Logistics
Boise State University Raptor Research Center (RRC)
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CAMPUS RESOURCES
CAMPUS RESOURCES
Coordinate with your supervisor and/or the RRC Office Services Administrator for support with the following as needed.
The Help Desk: The Help Desk at The Zone provides service and support for your Boise State technology needs (university systems or software, server access, VPN, email, networking, and more) via chat, phone at 208-426-4357, or email at helpdesk@boisestate.edu.
Bronco Hub Employee Self-Service: Visit the Employee Self Service webpage to get instructions on how to complete tasks such as requesting time off, viewing paychecks, updating personal information and direct deposit, entering and editing time worked, and viewing year-end W-2s. Also, see the A-Z HR Index for more HR topics and resources. For HR-related concerns or questions, contact hrs@boisestate.edu or call 208-426-1616.
Facilities, Maintenance, and Operations: FO&M can be contacted if additional room cleaning is needed. If a building maintenance issue is noticed (e.g., toilet overflowing, door not locking), FO&M can be contacted directly. Email SVCREQS@boisestate.edu or call 208-426-1409. Their office is located at 1311 W Belmont St.
Campus Security: If you identify a security risk or parking issue, you can contact Campus Security directly. Also, Campus Security can let you into a room if you forgot your key. Call 208-426-6911.
Campus Phones: If your supervisor approves a work phone need for you, use the link to request a Zoom Phone and inform RRC administration. Alternatively, The RRC’s departmental phone line (426-3329) will migrate to Zoom Phones and become a priority Shared Line Group for the university. Julie H. and Stacey are set to be administrators of the Shared Line Group, but up to 10 people can be members of the Shared Line Group, which allows them to send or receive calls using the RRC’s phone number. This can be toggled on or off once added as a member. Let Stacey know if you want to be added as a member.
* To call another Boise State phone, dial the last 5 digits of the number only (i.e. 6-3329)
* To call a non-Boise State phone #, dial 1, then the phone number
* To transfer a call, with the person on the line, press Transfer and enter the last 5 digits of the Boise State phone number you are transferring to
TIME WORKED & PAY
TIME WORKED & PAY
Bronco Hub Employee Self Service Portal (all links to manage and view your pay, time/absences, and personal information)
Entering and Submitting Time Worked (Hourly)
Entering and Submitting Time Worked (Hourly)
Enter your time worked in Time and Absences in Bronco Hub (See Digital Access under previous Orientation heading) using instructions to Create and Submit Your Time Card found on Employee Time & Absence Job Aids and Resources and using time rounding parameters. A video tutorial about How to Submit Hours Worked is available via YouTube. See "Digital Access" under "Orientation & Training" above about accessing Bronco Hub.
If overtime is worked, submit the hours as "Hours Worked," and the system will automatically calculate any overtime pay.
Only enter information for required (*) fields and Quantity (of hours) in the Time Card, and do not use "Show Additional Attributes." The 3 dots toward the upper left can be clicked to View Time Totals.
Save time worked on a daily basis with the "Save" button in the upper right of the time card or use "Save and Close" in the "Actions" dropdown. Do not click "Submit" on your time card until all hours for the full pay period (2 weeks) have been entered and are correct.
Submit hours the Friday or Saturday once your workweek is done (by Saturday) at the end of each pay period. You will receive "Action Needed Time Entry Due Today" reminder emails from HR on Friday before the end of each two-week pay period. Even though the reminders say that time entry is due today (Friday), if you work that Saturday then you can wait to record and submit hours on Saturday. Around holidays, look out for HR email notifications that may have early time card submission deadlines. Failure to submit your hours by payroll deadlines may result in delayed pay up to two weeks late.
Only use Current Time Card or Edit Existing Time Cards processes to enter time for current or past (existing) payroll periods, respectively. Be sure to Submit your completed time card before the bi-weekly due date according to Payroll Due Dates Calendar. If you miss the Payroll Due Dates deadline, complete your time card ASAP by following the instructions for Existing Time Cards and notify your supervisor once you have submitted your time card.
See all information on Employee Resources: Time Cards (includes student & work study employees)
See information on Employee Absences, including how to request time off
See information on Time and Labor How To Resources - includes guidance on submitting hours during travel for work
Hourly Employees: This is an illustration of the top right of the screen for "Current Time Card," and how you will Save your hours on a daily basis. Only click "Submit" at the end of each pay period.
Time Worked (Salary)
Time Worked (Salary)
Most faculty and professional staff are exempt employees and paid a bi-weekly salary, meaning time is only entered in Bronco Hub for leave or absences.
Payroll Information & Responsibilities for All Employees
Payroll Information & Responsibilities for All Employees
Employee Details: Use the View Employee, Assignment, or Compensation Information job aid to see things like your employment information, working details, costing/funding for your position(s), annual salary, legal employer name, recurring or one-time payments, and personal contributions. This is only available to current employees.
Payroll Schedule, Accuracy, & Issues: See Payroll and Holiday Calendars for the current year's Payroll Schedule. "Pay Period" dates are the working dates, and "Pay Date" is the date you will be paid for the corresponding working dates, about two weeks after the close of each pay period. There is no additional delay to receive your first paycheck. Be sure to review your payslips (Bronco Hub> Me> Pay> My Payslips), Understand Your Payslip, and report any issues promptly by completing the ServiceNow HR Support Request Form and inform the RRC Administration simultaneously. Payslips can even be checked on Wednesday or Thursday before a pay date.
Work Absences - Your Responsibilities: For detailed information, requirements, and conditions regarding absences, see Time Away From Work Policy 7620.
* For planned time off during normal work hours, Submit a Time Off (Absence) Request ASAP and View, Update, or Withdraw the Time Off (Absence) Request if needed. When submitting a time off request, always click "Edit Entries" to double-check hours per day being requested off.
* If you are feeling ill and must miss work, contact your supervisor ASAP to notify them. Employees are then responsible for recording their absence in Bronco Hub.
* Benefit-eligible Employees: See HR's information on Sick and Annual Leave and use Bronco Hub to Check Leave Balances (Actual available amount is 0.1 hour less than the balance shown) and other Employee Self-Service actions. Benefit-eligible employees must then enter the appropriate time off designation for work absences -- both hourly and salaried employees. Absences approved in advance via Bronco Hub will automatically populate in your time card and are not entered manually. If Leave Without Pay is needed, all accrued Vacation leave must be exhausted first.
Holidays: See Payroll and Holiday Calendars for a calendar of the current year's university holidays. See Time and Leave Entry for Holidays and Closures for specific instructions and special cases. For additional questions, contact HR at 208-426-1616 or hrprocessor@boisestate.edu.
* Non-benefit-eligible Hourly Employees: Record nothing if you did not work on a Holiday. If you did work, record your hours as Regular Hours.
* Non-benefit-eligible Salaried Employees: Record nothing on time cards whether you worked on a Holiday or did not work on a Holiday.
* Benefit-eligible Hourly Employees: Record nothing for Holidays not worked. If you did work, record your hours as HOW (holiday overtime). Holiday pay should appear automatically on your time card; if it does not appear, notify your supervisor when you submit your hours.
* Benefit-eligible Salaried Employees: Record nothing for Holidays. Holiday time and pay will automatically apply to your paycheck.
Performance Evaluations & C.E.C.: Benefit-eligible employees are eligible for Change in Employee Compensation (C.E.C.) each new fiscal year of their employment, beginning in July. C.E.C. eligibility (explained here) is based on work performance evaluations, compa-ratio, and the completion of required training. Annual performance evaluations are due to Human Resources by March 1 each year.
W-2s & Payslips: Current employees can view payslips or request W-2s electronically; W-2s will be mailed by January 31. Confused about what is on your payslip? See Anatomy of a Bronco Hub Payslip. Former employees must request these records through Paystub and W2 Request Form.
TRAVEL
TRAVEL
Travel Basics
Travel Basics
See Boise State University Employee Travel webpage for general guidance.
Foreign Travel Checklist:
Ensure you have an up-to-date passport that expires at least 6 months after the last date of your upcoming travel.
Obtain visas or other paperwork as necessary. See the U.S. Department of State travel website.
Enroll in the STEP program at state.step.gov to be located in emergencies and get up-to-date destination information.
Check/update your emergency contact information on file (employee link / student link).
Submit an International Handcarry Form (preferably months in advance) to exportcontrols@boisestate.edu if transporting any university-owned or university-controlled items anywhere internationally. Maintain control of university property and devices, avoid accessing files remotely while abroad, and store any necessary scientific, technical, and/or sensitive information on an encrypted flash drive on your person rather than on your device.
You are required to consult with Export Control before travel can be approved to embargoed, sanctioned, or prohibited countries (including Iran, Syria, Cuba, North Korea, Sudan, China, Russia, Belarus, Cambodia, and Venezuela) and/or when your funder or scope of work includes military, space, or intelligence. Visit Export Controls or contact exportcontrols@boisestate.edu to further discuss policy compliance.
If the destination country is Level 3 or 4 on the State Department’s Travel.State.Gov travel advisories website (measuring health and unrest risk), then there are two forms required for the traveler to complete and submit with the TA (can get from COAS office, specify if student or employee).
You are responsible for your own health. The university urges that you become aware of known diseases, illnesses, and outbreaks and consider recommended/required vaccinations in destination coutry(ies) as recommended by the CDC and World Health Organization. Consult with your primary provider or a hospital network’s travel medicine department.
Check into international cell phone options, technology compatibility with outlets, recommended or required vaccinations, customs medication prohibitions, local customs and dress, etc. before travel.
See Travel Policy 6180 (§4.8) for additional measures that must be taken at least 30 days in advance, including RMI’s Foreign Travel Submission – required to be submitted after the TA is approved.
Chubb Travel Smart offers trip planning, travel assistance, and emergency response services to all employees, volunteers, and students.
AirBnB:
All contracts for lodging of two or more travelers in a Specialized Lodging Arrangement (i.e. AirBnB) are highly discouraged. For pre-approval to use AirBnB for 2+ travelers, email generalcounsel@boisestate.edu.
After Travel - Expense Reimbursements:
This section is under construction. Thank you for your patience.
Combined Business & Personal Travel
Combined Business & Personal Travel
Airfare:
If the flight itinerary that includes personal days is 1) less expensive than the business-only itinerary or is equal in cost and 2) to the same destination, airfare can be purchased directly with a p-card as long as comparative documentation is provided from the day on which the purchase was made (with date shown on documentation–such as the date at the corner of your screen on a screenshot or in footer). Save screenshots or Google Flights search results (first page only is sufficient) showing the cost of airfare (with complete itinerary) for the business-only days and save another screenshot of the cost of airfare that includes personal days, then combine in a PDF and label each search result so the information is clear to P2P, auditors, etc. Ensure that your documentation includes the flight you actually purchased. Reasonable search filters are acceptable (e.g., no overnight flights when possible, limit number of connections, limit length of layovers).
If the airfare with personal days is more expensive than business-only travel days, it cannot be purchased with a p-card because using university funds for personal purchases is prohibited by state policy.
Hotels and Car Rentals:
Hotel and Car Rental costs that cannot be easily separated (two different invoices) must be paid with personal funds and the business portion calculated and reimbursed upon the completion of the trip.
OFFBOARDING (END OF EMPLOYMENT)
OFFBOARDING (END OF EMPLOYMENT)
Outgoing Employee Tasks:
Outgoing Employee Tasks:
When your time and service at the Raptor Research Center is coming to an end, please review the information from the university's Human Resources on End of Employment.
Note that you will automatically lose key card building access and work email and account access at 5:00 p.m. on your last day of work. Before this time, please ensure that you take care of the following:
All benefit-eligible employees or any employee leaving their position earlier than expected must complete a Resignation Notification Form. Temporary employees who are not benefit-eligible and/or not leaving their position earlier than expected do not need to complete Resignation Notification Form.
Enter and submit all remaining work hours if you are an hourly employee. Email your supervisor once this is done so they can approve hours ASAP.
Check past time cards found in Bronco Hub > "Me" tab > Time and Absences > Existing Time Cards to be sure they were all submitted.
Download past pay slips for your records if needed.
If you are in a benefits-eligible position paid from a sponsored project and the PI has asked that you use your remaining vacation leave before your last day of work, View Your Leave Accrual Balance and then submit any necessary Time Off Requests or Update Time Off Requests remaining.
Approve or resolve any outstanding Bronco Hub tasks such as Expense Report approvals ASAP before 5 p.m. on your last day of employment. Links to job aids to view financial transactions and time cards via worklist.
Review documents, spreadsheets, and folders you created in Google Drive and change ownership to department or other individuals.
Resolve or forward to your supervisor any communications with actions pending.
Upload to Google Drive or email any remaining RRC vehicle mileage logs and fuel receipts. Remove personal belongings from RRC vehicles.
Completing the Employee Separation Checklist with your supervisor and/or RRC administration can make your exit go smoothly.
All employees can optionally complete an Exit Survey to contribute to university data.
If you enjoyed your time working at Boise State, you can find more employment opportunities online.
The RRC asks that outgoing employees return the following to the department and/or their supervisor:
University-owned electronic devices, accessories, data storage, field equipment, and other items
Keys to RRC vehicles, rooms, desks, file cabinets, etc. Keys for some labs or offices may need to be returned to Biology.
Any purchasing card that was issued to you
Any remaining notes or data regarding your work
Benefits-eligible Employees: See End-of-Employment - Benefits and Compensation for information about final paychecks, termination of benefits, COBRA, and more.
Paystubs & W-2: After employment ends, you may request paystubs and your W-2 using the Paystub and W-2 Request Form.
Outgoing Supervisor and Approver Tasks:
Outgoing Supervisor and Approver Tasks:
Submit the Approval Workflow Maintenance form to update the designated approver(s).
Prior to the employee leaving the university, Designate New Supervisor(s) in Bronco Hub.
Do not submit Bronco Hub or Smartsheet transactions unless they will be fully approved by the employee's last day of work.
Notify RRC administration of your employee's last day so they know to submit an Employee Separation Form and expect the return of keys and equipment.
Let's advance raptor research and conservation together at the Raptor Research Center!
Please contact Stacey Smith at StaceySmith870@boisestate.edu with any questions about this webpage.
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