E-Hire

E-Hire is Student Employment's online hiring tool.  E-Hire removes the need for printing, scanning and faxing paper and helps to streamline the hiring process.

If you have never used E-Hire before and are not a Time and Labor supervisor, please read the following instructions on how to get HCM Security Access.

Please choose the following:
Area: Student Employment Services
Role: BG_HR-EHIRE_DEPT

Navigating to E-Hire:
  1. Access Manager Dashboard in the MyBGSU Portal under Manager Information. 
  2. On the right, look for Quick Links and Student E-Hire.
  3. If navigating via HCM, sign in using your BGSU user name and  password. Choose Main Menu> BGSU Menu> Human Resources> Student E-Hire.
Entering your new hire or rehire:
  1. Navigate to E-Hire.
  2. Click the "Add a New Value" tab.
  3. Enter the ID number of the student you wish to hire. Click Add.
  4. Enter the following information: 
  • Department number
  • Job Code for the position the student is filling - always begins with an "S" and can be retrieved from the job description.
  • Hire Code for the position the student is filling - can be retrieved from the job description.
  • Job Title for the position the student is filling - must match the job description.
  • Work Location Code. Main Campus is 16810 and Firelands Campus is 868000122 (these codes are subject to change).
  • Hire Date is the first date that the student will be working.
  • BGSU ID number for the person who will be supervising the student. You can use the spyglass to look up the BGSU ID number by using the person's name.
  • Pay Rate for the position the student is filling - must match the base rate on the job description.
  • Funding Department/Budget number, including payroll speedtype, that the student should be charged to. If this position can only be filled by a student with Federal Work Study, be sure to click the box next to "Hire this student only if he/she is eligible for FWS." Please note: if the box is checked and the student is NOT FWS eligible, the eHire will be denied and returned to the supervisor.

Step-by-step instructions for Hourly Hires.

Step-by-step instructions for Biweekly Compensations.

5. Click the "Send to SES for Approval" button. This adds the hire to a queue in SES to be checked and added to payroll once the student is cleared to work.

6. If the student has not worked on campus before, you will see a message box stating:

Employment will not be authorized until the student completed the I-9 process and OPERS documents. 

If this message appears, please direct the student to the SES website to complete New Hire Paperwork. Please note: the student will be required to visit SES at 225 Bowen-Thompson Student Union with the completed forms and supporting documents as outlined in the instructions. New employees of BGSU CANNOT be cleared to work - or begin to work - until this on-boarding process is complete.

Note that if a student is already employed on campus or has accepted a FWS award, a notice will appear at the top under the student's name.

Review/Update your Hire:

You can also use E-hire to review the status of existing hires or to make updates to any E-Hires that have not yet been sent to SES for Approval.

  1. Navigate to E-Hire.
  2. Click the "Find an Existing Value" tab.
  3. Enter the ID number of the student you wish to hire. Click Search.

Step-by-step instructions for reviewing and updating E-Hires.