employees

Approval and Process Flow

• PageUp Posting Approved by Talent Acquisition

Need to rehire a Faculty Position with no changes to the faculty rank?

Form/Process to Use

1. Provost Approval on position and wage through Faculty Recruitment Plan Submitted by Dean
2. PageUp

Note: Provost approval required prior to making a verbal offer

Approval and Process Flow

• Office of the Provost
• PageUp Posting Approved by Talent Acquisition
• HCM action approved by HR Processing

Need to temporarily move a benefit-eligible employee to a vacant regular position (PCN) at a higher salary grade?

Form/Process to Use

1. Review Interim Appointments Policy
2. Email Compensation for approval
3. Bronco Hub Data Change – Transfer

Approval and Process Flow

• Approved by Compensation
• The Provost’s Office has to approve via email for positions under Academic Affairs
• HCM action approved by HR Processing

Need to create a position for a Limited-Service Agreement for Classified employees?

Form/Process to Use

1. Submit Position Action Request – New Regular Position (PCN 1-999)
2. PageUp is used to hire benefit eligible employees
3. Scan and email any signed LSA Form to employment@boisestate.edu

Approval and Process Flow

• Position/Job Code/Job Description and Wage Range Approved by Compensation on Position Action Form
• Budget Approved by Budget & Planning on Position Action Form
• PageUp Posting Approved by Talent Acquisition
• Final LSA form signed and returned to Talent Acquisition
• HR Processor will update HCM

Need to move an employee to a new or vacant position in a higher pay grade.

Form/Process to Use

1. Submit Position Action Request – Reclass an Employee
2. PageUp is used to hire benefit eligible employees

Approval and Process Flow

• Position/Job Code/Job Description and Wage Range Approved by Compensation on Position Action Form
• Budget Approved by Budget & Planning on Position Action Form
• PageUp Posting Approved by Talent Acquisition

An employee’s job has changed over time and I need to move the position to a higher pay grade, salary and new title.

Form/Process to Use

1. Submit Position Action Request – Reclass an Employee
2. Bronco Hub Submit an Employee Reclassification 

Approval and Process Flow

• Position/Job Code/Job Description and Wage Range Approved by Compensation on Position Action Form
• Budget Approved by Budget & Planning on Position Action Form
• HCM action approved by HR Processing

A vacant position needs to be moved to a lower pay grade, salary, and classification.

Form/Process to Use

1. Submit Position Action Request – Repurpose a Vacant Position
2. PageUp is used to hire benefit eligible employees

If an employee needs to be re-classed down, see instructions for Demotion.

Approval and Process Flow

• Position/Job Code/Job Description and Wage Range Approved by Compensation on Position Action Form
• Budget and PCN Approved by Budget & Planning on Position Action Form
• PageUp Posting Approved by Talent Acquisition

An employee’s job has changed over time and I need to move the position to a different classification with equal pay grade and salary.

Form/Process to Use

1. Submit Position Action Request – Reclass an Employee
2. Bronco Hub Submit an Employee Reclassification

Approval and Process Flow

• Position/Job Code/Job Description and Wage Range Approved by Compensation on Position Action Form
• Budget Approved by Budget & Planning on Position Action Form
• HCM action approved by HR Processing

Want to change an employee from classified to professional?

Form/Process to Use

1. Submit Position Action Request – New Regular Position or Repurpose a Vacant Position
2. Bronco Hub Data Change – Transfer

Approval and Process Flow

• Position/Job Code/Job Description and Wage Range Approved by Compensation on Position Action Form
• Budget Approved by Budget & Planning on Position Action Form
• HCM action approved by HR Processing

Want to change an employee from non-benefit eligible to benefit eligible and do not have an existing position?

Form/Process to Use

1. Submit Position Action Request – New Regular Position
2. PageUp is used to hire benefit eligible employees

Approval and Process Flow

• Position/Job Code/Job Description and Wage Range Approved by Compensation on Position Action Form
• Budget and PCN Approved by Budget & Planning on Position Action Form
• PageUp Posting Approved by Talent Acquisition

Need to change an employee’s salary within current pay grade?

Form/Process to Use

1. Submit Position Action Request – Permanent Salary Change for an Employee 
2. Bronco Hub – Salary Change

Please reference: Pay Within Grade Tool

Approval and Process Flow

• Position/Job Code/Job Description and Wage Range Approved by Compensation on Position Action Form
• Budget Approved by Budget & Planning on Position Action Form
• HCM action approved by HR Processing

Need to increase pay for a faculty member mid-year?

Form/Process to Use

1. Submit Position Action Request – Permanent Salary Change for an Employee
2. Bronco Hub Salary Change

Approval and Process Flow

• Tenure track and non-Tenure track- Promotion or Pay Increase require Provost approval on Position Action Form
• Budget Approved by Budget & Planning on Position Action Form
• HCM action approved by HR Processing

Need to separate or terminate an employee?

Form/Process to Use

1. Perceptive Form – Employee Separation Form: Submit this form to terminate an employee.

Approval and Process Flow

• HCM action approved by HR Processing
• Processing informs Compensation if a payout is required

Need to separate or terminate an employee?

Form/Process to Use

1. Email compensation@boisestate.edu for possible contract payoff if last day is prior to contract working dates
2. If contract payoff is necessary please submit Add Individual Compensation (ICP) / Supplemental Pay Perceptive Form
3. Perceptive Form Employee Separation Form: Submit this form to terminate an employee

Approval and Process Flow

• HCM action approved by HR Processing
• Processing informs Compensation if a payout is required

Need to separate or terminate an employee?

Form/Process to Use

All non-benefit employees have a projected end date.

1. If the end date needs to change to a date that has already passed, submit the Perceptive Form – Employee Separation Form: Submit this form to terminate an employee.
2. If the projected end date needs to be extended to a future date, please submit a Bronco Hub Data Change to extend the end date.

Approval and Process Flow

• HCM action approved by HR Processing

Need to change a supervisor?

Form/Process to Use

1. Bronco Hub – Change an Employee’s Line Manager

Approval and Process Flow

• HCM action is auto approved once submitted

Need to pay Supplemental Pay?

Form/Process to Use

1. Review Supplemental Pay Policy 7195
2. Individual Compensation (ICP) Job Aid

Note: Supplemental pay is not to be used to pay for hourly wages. 

Approval and Process Flow

• Approved by HR Processing
• Payment is entered as a one-time lump sum from irregular salaries (a budget transfer may be needed to cover any deficit)

Need to pay Supplemental Pay, Summer Salary to an employee?

Form/Process to Use

1. Review Supplemental Pay Policy 7195
2. Perceptive Form – Supplemental Pay form (ICP)
3. Individual Compensation Job Aid

Approval and Process Flow

• Approved by HR Processing
• Payment is entered as one-time lump sum from irregular salaries (a budget transfer may be needed to cover any deficit)

Need to temporarily increase a Classified employee’s salary?

*For non-Classified see Supplemental Pay/ICP

Form/Process to Use

1. Email Compensation for approval
2. Return Employee Signed Agreement to compensation@boisestate.edu
3. Bronco Hub – Change Salary for Short Term Merit and Bronco Hub – Change Salary to Return from Short Term Merit must be submitted together

Note: Classified Merit increase is only allowed to stay on for 6 months or 13 pay periods total.

Approval and Process Flow

• Request approved by Compensation
• Employee agreement returned to Compensation
• HCM actions are approved by HR Processing

Already have a posting open and the individual doesn’t meet minimum requirements?

Form/Process to Use

During the interview process:

1. Fill out Underfill form 
2. Send signed form to compensation@boisestate.edu for approval
3. Once approved by HR the hire can finish being processed in PageUp

Approval and Process Flow

• Underfill form approved by Compensation
• PageUp hire approved by Talent Acquisition

Need to rehire a Faculty Position and change the position?

Form/Process to Use

• Provost Approval on position and wage through Faculty Recruitment Plan Submitted by Dean

• Faculty Position Action Request – Change an Existing Position

• PageUp

Note: Provost approval required prior to making a verbal offer

Approval and Process Flow

• Office of the Provost
• Budget approved by Budget & Planning on Position Action Form
• PageUp- HR Talent Acquisition
• HCM action approved by HR Processing

Need to hire an Adjunct Faculty Member?

Form/Process to Use

1. Bronco Hub Hire an Adjunct Faculty or
2. LOA Upload Template

Approval and Process Flow

• HCM action approved by HR Processing
• LOA upload template loaded by HR Processing

Need to hire or rehire a student employee?

Form/Process to Use

1. Campus Solutions Hire or Rehire a Student Employee

Approval and Process Flow

• Through Campus Solutions
• HCM action approved by HR Processing

Need to hire or rehire a graduate assistant?

Form/Process to Use

1. Bronco Hub Hire or Rehire a Graduate Assistant (Graduate Assistantship)

Approval and Process Flow

• Through Campus Solutions
• HCM action approved by HR Processing

Need to hire or rehire a non-benefit eligible employee?

Form/Process to Use

1. Is there a Job Standard to use? If yes, proceed to step 3
2. Temporary Hire Form
3. Bronco Hub Hire or Rehire a Non-Benefit Eligible Employee

Approval and Process Flow

• Temporary Hire Form approved by Compensation
• HCM action approved by HR Processing

Need to move a non-benefit eligible employee to another job code?

Form/Process to Use

1. Review job standards or student classifications and pay grades
2. Bronco Hub Data Change

Approval and Process Flow

• HCM action approved by HR Processing

Need to change the hourly rate of a non-benefit eligible employee?

Form/Process to Use

1. Bronco Hub Salary Change

Approval and Process Flow

• HCM action approved by HR Processing