E-Hire

E-Hire is BGSU's online student hiring tool. Completing the process outlined below will initiate all required onboarding and job record creation processes. Onboarding instructions will be sent to the student if necessary. This process is not complete until you, the supervisor (if someone else) and the student have received a notification indicating that the employment request has been authorized.

1. Security

If you have not used E-Hire previously, you will need to request the following security role using these instructions:

  • Environment: HCM
  • Area: Student Employment Services
  • Role: BG_HR_EHIRE_DEPT
If you will also be a supervisor and do not already have time & labor security for your current department, we recommend requesting the following role as well:
 
  • Environment: HCM
  • Area: Payroll
  • Role: BG_TL_SUPERVISOR
Please allow 3 business days for your security request to be processed. You will be notified by email when your request is approved.

2. Navigating to E-Hire (On Campus/VPN Only)

    OR

  • Navigate to https://hcm.bgsu.edu
  • Sign in using your BGSU credentials if necessary
  • Select "Main Menu" > BGSU Menu > Human Resources > Student E-Hire

3. Entering your new hire or rehire

  1. Navigate to E-Hire (above).
  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, Student Employment Services staff will automatically send the student all required instructions. 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.

4. Check E-Hire Status

You can also use E-hire to review the status of existing hires. Please allow 3 business days for processing (longer if hiring a new employee that requires onboarding).

  1. Navigate to E-Hire (above).
  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.