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Position Action Guide

Action Definitions

Bonus

Classified/Professional

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)

Business Title Change

Classified/Professional/Faculty

Need to change a person’s Business Title?

Form/Process to Use

Bronco Hub Data Change

Approval and Process Flow

Approved by HR Processing

Change in Hours

Classified/Professional

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

Faculty

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

Change in Months

Classified/Professional

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

Faculty

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
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

Costing or Funding Source Change

Classified/Professional/Faculty

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

Delete a Position (PCN)

Classified/Professional/Faculty

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

Demotion

Classified/Professional

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

Hire a Benefit Eligible Employee (new PCN)

Classified/Professional

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

Faculty

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

Hire a Benefit Eligible Employee (Vacant PCN)

Classified/Professional

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

Faculty

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

Interim Assignments

Classified/Professional/Faculty

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

Limited-Service Agreement (LSA)

Classified

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. Return signed LSA Form to compensation@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 Compensation
  • HR Processor will update HCM

Promotion (Requires a PCN change through a competitive search)

Classified/Professional

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

Re-Class Upward (Change in pay grade, salary, job code): Keeping the same PCN

Classified/Professional

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

Re-Class Down: Keeping the same PCN

Classified/Professional

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

Re-Class Lateral: Keeping the same PCN

Classified/Professional

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

Change Employee From Classified to Professional

Classified/Professional

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

Change Employee From Non-Benefit to Benefit eligible

Classified/Professional

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

Permanent Salary Change

Classified/Professional

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

Faculty

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

Separation or Termination

Classified/Professional

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

Faculty

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

Non-Benefit Eligible Employee

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

Supervisor Change

Classified/Professional

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

Supplemental Pay (Individual Compensation Payment)

Classified/Professional

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)

Faculty

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)

Temporary Merit Increase

Classified

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

Underfill

Classified/Professional

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

Hire a Tenure/Tenure Track/Non-Tenure Track Faculty: Keeping the same PCN with changes

Faculty

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
  • 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

Hire an Adjunct

Faculty

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

Non-Benefit Eligible Employee Actions

Hire a Student Employee (non-Graduate Assistant)

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

Hire/Rehire a Graduate Assistant

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

Hire/Rehire a Non-Benefit Eligible Employee

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

Job Code Change

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

Change Hourly Rate

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