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.

NOTE: Students SHOULD NOT begin working until you, the supervisor (or submitter) and the student have received a notification indicating that the student is authorized to begin working.  

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.

Updated: 10/04/2021 09:54AM