PC (IBM-type computers) users The online forms work optimally using Internet Explorer 5.
You can—if you must—use Netscape 4.7, but expect some "bugs."
When using Netscape 4.7, one character moves out of
the data field as you enter data. To check the fields
for accuracy, use your arrow keys to move within each
field, revealing all the entered data. All the data will
be there when you print the form. This works better than
using the "refresh" key, which may react by clearing all
the data fields.
Text on the form appears small when using Netscape 4.7.
Your Mac operating system affects how your computer interacts with the browser you're
using (Netscape 4.7 or Internet Explorer 5), and thus how the online forms work from your
computer. If your forms are not working optimally, you may want to test the forms using
both browsers to determine which works best for your computer setup. Also, your system
support person may be able to help you. Your system support person should be able to walk you through all the correct option selections
for the download.
Some Mac users have found it helpful to use Virtual PC in
conjunction with Netscape 4.7 or Internet Explorer 5.
Usernames and passwords Your Bronco NetID username and password are case-sensitive.
Your username is all lower case. Your password may contain
both upper and lower case letters and digits; it should be
entered just as it was provided to you by OIT.
Log-in page Click the log-in button and a pop-up dialogue box appears;
enter your username and password where indicated and click
IDEA: You may want to bookmark the log-in page.
Jack 411 Harvey Hall
EXCEPTION: Enter state abbreviation as two upper case letters:
MI, KY, OH, etc.
Fields with 'extra spaces'
In fields where you don't need all the possible characters
allowed, do not use space bar to "move over" in an attempt
to enter spaces in the field. Simply enter the data at the
beginning of the field. For instance, on the one-time pay
form, up to five digits may be entered in the dollar field.
If you want to enter "75", just type "75" at the beginning
of the field. Do not try to enter 3 blank spaces and then
I-9 Forms are legally required for every employee. Be sure
you complete an I-9 for all your employees-students or otherwise-on
or before their first day of work. If you are hiring a student
who has previously worked for another University department,
you should either obtain a copy of the I-9 from that other
department or simply complete a new I-9. It really doesn't
take long to complete an I-9 and may require less effort than
tracking down an old I-9 from another department.
Practicing on the forms
You may practice using the forms before submitting a "real" form.
But, we need to be sure your practice data is not confused with
"real" data. If you are practicing/testing the forms, be
sure to use "Demo Demo" as the contact name. This will identify
the submission as a practice/test, not "real" data.
As long as students are enrolled for at least one
credit, they qualify as student employees.
The number of credit hours in which a student is enrolled does affect FICA eligibility. Students are NOT
subject to FICA withholding if they are taking at least
six credit hours in Fall or Spring, and at least three
credit hours in Summer I or Summer II. The online forms
instructions include a chart for easy reference.
Returning student employees You do not need to "terminate" and then rehire a student
who is returning to the same job with the same funding source
for the next semester or term. In fact, we encourage you NOT to
terminate and then rehire such students, saving you, HRIS, and
payroll some work. Instead, allow the student to remain on your
time sheet/Kronos and don't enter time when the student is not
working. When the student returns to work, you can resume entering
Across-the-board level/step pay increases You don't need to submit forms to make sure your active,
hourly-paid student employees receive the increase when across-the-board
increases in the level/step rates are implemented. The raises
are automatically in effect for currently active hourly-paid student
employees already on your payroll.
When you terminate a large number of student employees at one
time (such as at the end of a semester), you do have to submit
individual Student Employee Transaction forms to terminate
each of these students.
If you know a student employee will not be returning for the following
semester/term, you should process a termination. If you know that
student will be returning to work for you, however, please see Returning Student Employees above.
Incorrect field entries—format
We strongly encourage all Users to read and follow the instructions
for each form to reduce the chance of error. If, however,
you do fill out a field incorrectly, you'll receive a pop-up
error message when you submit the form. Please note this function
does not identify errors in the content of your data;
it does identify errors in how you complete a field
(using letters when digits are required, using too few digits
for account codes, etc).
Incorrect data entries—content
Please go back and carefully review all the data you've entered
for accuracy before you click "Submit." This is the best time
to catch and correct errors. Up until the time you press Submit
you can go back to any field and re-enter the correct data.
If you realize you made a mistake AFTER submitting the form,
there is no way to retrieve the data. You will have to complete
an online Student Employee Transaction form to make
Duplication of forms/data
If you accidentally complete and submit an online Appointment
form for the same student employee, you'll probably get a
call from HRIS asking what you're trying to do.
Department contact vs department authorization
The Department Contact is the hiring agent who has been authorized
to process the online forms for student hiring. This is the
person who has applied for and been granted a Username and
The Department Authorization is the name of the individual
(one with fund/cost center signature authority) who authorized
the hiring agent to act on behalf of the department.
Review before submitting
Carefully review your completed form for accuracy before submitting.
After you've submitted an online form, corrections can only
be done via the online Student Employee Transaction form.
Copies of submitted forms
Departments should keep a hard copy of all submitted forms
for student hiring. After completing an online form, you will
be prompted to print a hard copy when you "submit" the form.
Consider printing before submitting
If it makes you more comfortable, use the "File/Print" commands
from the browser toolbar to print the completed form before
you submit it. This allows you to make sure you have the printout
before going through the submit process. If you do this, and
the form has printed properly, you can either print it again
or click "cancel" when the print prompt appears after submitting.
Either way, the data are submitted.
Printer jam or other printer problems
If your printer jams, or some other problem occurs that results
in your not getting a printed copy of a form you've submitted,
you can use the back button to view the just-completed form.
Then use the "File/Print" commands from the browser toolbar,
remembering to choose landscape orientation from print properties.
After printing the form, click "reset" to clear the form without
submitting the data again. Or, you can just start entering
new data for another student employee.
If you have moved on to a new web page before you realize
you don't have a printout, you can complete the online form
again and use the above process to print it without again
When you "submit" the form, the "Thank You" page will open,
confirming receipt. Another confirmation will be seeing the
student employee's name on Kronos. If there are confusing
or ambiguous data, you'll get a phone call asking for clarification.
Beyond this, we're asking you to trust the process. Please
do not call HRIS for confirmation.
After an online form has been submitted, the student employee's
name will show up in Kronos in a minimum of two days-and possibly
three or more days due to payroll processing or possible interface
We encourage you to submit student employee data via the online
forms by 5 p.m. on the Tuesday before pay week; then there
should be no problem with the student's name appearing on
Kronos for signoff the following Monday. Not waiting until
the last minute is key.
If on that Monday (signoff day), the student's name is not
showing up in Kronos, you can fill out a Kronos Correction
Form to instigate follow-up by Payroll.
Keep in mind that "bad" or ambiguous data will cause delays;
in such cases, you'll get a call asking you to clarify the
confusing data and entry will be delayed.
Payment schedule Kronos Timekeepers receive (annually) a Payment Schedule
that shows the date when forms are due in HRIS to get employees
on each payroll. There's a column on that Payment Schedule
that says "Forms Due to HRIS." Think of that as the date your
online forms should be submitted.
Grant-funded student employee positions
When hiring a student to work in a grant-funded position, Grants
and Contracts must "encumber" the funds necessary to pay your student.
It is extremely helpful if Grants and Contracts knows when you hire
a student. Grants and Contacts has requested that after you print
out the completed online form, you send them a copy along with
a note as to how many hours you expect the student to work during
the appointment/semester/term (you could even write this on the
copy). Grants and Contracts can then do the necessary budget work.