Communications Archive

Voyager

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

 

Please see below to review past campus communications. 

November 2025 Communications

  • Important Payroll Deadlines and Entering Holiday and Administrative Dates

    Sent November 13, 2025

     

    Good afternoon,

    As the holiday season approaches, the Office of Human Resources wants to remind you of important payroll deadlines to ensure the timely processing of payments.

    November

    • Biweekly/Non-Exempt Employees: Please ensure that all extra compensations (ICPs), absences, and personal changes are finalized with HR by November 21. These changes will be seen on the December 5 paycheck.
    • Monthly/Exempt Employees: Please ensure that all extra compensations (ICPs), absences, and personal changes are finalized with HR by November 17. This is necessary for them to be included in the November paycheck, which will be issued on November 25. This also includes those using the ICP Worksheets to track their additional temporary hours.

     December

    • Biweekly/Non-Exempt Employees: All extra compensations (ICPs), personal changes, and time and absences for the pay period from December 14 to December 27 must be submitted and approved by HR by December 19. Failure to finalize these changes by this date may result in delayed payment or non-payment on January 2.
    • Monthly/Exempt Employees: All extra compensations (ICPs), absences, and personal changes must be finalized with HR by December 15 to ensure they are reflected in the December paycheck, which will be issued on December 23. This also includes those using the ICP Worksheets to track their additional temporary hours.

    *IMPORTANT – To revise timesheets: Biweekly/Non-Exempt Employees should not make any changes to their timecards or absences after these specified dates. Doing so could cause you to receive an incorrect or no paycheck. To revise the timesheet, please print the timesheet from Voyager, cross out any incorrect entries, and write in the correct information. Both the employee and the supervisor must initial the changes on the printed copy. Then, submit the revised timesheet to Human Resources so the corrections can be applied in a future pay period.

    ETSU Holidays and Administrative Dates. Please note that Holidays are not in your bucket to enter until the month the holiday occurs.

    • 11/11/25 – Absence Type: Holiday Leave
    • 11/26/25 – Absence Type: Administrative Leave; Absence Reason: Administrative Closure
    • 11/27/25 – Absence Type: Holiday Leave
    • 11/28/25 – Absence Type: Administrative Leave; Absence Reason: Administrative Closure
    • 12/24/25 - Absence Type: Administrative Leave; Absence Reason: Administrative Closure
    • 12/25/25 - Absence Type: Holiday Leave (Cannot be entered until December)
    • 12/26/25 - Absence Type: Administrative Leave; Absence Reason: Administrative Closure
    • 12/29/25 – 12/31/25 - Absence Type: Administrative Leave; Absence Reason: Administrative Closure
    • January holidays and leaves can be entered when you return from the break.

    Thank you for your attention to these deadlines. For guidelines on how to enter absences (holiday and administrative closures), please view the Entering an Absence video or view the ​Submitting an Absence Quick Reference Guide​. Please contact HR@etsu.edu with questions.

  • Expenses Training Opportunities 

    Sent November 13, 2025

     

    Hello, everyone!

    We are excited to announce four opportunities for Voyager - Expenses Training provided by the Accounts Payable department in Business and Finance. There are two in-person training sessions and two online webinar sessions to choose from.

    To register for a training session please select one of the dates below. Each session will cover the same material. The sessions will be lecture-based, with the presenter demonstrating and discussing expense processes followed by a Q&A session.

    Online Sessions:

    Dates and Times:

    • November 19: 10:00 am – 11:30am
    • November 20: 1:00 pm – 2:30 pm

    Registration Links:

    In-Person Sessions:

    Please be sure to register for the in-person events via the registration link below. We have limited seating and registration will close once we reach max capacity. The registration link will give you the option to select either date.

    Dates and Times:

    • November 21: 1:00 pm – 2:30pm
    • November 24: 10:00 am – 11:30am

    Location: D.P. Culp Center, 3rd Floor, Room 311 – The Forum

    Registration Link: Voyager Expenses Training – In Person (You may need to use the Edge browser to open the link)

    How to register for in-person sessions:

    • Click on the link.
    • Select your date.
    • Choose time (it will be the only option, but you need to select it).
    • Please enter your name and email address.
    • Then select “Book.”
    • You should receive an email to add this event to your calendar.
  • Voyager Information Update 

    Sent November 7, 2025

     

    Good afternoon, ETSU Campus Community,  

    It’s been four months since the launch of Voyager, and together we’ve all learned a great deal. While many processes are still being refined behind the scenes, steady progress continues. Collaboration between the newly established Voyager Task Force and the Voyager team is helping bring clarity to shared issues and concerns across campus.

    We recognize that several areas need further clarification on new processes, modified functionality or visibility, and transparency surrounding decision-making. In the coming weeks, updated information will be shared on key issues across functional areas. Please know that your feedback is being heard and that actions are already underway to address specific concerns, including:    

    • Human Resources Functions: Time & Labor, Leave Accruals, & Recruiting 
    • Business and Finance Functions: Chart of Accounts, Labor Distribution, & Payroll Reporting 

    Here’s what we are currently doing in response: 

    • Managed Services:Our implementation partner, Huron, is providing ongoing support, helping us to manage, monitor, and optimize Voyager based on feedback and identified needs. 
    • Restored emphasis on help tickets: Procedural changes are being made to work towards having help requests responded to within 24 hours. 
    • Extra statement of work (in progress):ETSU is working to get additional Payroll, Time/Absence and Labor, Recruiting, and Labor Distribution assistance.  
    • Reconvened Organizational Change Management (OCM) team: Members of the original OCM team now meet weekly to address the most urgent Voyager concerns identified by the Task Force.  

    In addition, the Voyager website is being refreshed with new content and realigned with our priorities to serve as a reliable, ongoing source of information and training opportunities.

 

September 2025 Communications

  • Voyager Faculty Training: Upcoming Opportunities 

    Sent August 4, 2025.

     

    Good morning,

    As we continue adjusting to the Voyager system, the Business and Finance Accounts Payable team would like to provide some extra clarity around expense reimbursements. The items below are meant to help make the reimbursement process more accurate and efficient. For questions, please contact:  Jimmy Dunn (439-6113).

     Expense Requisitions

    • The Accounts Payable team must be able to distinguish between the various types of Expenses. When creating an expense requisition, please click on the larger, upper “Create Report” box. The “Create Report” box will take you directly to the “Purpose Box.”

    Labeling the Purpose Box – Travel, Food, Non-Food or Procard

    • Expense Report Purpose. The “Purpose Box” must be filled out for each expense report. Please choose from the following: “Travel”, “Mileage”, “Food”, “Non-Food”, or “Procard.” (Procard is only to be used when submitting monthly Procard receipts for review.)

    Include the new Voyager GL/Account string on the signed Travel Authorization Request (TAR)

    • Including the Voyager GL/Account string is required. You can place this in the Notes and Comment section.  

 

August 2025 Communications

  • Voyager Faculty Training: Upcoming Opportunities 

    Sent August 4, 2025.

    Dear Faculty, 

    As we prepare for the upcoming semester, the Voyager team is offering a series of six Voyager 101 training sessions that will feature live demonstrations of key tasks and workflows within Voyager. During these sessions, you will explore training materials housed on the Voyager Training website and also be introduced to Oracle Guided Learning (OGL) – the system’s built-in tool. Please register for one of the sessions listed below. 

    A session will also be recorded and posted on the training website for review. 

    Additionally, training will include three Virtual Open Labs sessions where you can receive real-time support for Voyager navigation, Human Resources tasks, or Finance tasks. For Open Labs, no registration is required. You can drop in at your convenience.  

    We encourage you to attend the session that works best for your schedule and to explore these resources to support your success with Voyager. This information can also be found on the Faculty page of the Voyager website.

    Please contact voyager@etsu.edu with questions and contact the ITS Help Desk for assistance with technical issues. 

    Thank you,  

    Voyager Team 

 

July 2025 Communications

  • Exempt Employee Payroll – July 31 (Exempt Employees)

    Sent July 28, 2025. 

    Good afternoon,

    The first monthly pay period for exempt employees ends on 7/31/2025. Your pay will be deposited into your bank account(s) on July 31. Please use the View My Paystub   guide to see how to view, print, or download paystubs. 

    As a reminder, exempt employees will not submit time cards. You will only submit absence/leave requests. The Submitting an Absence guide   or the Submitting an Absence video   are available for review.  

    Notes:  

    • Previously, holiday leave time was automatically added to timesheets. In Voyager, employees are responsible for recording holiday leave. Entering holiday leave will be done the same way as submitting an absence. 
    • Academic year faculty members will not submit time cards. However, faculty will use the Add Absence (see guide or video above) 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. 
    • Academic Year faculty do NOT need to enter an absence for July 4, since they were not on an active contract during that holiday. 
    • 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 contact HR@etsu.edu.  

    If you have issues with submitting time/leave/absences, please contact the ITS Help Desk.  

  • Early Timecard Deadline for July 13–26 Pay Period (Non-Exempt Employees and Supervisors)

    Sent July 16, 2025.

    For the pay period July 13-July 26, non-exempt employees and supervisors will need to submit and approve timecards earlier than usual. To ensure two payrolls are included for July, time must be entered and approved by Sunday, July 27. This is different from the typical Monday time entry and approval deadline.  

     ✅ Action item for non-exempt employees: Submit timecards and leave requests by the end of your workday on either Friday, July 25, or Saturday, July 26, but no later than 10:00 am, Sunday, July 27. Guides for hours worked and leave entry can be found on the Non-Exempt Employee page. 

     ✅ Action for supervisors: Review and approve time cards and leave/absence requests no later than Sunday, July 27 at noon. Guides for time approval can be found on the Supervisors page. 

     Thank you for your attention to this matter. If you have questions about time card submission, absence entry, or approvals, please contact HR@etsu.edu.  

    If you have issues with submission, please contact the ITS Help Desk. 

    *Another reminder will be sent next week. 

  • First Biweekly Payroll and Time Card Submissions (Non-Exempt Employees)

    Sent July 11, 2025. 

    Good morning,  

    The first biweekly pay period for non-exempt employees ends on 7/12/2025. The deadline to submit your time card is 10:00 am on Monday, July 14. It is recommended that you submit your time card by the end of the day on Friday, July 11. 

    As a reminder, Human Resources is available to help with any time card or absence questions during Open Lab hours today.  

    Submitting Time Cards and Absence/Leave Requests 
    The following guides can assist you with time cards: 

    The Submitting an Absence guide can assist you with submitting absence/leave requests. 

    Time Card Approvals 
    Your supervisor, who will also receive a reminder email, should approve your time card by 12:00 pm on Monday, July 14. 

    What happens if my supervisor does not approve my time card by the deadline? HR and Payroll will work with supervisors to make sure all time cards are approved. 

     Your pay will be deposited into your bank account on July 18. View the My Paystub guide to see how to view, print, or download paystubs. 

    If you have questions about your time card or absence entries, please contact HR@etsu.edu.  

    If you have issues with submission, please contact the ITS Help Desk.  

     Note: The best way to determine the date that time cards will need to be submitted for future time periods is to look at the date range at the top of the current time card.  Generally, the last working day in this date range will be the date that the time card is due.  In any case where this will be different, a communication will be sent out to the campus. 

  • Voyager's Launch: Thank You!

    Sent July 2, 2025.

    Dear Campus Community,

    We’re excited to share that our new Human Resources and Finance system, Voyager, is officially live — and we couldn’t have reached this milestone without the support, collaboration, and dedication of so many across campus. A special thank you goes to our colleagues in Information Technology Services, Human Resources, and Business & Finance. Their commitment, expertise, and long hours behind the scenes were instrumental in bringing this complex transition to life.

    We’re also grateful to the many faculty and staff who participated in testing, attended training sessions, submitted feedback, and supported their colleagues throughout the process. Your engagement helped ensure a strong start and a smoother path forward.

    While we know there’s still more to learn and refine, today we pause to recognize this important step forward — made possible by a truly campus-wide effort.

     

    Thank you for your partnership and dedication.

    Karen King, Lori Erickson, Christy Graham

    Voyager Executive Sponsors

  • Voyager is Live

    Welcome to Voyager

    We are excited to introduce Voyager, ETSU’s new cloud-based business system for human resources, finance, and payroll. The Voyager system is now live.

    Please watch the short video above to learn more about what this milestone means for our campus.

    Thank you to the many individuals and teams who worked diligently to bring Voyager to fruition.

    Access to Voyager

    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.  

    Take me to Voyager!

    Aside from this email, there are several additional ways that you can access the system:  

    Note: If you are downloading the mobile app, use the same URL to access the ETSU Voyager system when prompted within the app set up. 

    Voyager Support

    As a reminder, support is available to assist as you enter the system.  

    • Open Labs begin today. Open labs will be available to those needing assistance with human resource tasks or finance tasks within Voyager. View the full schedule on the Voyager support page (multiples days/sessions available). 
    • Review Voyager 101 for basic navigation and other guides to help get you started.  

    Need additional help? Please contact the ITS Help Desk. 

 

June 2025 Communications

  • Voyager - Important Action Items and Go-Live Information

    Sent June 24, 2025.

    On July 1, the Voyager system will be live and accessible to the campus. To prepare, please review applicable information or action items: 

    Leave Requests and Balances 

    • June 27 – Last Day to Enter Absence/Leave in TRS. All employees should estimate absence/leave (annual leave, sick leave, etc.) for June 27-30 in TRS. 
    • June 27 – Last Day to Enter Hours Worked in TRS. Non-exempt employees should estimate and record hours worked for June 27-30 in TRS. 
    • TRS timesheets, including leave requests, must be submitted by June 27.
    • July 1 – Voyager: Non-exempt employees may begin entering hours worked or clocking in and clocking out via the web clock on July 1. 
    • July 1-7 – Voyager: Absence/leave (annual leave, sick leave, etc.) balances will temporarily show as 0.0 (accurate balances available July 7). 
    • July 7 – Employees Can Begin Entering Leave Requests in Voyager.  
    • Existing leave balances will transfer to Voyager, but requests for leave, such as annual leave or sick leave will not. Any approved annual, sick, or other forms of leave occurring after July 1 must be re-entered in Voyager on or after July 7. 

    How Will I Access Voyager?

    As a reminder, you will receive login directions on July 1. 

    Support

    • Training website and guides will remain available. 
    • Virtual Open Labs will begin July 1, and links will be posted on the Voyager support page (multiples days/sessions available). 
    • Need additional help? Options will be available: contacting the ITS Help Desk, emailing voyager@etsu.edu, and connecting with the ETSU project team. 
  • 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! 

  • 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! 

  • Requisitions, Purchase Orders, and Receipts

    Sent June 1, 2025.

    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. Contact voyager@etsu.edu with questions. 

 

May 2025 Communications

  • 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.

  • 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. 

  • 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. 

  • 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. 
  • 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. 
     

  • 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.  
  • Temporary Hiring Pause and HR Process Adjustments

    Sent May 1, 2025.

    To facilitate the implementation of the new Voyager ERP system and the updated classification and compensation plan, there will be temporary adjustments to certain processes.

    New Hire Start Date Pause: May 15 – June 30 
    ETSU is adjusting its schedule of allowable start dates for new hires by implementing a temporary pause on employee start dates from May 15 through June 30. During this period, new hires will not be permitted to begin work except in rare emergency circumstances. Requests for any exceptions must be submitted to HR and approved by the Office of the President. This pause does not apply to hiring adjuncts, graduate assistants, or temporary positions needed for summer activities such as camps, conferences, etc. 

    Expanded Onboarding Opportunities Before May 15 
    To accommodate hiring needs ahead of this pause, additional onboarding dates have been added for this spring: 

    • April 21 
    • April 28 
    • May 5 
    • May 12 

    ETSU’s regular onboarding schedule will resume on July 1. 

    Hiring Activities May Continue 
    Although start dates are paused, it is important to note that hiring processes will continue during this time. Positions may still be posted, candidates reviewed and interviewed, and job offers extended. The only adjustment is the hiring start date. 

    Temporary Hold on HR Actions 
    Additionally, between May 15 and June 30, HR will not process any new requests for the following: 

    • Critical salary enhancements 
    • Promotions 
    • Stipends 
    • FTE changes 

    Job audits will also remain paused until after July 1. Requests for any of the above processes may be submitted, but they will be held for processing until after July 1.  

    Please contact the Office of Human Resources (hr@etsu.edu) with questions.

 

April 2025 Communications

  • 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. 
  • 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! 

  • 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.