Frequently Asked Questions

Voyager

  • General: Where can I go for training or user guides?  

    The training website includes Voyager 101 for all employees, role-specific pages, past recorded training sessions, and a comprehensive list of all available training materials. 

    Oracle Guided Learning (OGL) is also available and is an in-system tool built directly into Voyager. OGL provides walk throughs of processes. OGL is accessed through a widget within Voyager. 

     

  • General: What if I need help while using the system—who do I contact?  

    Visit the support page. All employees should be able to access Voyager using Single Sign-On (SSO), which is a secure authentication method that uses ETSU login credentials. If you are unable to log in, please contact the ITS Help Desk for support.  

    Call — (423) 439-4648  

    Email — itshelp@etsu.edu  

    Live Chat — Start Now 

  • General: Is there a mobile version or app for Voyager?

    Yes. The app can be downloaded from the Google Play Store   and Apple Store.   The URL needed for the app is the same URL as Voyager's direct link.   This video   walks users through installation of the app. 

    Important note about managing expenses with an app: To manage expenses from a mobile device, download the Oracle Fusion Expenses app (Google Play  ; Apple).   While the main Oracle Fusion app supports many tasks, including time entry and leave or absence requests, it does not support expense functions. When setting up the app, please remember:   

  • General: Can I download Banner documents (W-2s, 1095-Cs, etc.) for my records after July 1?
    • Access to Banner Employee Self-Service (ESS) will remain available after July 1 for view-only purposes. However, no changes can be made in Banner ESS after July 1.
      • While it’s not required, employees may choose to print or download documents from Banner ESS for their records: paystubs, W-2s, 1095-Cs. Employees can refer to the How to Download Banner Documents PDF, and the ITS Help Desk is available to assist as needed.
      • Only documents generated after July 1 will be available in Voyager.

  • General: Do I have to be connected to the ETSU network to access Voyager?

    No, users do not need to be on the ETSU network or on an ETSU device to access Voyager.

  • General: How Can I Find Out More Information?

  • Overview: What is Oracle?

    The award-winning cloud-based Oracle Fusion Applications suite is a group of 100% open standards-based business applications that provide business with pathways for innovation, working efficiently, and embracing new technologies. The suite contains enterprise-level applications that are modular, based on best practices, and allow businesses to tailor services and achieve new levels of performance. Key modules offered: Human Capital Management; Enterprise Resource Planning; Project Portfolio Management; and Governance, Risk, and Compliance. Real-time information and robust support tools allow for dashboard, reports, data extracts, user collaboration, and enhanced security.

    Oracle Fusion Applications can best be described as:

    • Web-enabled and utilizing cloud technologies for storage, delivery, and security;
    • Built on an open standards-based platform;
    • Built with security as a priority;
    • Based on best practices business processes;
    • Deployed through a selection of options; and
    • Emphasize business intelligence and innovative uses of machine learning and artificial intelligence.

    Based in Austin, Texas, USA, Oracle is a world-class software and services vendor that markets the Oracle Fusion Applications suite.

  • Overview: Why a cloud-based system?

    This system offers quarterly updates. The ability to frequently update and stay current will allow for greater efficiency and meet ever-changing technology standards.

  • General: Will Voyager replace Dynamic Forms?

    Voyager will replace some processes that are currently conducted via Dynamic Forms. However, Voyager will not replace other things that are handled solely through Dynamic Forms. There are many variations of how Dynamic Forms is used across campus by numerous departments. Everything that can be transitioned from Dynamic Forms to Voyager will take place, but there are no plans to sunset the Dynamic Forms system as a whole.

  • Travel and Expenses:  How do I submit travel expenses and reimbursement in Voyager? 
    • Travel and Expense Reports – This webinar-style recorded video guides users through creating Expense Reports, travel authorization and documentation, expense types, and reimbursement policies. 

    These guides and more are also available on the all training materials page.

     

  • Approvals, Workflow, and Access: Can I delegate processes/approvals to other employees?

    Yes. However, transactions can only be delegated to one individual. If you create multiple rules in an attempt to delegate the same workflow category to more than one person, the system will only process the first delegation rule. 

    Only one workflow category can be delegated per rule. If you attempt to delegate multiple workflow categories to one or more individuals from the same rule, the system will not process any of the delegations. 

     

  • Time and Absence: Who will use the Time and Absence module?

    The Time and Absence module in Voyager will replace the current TRS system and all ETSU employees will use it to manage their time off and review their absence balances. Leave requests will also be submitted through the Absence module in Voyager, in a process similar to the current one in TRS. Full-time employees will continue to earn sick and annual leave at the same accrual rates as they do now.​

  • Time and Absence: All employees: How do I check my leave/absence balance? 

    Please review the Check Absence Balance - Quick Reference Guide.    or watch the video below. 

  • Time and Absence: All employees: How can I view my paystub?   

    With Voyager, employees will no longer receive an email notification with their paystubs. Instead, all employees can access their paystubs within Voyager. The View My Paystub - Quick Reference Guide    is available for reference. Visit the all employees page    for additional information and guides. 

  • Time and Absence: Exempt Employees: I am an exempt employee, do I need to submit a time card each month?  

    No, exempt employees will not submit time cards. They will only submit absence/leave requests. The Submitting an Absence guide    or the Submitting an Absence video   are available for review.  Visit the all employees page   for additional information and guides. 

  • Time and Absence: Faculty: Do I submit a time card? 

    Academic year faculty members will not submit time cards. However, faculty will use the Add Absence function for absence/leave requests. Although faculty in academic year positions do not accumulate annual leave, other types of leave (sick, holiday, administrative, parental, etc.) must still be entered.  

    Adjunct Faculty are exempt employees and will not use time cards. Adjunct faculty do not accumulate leave. 

  • Time and Absence: Graduate Assistants: Do I submit a time card? 

    Graduate Assistants are exempt employees and will not use time cards or submit absence/leave requests through Voyager. Graduate Assistants do not accumulate leave. 

    Graduate Assistants that are currently working in a temporary position should complete the ICP Worksheet   to record time. The Campus Representative should create an ICP for the time to be paid or email the time to hr@etsu.edu   

    If you have questions about time/leave requests/absence entries, please contactHR@etsu.edu. 

  • Web Clock: What are the benefits of the Web Clock?

    Voyager's Web Clock is a web-based tool that non-exempt employees may use for clocking in and out. It also works on mobile devices. Using the Web Clock is optional. While daily web clock use is still encouraged, it is not required. Non-exempt employees may choose to use the web clock or enter hours worked directly in Voyager, similar to TRS time entry. 

  • Web Clock: How can I access the Web Clock? 

    Web clocks are accessible from any internet-connected device, including ETSU computers. Employees can report time from any ETSU workstation or personal device with internet access. 

  • Web Clock: Will staff be required to use their own mobile devices to clock in or out?

    No one will be required to use their personal devices within the Voyager system.

    ETSU does require Multi-Factor Authentication (MFA). This security feature is not new. MFA is used with many ETSU systems to confirm a user's identity by utilizing a combination of two different components. Many employees choose to use their personal devices to enable MFA. 

    If staff choose to use their personal devices to clock in or out, there is a mobile app. There will be no costs incurred, as ETSU wi-fi access can be used for the Web Clock application.

  • Web Clock: What information will the app collect from employees' personal devices (like location), and how will ETSU make sure it's handled securely and transparently?

    The Web Clock application in Oracle will not collect any personal data from employees' devices, including location data. The only information collected is the time worked, and no other personal data will be recorded or stored.

    ETSU is committed to transparency and will ensure all data handling practices align with security and privacy standards. 

  • Web Clock: Will there be penalties for employees who do not take lunch breaks or who work through lunch?

    While there is no penalty for working through lunch, it should be an occasional occurrence, not a daily practice.  ETSU policies indicate that all employees are afforded an uncompensated meal-break.

  • Web Clock: What steps are in place to help non-exempt employees record their time while traveling or on special assignments?

    For non-exempt employees who need to record time while traveling or on special assignments, HR has provided a travel chart that details what hours would be compensable.

  • Web Clock: How will the process for recording time and fixing errors be handled, and what steps will be taken to make sure any issues are resolved quickly?

    Employees will have the ability to edit their time entries prior to supervisor approval, as is current practice. Employees can make changes within the current pay period, but changes to prior pay periods require approval.

  • Web Clock: How will corrections be handled if they happen after the payroll deadline, and what might happen to individuals or teams that have frequent issues?

    Retroactive corrections can be made for 60 days in the system.  Frequent issues will be addressed through additional training.

  • Web Clock: How does Compensatory Time and Overtime work?

    Supervisors will decide if hours over 37.5 are banked as compensatory time or paid overtime. If an employee wants to use their compensatory time, they can request time off using the Absence module. Training on both will be provided closer to the launch date.

     Further details and definitions are available in the Compensatory Time and Worked Holidays policy.

  • Web Clock: How will it be decided whether compensatory time or overtime is given, and how will the system make sure extra hours for non-exempt employees are tracked accurately?

    Overtime will default to compensatory time, but supervisors have the option to convert it to paid overtime if needed. The system is set up to accurately track all hours worked beyond 37.5 hours per week (or 40 hours for Public Safety employees). This policy remains consistent with the existing one. 

  • Web Clock: How will Human Resources, Payroll, supervisors, and employees share the responsibility of tracking hours and preventing overtime, especially in units that have chosen not to follow certain processes?

    Supervisors are responsible for monitoring the hours employees work and ensuring there is sufficient funding to cover any overtime expenses. Human Resources and Payroll will provide support and guidance, but the primary responsibility lies with the supervisor to manage overtime and avoid exceeding budgets. 

  • Web Clock: What procedures will be followed for paying out overtime, and how will ETSU ensure that non-exempt employees are compensated in a timely manner?

    If paid overtime is chosen, it will be included in the next available paycheck. Compensatory time will continue to be paid out in May each year if not used.

  • Web Clock: Will overtime be paid out biweekly as part of the corresponding pay period?

    Yes.

Interested in reviewing past Voyager campus communications?


View the Communications Archive

 

Explore Voyager FAQs 

  • Why a cloud-based system?

    This system offers quarterly updates. The ability to frequently update and stay current will allow for greater efficiency and meet ever-changing technology standards.

  • What is Oracle?

    The award-winning cloud-based Oracle Fusion Applications suite is a group of 100% open standards-based business applications that provide business with pathways for innovation, working efficiently, and embracing new technologies. The suite contains enterprise-level applications that are modular, based on best practices, and allow businesses to tailor services and achieve new levels of performance. Key modules offered: Human Capital Management; Enterprise Resource Planning; Project Portfolio Management; and Governance, Risk, and Compliance. Real-time information and robust support tools allow for dashboard, reports, data extracts, user collaboration, and enhanced security.

    Oracle Fusion Applications can best be described as:

    • Web-enabled and utilizing cloud technologies for storage, delivery, and security;
    • Built on an open standards-based platform;
    • Built with security as a priority;
    • Based on best practices business processes;
    • Deployed through a selection of options; and
    • Emphasize business intelligence and innovative uses of machine learning and artificial intelligence.

    Based in Austin, Texas, USA, Oracle is a world-class software and services vendor that markets the Oracle Fusion Applications suite.

 

General FAQs

  • Where can I go for training and guides?

    The training website includes Voyager 101 for all employees, role-specific pages, past recorded training sessions, and a comprehensive list of all available training materials.

    Oracle Guided Learning (OGL) is also available and is an in-system tool built directly into Voyager. OGL provides walk throughs of processes. OGL is accessed through a widget within Voyager. 

  • What if I need help while using the system—who do I contact?

    Visit the support page. All employees should be able to access Voyager using Single Sign-On (SSO), which is a secure authentication method that uses ETSU login credentials. If you are unable to log in, please contact the ITS Help Desk for support.  

  • Can I download Banner documents (W-2s, 1095-Cs, etc.) for my records after July 1?

    Access to Banner Employee Self-Service (ESS) will remain available after July 1 for view-only purposes. However, no changes can be made in Banner ESS after July 1.

    • While it’s not required, employees may choose to print or download documents from Banner ESS for their records: paystubs, W-2s, 1095-Cs. Employees can refer to the How to Download Banner Documents PDF, and the ITS Help Desk is available to assist as needed.
    • Only documents generated after July 1 will be available in Voyager.
  • Do I have to be connected to the ETSU network to access Voyager?

    No, users do not need to be on the ETSU network or on an ETSU device to access Voyager.

  • Will Voyager replace Dynamic Forms?

    Voyager will replace some processes that are currently conducted via Dynamic Forms. However, Voyager will not replace other things that are handled solely through Dynamic Forms. There are many variations of how Dynamic Forms is used across campus by numerous departments. Everything that can be transitioned from Dynamic Forms to Voyager will take place, but there are no plans to sunset the Dynamic Forms system as a whole.

  • Is there a mobile app available?

    Yes. The app can be downloaded from the Google Play Store   and Apple Store.   The URL needed for the app is the same URL as Voyager's direct link.   This video   walks users through installation of the app.

    Important note about managing expenses with an app: To manage expenses from a mobile device, download the Oracle Fusion Expenses app (Google Play  ; Apple).   While the main Oracle Fusion app supports many tasks, including time entry and leave or absence requests, it does not support expense functions. When setting up the app, please remember:  

 

Travel and Expense FAQs

 

Approvals, Workflows, and Access FAQs

  • How do I approve requests or manage workflows in Voyager? 
  • Can I delegate processes/approvals to other employees?

    Yes. However, transactions can only be delegated to one individual. If you create multiple rules in an attempt to delegate the same workflow category to more than one person, the system will only process the first delegation rule.

    Only one workflow category can be delegated per rule. If you attempt to delegate multiple workflow categories to one or more individuals from the same rule, the system will not process any of the delegations.

  • How can I get additional access in Voyager?

    Submit the Voyager Access Request form to request additional access in Voyager. One or more of the following forms of access can be requested: Campus Representative (regular budgeted positions only), Projects and Awards (e.g. Principal Investigators), Budget to Actuals, and Procurement Requester/Preparer.

    All requests are subject to the collection of the required approvals before access will be granted. Note: Undergraduate Student Workers and Graduate Assistants are not eligible for any of these forms of access in Voyager.

 

Time and Absence FAQs

  • All employees: Who will use the Time and Absence module?

    The Absence module in Voyager will replace the current TRS system and all ETSU employees will use it to manage their time off and review their absence balances. Leave requests will also be submitted through the Absence module in Voyager, in a process similar to the current one in TRS. Full-time employees will continue to earn sick and annual leave at the same accrual rates as they do now.

  • All employees: How do I check my leave/absence balance?

    Please review the Check Absence Balance - Quick Reference Guide   or watch the video below.

  • All employees: How can I view my paystub? 

    With Voyager, employees will no longer receive an email notification with their paystubs. Instead, all employees can access their paystubs within Voyager. The View My Paystub - Quick Reference Guide    is available for reference. Visit the all employees page for additional information and guides.

  • Faculty: Do I submit a time card?

    Academic year faculty members will not submit time cards. However, faculty will use the Add Absence function for absence/leave requests. Although faculty in academic year positions do not accumulate annual leave, other types of leave (sick, holiday, administrative, parental, etc.) must still be entered. 

    Adjunct Faculty are exempt employees and will not use time cards. Adjunct faculty do not accumulate leave. 

    Visit the Faculty training page for additional information.

  • Graduate Assistants: Do I submit a time card?

    Graduate Assistants are exempt employees and will not use time cards or submit absence/leave requests through Voyager. Graduate Assistants do not accumulate leave.

    Graduate Assistants that are currently working in a temporary position should complete the ICP Worksheet to record time. The Campus Representative should create an ICP for the time to be paid or email the time to hr@etsu.edu  

    If you have questions about time/leave requests/absence entries, please contactHR@etsu.edu. 

  • Exempt Employees: I am an exempt employee, do I need to submit a time card each month?

    No, exempt employees will not submit time cards. They will only submit absence/leave requests. The Submitting an Absence guide    or the Submitting an Absence video   are available for review.  Visit the all employees page for additional information and guides.

  • Non-Exempt Employees: What are the benefits of the Web Clock?

    Voyager's Web Clock is a web-based tool that non-exempt employees may use for clocking in and out. It also works on mobile devices. Using the Web Clock is optional. While daily web clock use is still encouraged, it is not required. Non-exempt employees may choose to use the web clock or enter hours worked directly in Voyager, similar to TRS time entry. 

  • Non-Exempt Employees: How can I access the Web Clock? 

    Web clocks are accessible from any internet-connected device, including ETSU computers. Employees can report time from any ETSU workstation or personal device with internet access. 

  • Non-Exempt Employees: Will staff be required to use their own mobile devices to clock in or out?

    No one will be required to use their personal devices within the Voyager system.

    ETSU does require Multi-Factor Authentication (MFA). This security feature is not new. MFA is used with many ETSU systems to confirm a user's identity by utilizing a combination of two different components. Many employees choose to use their personal devices to enable MFA. 

    If staff choose to use their personal devices to clock in or out, there is a mobile app. There will be no costs incurred, as ETSU wi-fi access can be used for the Web Clock application

  • Non-Exempt Employees: What information will the app collect from employees' personal devices (like location), and how will ETSU make sure it's handled securely and transparently?

    The Web Clock application in Oracle will not collect any personal data from employees' devices, including location data. The only information collected is the time worked, and no other personal data will be recorded or stored.

    ETSU is committed to transparency and will ensure all data handling practices align with security and privacy standards. 

  • Non-Exempt Employees: Will there be penalties for employees who do not take lunch breaks or who work through lunch?

    While there is no penalty for working through lunch, it should be an occasional occurrence, not a daily practice.  ETSU policies indicate that all employees are afforded an uncompensated meal-break. Federal law requires that non-exempt employees record all hours worked, including those worked through lunch.

  • Non-Exempt Employees: What steps are in place to help non-exempt employees record their time while traveling or on special assignments?

    For non-exempt employees who need to record time while traveling or on special assignments, HR has provided a travel chart that details what hours would be compensable. 

  • Non-Exempt Employees: How will the process for recording time and fixing errors be handled, and what steps will be taken to make sure any issues are resolved quickly?

    Employees will have the ability to edit their time entries prior to supervisor approval, as is current practice. Employees can make changes within the current pay period, but changes to prior pay periods require approval.

  • Non-Exempt Employees: How will corrections be handled if they happen after the payroll deadline, and what might happen to individuals or teams that have frequent issues?

    Retroactive corrections can be made for 60 days in the system. Frequent issues will be addressed through additional training.

  • Non-Exempt Employees: How does Compensatory Time and Overtime work?

    Supervisors will decide if hours over 37.5 are banked as compensatory time or paid overtime. If an employee wants to use their compensatory time, they can request time off using the Absence module. Training on both will be provided closer to the launch date.

     Further details and definitions are available in the Compensatory Time and Worked Holidays policy.

  • Non-Exempt Employees: How will it be decided whether compensatory time or overtime is given, and how will the system make sure extra hours for non-exempt employees are tracked accurately?

    Overtime will default to compensatory time, but supervisors have the option to convert it to paid overtime if needed. The system is set up to accurately track all hours worked beyond 37.5 hours per week (or 40 hours for Public Safety employees). This policy remains consistent with the existing one. 

  • Non-Exempt Employees: How will Human Resources, Payroll, supervisors, and employees share the responsibility of tracking hours and preventing overtime, especially in units that have chosen not to follow certain processes?

    Supervisors are responsible for monitoring the hours employees work and ensuring there is sufficient funding to cover any overtime expenses. Human Resources and Payroll will provide support and guidance, but the primary responsibility lies with the supervisor to manage overtime and avoid exceeding budgets. 

  • Non-Exempt Employees: What procedures will be followed for paying out overtime, and how will ETSU ensure that non-exempt employees are compensated in a timely manner?

    If paid overtime is chosen, it will be included in the next available paycheck. Compensatory time will continue to be paid out in May each year if not used.

  • Non-Exempt Employees: Will overtime be paid out biweekly as part of the corresponding pay period?

    Yes.