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

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

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

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

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

Bronco Hub Salary Change

Approval and Process Flow

HCM action approved by HR Processing