Communications Archive

Voyager

Welcome! This page serves as an archive of Voyager information.

 

Please see below to review past campus communications. 

June 2025 Communications

  • Voyager: July 1 Go-Live - 14-Day Checklist

    Sent June 17, 2025.

    Good morning,  

    Voyager officially goes live on July 1, 2025.  As we count down to launch, all employees are encouraged to review training materials, attend training sessions (if applicable), and complete important pre-launch tasks based on their role.  

    14-Day Checklist 

    To help guide you through final preparations, please review the 14-Day Checklist. It includes a recap of information along with important deadlines, available resources, and recommended actions. You may use the PDF version or visit the 14-Day Checklist page on the Voyager website. 

    What’s Next? 

    On July 1, employees will receive an email with login instructions. Ongoing support and resources will be available to offer a smoother transition for everyone. 

    Thank you for your continued engagement and support as we move closer to Voyager launch! 

  • Subject: Support for You Before and After Go-Live

    Sent June 5, 2025.

    Good afternoon,  

    Voyager will go live on July 1, and preparations are well underway! As launch day approaches, we know everyone wants to feel ready to navigate the new system. Voyager will be a major change for our campus and learning something new will take time, for all of us. 

    While some employees will use Voyager for many daily tasks, everyone will interact with it in some way. No matter your role, it’s important to know how to access and use the system. 

    Start with Voyager 101 

    Before Go-Live: Take Advantage of These Opportunities 

    After Go-Live: Support Will Be Available 

    • Training website and guides will remain available 
    • Virtual Open Labs will offer live support, drop in to ask questions or troubleshoot (links coming soon) 
    • Oracle Guided Learning (OGL) will provide on-screen prompts within Voyager to assist as you work 
    • Need additional help? Options will be available: contacting the ITS Help Desk, emailing voyager@etsu.edu, or connecting with the ETSU project team  

    More detailed support instructions will be shared closer to July 1. Thank you for your continued engagement in Voyager preparations. We’re excited to take this next step together! 

 

May 2025 Communications

  • Subject: Voyager Enhancement: New Time Tracking Options for Non-Exempt Employees

    Sent: May 30, 2025.

    Good afternoon,

    Your thoughtful feedback regarding the Voyager web clock over the past few weeks has been helpful and very much appreciated. In response to the questions and input many of you shared, we're introducing greater flexibility in the options non-exempt employees can use to track time in Voyager. 

    What’s Changing for Non-Exempt Employees

    • Web clock is optional: While daily web clock use is still encouraged, it’s no longer required. Non-exempt employees may choose to use the web clock or enter hours worked directly in Voyager, similar to TRS time entry.

    What’s Not Changing for Non-Exempt Employees

    • Accurate time tracking is required, which is consistent with current practice and federal law. 
    • The Voyager mobile app remains available for those who prefer to manage hours on the go – regardless of which timekeeping entry method the employee chooses. 

    Please note: Some web pages and training materials may still reflect the old requirements. We are in the process of updating them to reflect these new procedures. 

    We hope these updates make the transition to Voyager smoother and more convenient. Thank you again for your engagement and for being such an important part of this transition.

  • Subject: ETSU Voyager: Reminders Regarding Requisitions, Purchase Orders, and Receipts

    Sent: May 30, 2025. 

    Please review the important reminders regarding requisitions, purchase orders, and receipts, listed below. 

    New Requisitions 

    • Monday, June 2 | 4:30 pm 
      Last day to enter new requisitions into eBucs. Please enter any remaining requisitions as early as possible. 
    • Tuesday, June 10 | Noon 
      All requisitions in eBucs must be fully approved and converted to purchase orders. Please ensure that each step in the requisition review and approval process is completed as timely as possible. Any requisition not converted by this time will need to be re-entered in Voyager after go-live. 

    Existing POs 

    • Friday, June 6 | 4:30 pm 
      Last day to review existing POs. Notify Accounts Payable (Jimmy Dunn and Sara Morawetz-Joyner) of any existing PO’s that can be closed. To close a PO, make a comment on the PO asking for it to be closed (if it is no longer needed). Any remaining open will be converted into Voyager. 

    Receipts 

    • Thursday, June 19 | 4:30 pm 
      Enter all receipts in eBucs as soon as possible to allow invoices to be processed. All unpaid invoices as of 6/19 will be canceled in eBucs. Departments will be responsible for resubmitting those invoices in Voyager after July 1. 

    Payment Requests 

    • Thursday, June 19 | 4:30 pm
      No payment requests (e.g., check requests, personal service forms, paper travel claims) will be accepted after 4:30 pm on 6/19. 

    Note: 6/19 is Juneteenth and the university will be closed. Please plan accordingly. This information is also on the cutover information page. Contact voyager@etsu.edu with questions. 

  • Subject: ETSU Voyager - Cutover Dates Reminder

    Sent: May 27, 2025. 

    This is a reminder about upcoming cutover activities in preparation for the Voyager transition. Unless otherwise specified, the cutoff for each date listed below is 4:30 pm. 

    June 2. eBucs: Purchase Orders Freeze Date (including Travel and all Reimbursement Forms) 

    This date is firm. During this transition, it is important to close down the system in an effort to wrap-up and conclude purchase orders and reimbursements. The final few weeks of June will be used to close as many purchase orders as possible in preparation. The closer to June 2 that purchase orders or reimbursements are submitted, the greater chance there is that they cannot be processed in time for cutover. Please do not delay. Please remember that after June 2, any reimbursements have to be submitted by paper to etsuap@etsu.edu and the claims have to be fully signed.  

    June 10. FYSA (Fiscal Year Salary Allocation) Form Request Deadline

    June 13.

    Banner: New Grant Agency Cutoff.  

    FYSA Form Received by Payroll Deadline

    June 16. eBucs: Procurement Contracts Completed Deadline

    June 20.  

    Cutoff for New Sponsored Awards and Existing Award Modifications  

    Banner: Disbursements for Students Cutoff 

    (Deadline: Noon) eBucs/Banner: Invoice Entry Freeze Date

    June 25. Banner: Accounts Receivables (and Receipts) Cutoff 

     

    You can view full cutover information on the Voyager website. Contact voyager@etsu.edu with questions. 

  • Subject: ETSU Voyager – Training Resources Available!

    Sent May 23, 2025.

    Before and after Voyager’s go-live, you will have access to a variety of training resources. 

    We've developed resources to prepare for the upcoming Voyager transition. You can get familiar with Voyager through a variety of ETSU-specific self-paced videos, instructor-led training sessions, job aids, and other resources. 

    • Education: In late May and throughout June, engage with the Voyager training website and check out the new features and capabilities. This phase does not include hands-on access to Voyager. 
    • Exploration (July-August): Starting in July, you will have access to begin using the system. As you're working through the system, you can access Virtual Open Labs for live, drop-in assistance and questions. The ITS Help Desk will also be available for basic support. 
    • Excellence: As we move beyond the first weeks of the Voyager launch, we are committed to ongoing support and learning available through on-demand resources, faculty and new hire training, and updated training materials as new versions are released. 

    Find out more information on the Voyager training web page. Content on this web page will be updated throughout June. Some content is not yet available; we encourage you to visit the website frequently.  

    What You Can Do Right Now 

    • Start here: Voyager 101. Voyager 101 includes training materials for key functions that will be most frequently used by employees (such as entering leave, basic Voyager navigation, and viewing your employee information). 
    • Supervisors: Register for an Instructor-Led Training session and join the Office of Human Resources as they provide an overview of the Time and Absence modules in Voyager. 
  •  Subject: Voyager - Will I use the Web Clock? (Exempt or Non-Exempt Status)

    Sent: May 19, 2025. 

    Each employee received an email detailing their exemption status, use of web clock, and pay basis (see bold fields below for template example).

    As part of our upcoming Voyager transition, here’s a reminder about pay schedules: 

    • Exempt employees follow the monthly pay schedule. 
    • Non-exempt employees follow the biweekly pay schedule.  

    Based on your primary ETSU assignment (job/position), your status is Exempt or Non-Exempt and you will or will not use the Web Clock in Voyager to clock in and clock out. You will also be paid on a Monthly or Biweekly basis in Voyager. Your supervisor is also copied on this email. 
     
    Non-exempt employees can find more information about the biweekly pay transition, including contribution changes and benefits deductions, on the Voyager website. Additionally, the biweekly pay schedule is now published. Reminders and resources will continue to be shared. Contact voyager@etsu.edu with questions. 
     

  • Subject: ETSU Voyager Full-Time Employee Bonus, Leave Reminder and Non-Exempt Employee Biweekly Transition Info 

    Sent: May 7, 2025. 

    For All Employees 
    The Voyager transition bonus and leave reminder apply to all regular full-time employees. Please take a look at the details below.  

    • June Bonuses: The $500 Voyager transition bonus will be awarded to all regular full-time employees.  
    • Vacation/Leave During the First Week of July: Employees with vacation or leave plans during the first week of July should coordinate with their supervisors to take these days off. However, they will need to enter this leave into Voyager after current balances have been rolled over, approximately one week after go-live.   

    Quick reference guides, training videos, and support will be available starting in June (for preview only—no system access yet), and will continue after go-live, through July and beyond, to help employees navigate the system. 

    For All Non-Exempt Employees  
    For non-exempt employees who are currently on, or will be moving to biweekly pay, please see important information below. 

    • July Longevity Pay: For non-exempt employees with a July longevity date, longevity pay will be issued as a lump sum in the first July paycheck (July 18). In August and beyond, all longevity will be paid in the pay period in which your anniversary date falls.  
    • Biweekly Pay Transition:

    EDIT: The following examples are incorrect and have since been updated on the  Non-Exempt Employee Information page (Please see the Deduction Action Examples section on that page for more information).  

      • 401K Contributions. Action Needed in Voyager Employee Self-Service: Employees can adjust their 401K contributions. Employees contributing based on a percentage of their check do not need to make adjustments because the percentage will be deducted from each biweekly check. Employees contributing a fixed dollar amount will need to split it between the biweekly paychecks (e.g., $50 from each check instead of $100 once a month).
      • Split Deposits. Action Needed in Voyager Employee Self-Service: Employees who have instructed ETSU to split their payment deposits between checking and savings will need to update this arrangement in Voyager’s Employee Self-Service.
      • Other Pay Deductions. ETSU will automatically adjust other pay deductions, such as HSA or FSA, for employees. No action is required from employees regarding these adjustments.  

 

April 2025 Communications

  • Subject: Cutover Reminders

    Sent: April 30, 2025.

    We’re making great progress toward the upcoming Voyager launch. Earlier this month, we shared key dates for cutover activities. Now, the full cutover calendar is available on the website. See dates of interest, below. (Unless otherwise noted, all deadlines listed are at 4:30 p.m.) 

    View the full cutover calendar chart, along with the temporary hiring pause and HR adjustments previously emailed to campus, is available on the Voyager website.  

    If you... 

    • Have a question about how the Banner and eBucs dates affect your department’s processes: Reach out and we can provide more detailed guidance.
    • Are concerned about the bi-weekly pay schedule and benefits management: We’ve heard your questions and feedback! There will be detailed information to share in the coming weeks.
    • Want a preview of web clock and absence management in Voyager: Overview videos are available for absence management  and web clock time entry. 
  • Subject: Voyager Project Update – April 2025 

    Sent: April 23, 2025.

    We're less than three months away from our targeted Summer 2025 go-live for our new campus-wide Voyager/Oracle system! Here’s a quick look at where things stand: 

    • HR and Business & Finance are finalizing system features like budget structures, approval workflows, and audit tracking.
    • Parallel Payroll Testing is underway to ensure pay, tax, and deduction accuracy.
    • Security access testing is ongoing to confirm everyone can log in and access what they need.
    • Daily team check-ins are keeping the cutover activity transitions on track.
    • Systems and Integration Testing Part B (SIT B) is wrapping up, confirming all parts of the system will work together smoothly. 

     Coming soon! We’ll be sharing more weekly updates on: 

    • Pay schedules (bi-weekly/monthly)
    • Benefit deductions for bi-weekly employees
    • Training resources
    • Support options before and after go-live 

     Thanks for your continued feedback, (Voyager@etsu.edu) it’s helping shape this transition! 

  • Subject: Important Dates for Voyager Transition 

    Sent: April 10, 2025.

    The countdown is on! Voyager implementation is planned for Summer 2025. Over the next several weeks, we will be sending emails from this Voyager email account as well as the BucWire newsletter to communicate important dates and information in preparation for the transition to our new system. Please remember, this and other information is available on the Voyager website.  

    There are key cutover activities involved in transitioning from our current systems to the new Voyager system. Our goal is to minimize disruptions to business operations. We need your help to share this information. This is the first of several reminders that will be sent in the coming weeks and includes information about absence management and payroll.  

    June 2. eBucs: Purchase Orders (including Travel and all Reimbursement Forms) freeze date. This date is firm. As we transition from one payment system to another, it is important to close down the system in an effort to wrap-up and conclude purchase orders and reimbursements.  The final few weeks of June will be used to close as many purchase orders as possible in preparation for the transition to Voyager. 

    June 16. eBucs: Procurement contracts completed deadline. 

    June 27. TRS will no longer be used for leave or hours worked entry. The final day for employees to enter Leave and hours worked through June 30 will be June 27. Employees are asked to estimate hours worked and proactively record leave for the time period June 27-June 30 so the TRS system can be closed. Leave cannot be entered in Voyager until July 7. 

      • How do I account for leave taken July 1-July 6? Absence balances will be converted into Voyager, but existing absence requests will not be converted. If the anticipated date for an absence will occur after June 30, employees will be responsible for entering those dates via a new leave request in Voyager for supervisor approval. 

    July 1. Non-exempt employees begin entering time in Voyager using the Web Clock.  

      • How do I use the Web Clock? There are FAQs and a training video  that demonstrates the process.  

    July 7. Employees begin entering leave in Voyager.  

      • How do I enter leave in Voyager? This training video  demonstrates the process.  

    July 18. First Biweekly Payroll in Voyager. 

     July 31. First Monthly Payroll in Voyager. 

     End User Training will begin in May. During End User Training, multiple modalities will provide opportunities for everyone to access training in the best way for them. There will be videos and instructor-led trainings, as well as other options. The instructor-led trainings will be classroom-style sessions (in-person, virtual, or hybrid) that demonstrate processes & policies. Bookmark the Voyager training web page to stay up to date on future training opportunities.  

    While the process of change has its difficulties, we expect the benefits to outweigh the challenges. Please know that we are working to make the transition as smooth as possible. You can email voyager@etsu.edu with questions and comments.