E-Hire (Hourly)

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

• Environment: HCM
• Area: Payroll
• Role: BG_TL_SUPERVISOR

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

• Visit Student E-Hire
  

    OR

• Navigate to https://my.bgsu.edu/employees
• Sign in using your BGSU credentials if necessary
• Select "Manager Dashboard" under "Manager Information"
  
• Select "Student E-Hire" in the Quick Links section
  

3. Entering your new hire or rehire

1. Navigate to E-Hire (above).
2. Enter the ID number of the student you wish to hire. Click Add.
3. Enter the following information: 
   

• Hiring Department is the six-digit department code.
• Work Begin Date is the first date that the student will be working.
• Class Spec Code for the position the student is filling - it will always begin with an "S" and can be retrieved from the class spec in the Job Description Web App or NeoEd.
• Student's Supervisor is the 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.
• Weekly Hours is the approximate number of hours a student will work on a weekly basis.
• Work Location Code. Main Campus is 95800 and Firelands Campus is 868000122 (these codes are subject to change).
• Funding Department/Budget number, including payroll speedtype, that the student's wages should be charged to.

      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.