Frequently Asked Questions

 

Explore Voyager FAQs 

General 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 Fusion Applications?

  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.

• How is the Business and Finance Department affected?

  ERP means Enterprise Resource Planning. The Voyager Cloud ERP solution will replace functionality within ETSU’s financial systems with a cloud-based integration solution designed to create efficiencies, leverage real time data for analytics and offer additional functionality. This new functionality will be utilized in systems and processes such as: general ledger, budgeting, contracts, procurement, accounts payable, check requests, payroll, and timesheets.

• How is the Office of Human Resources affected?

  HCM stands for Human Capital Management and it covers functionality such as recruitment, onboarding, benefits, time and labor and learning. The Voyager Cloud HCM solution will replace functionality within ETSU’s current Human Resource systems with a cloud-based integration solution designed to improve employee engagement and the hiring process. 

• Is there a timeline for users to receive training in the Voyager system?

  Visit the Voyager Training page for the most recent information regarding training.

• What are the project goals?

  • Leverage industry best practices available in a modern cloud system
  • Deliver a system without customization
  • Improve business process and continuity
  • Improve employee engagement and hiring process
  • Leverage technical advancements and innovations in a cloud solution
  • Leverage real time data analytics
  • Utilize efficient mobile capabilities

  • Learn more about about Voyager.
• What is the project timeline?

  An updated timeline is available on the Voyager home page.

• 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.

• How Can I Find Out More Information?

  If you have questions, email the project team voyager@etsu.edu

  ETSU’s Strategic Plan “Go Beyond” can be found here – Pillar VII Fiscal Responsibility and Operational Excellence.

• How will each employee be paid?

  Exempt: Salaried basis​

  Non-exempt: Hourly basis

• Who is going to bi-weekly pay?​

  All current semi-monthly employees as well as any non-exempt monthly employees will be moving to bi-weekly payroll.​

• Who will use the Absence module?

  All ETSU employees will use the Absence module within Voyager. This will replace the TRS system currently being used. ​

 

Web Clock FAQs

• What are the benefits of the Web Clock?​

  Voyager's Web Clock will provide a user-friendly web browser-based interface for hourly employees to enter "In" and "Out" times, which will provide an accurate representation of hours worked. Hourly employees will no longer be required to submit a timecard. In addition, Voyager's Web Clock is mobile friendly.

• What resources and support will be provided to departments to help them align their procedures with the new timekeeping and payroll system, and when will these be made available?

  Training will begin in May 2025 and will continue as needed. The new Web Clock system will be much easier to use than the current TRS system, and while training will be provided, the adjustment period should be minimal.

• What specific factors led to the decision to implement this change in timekeeping for non-exempt employees, and what considerations were made for exempt employees?

  The decision to change timekeeping for non-exempt employees was driven by the complexity of calculating overtime for ETSU’s 37.5-hour workweek. Moving to a straight hourly pay structure simplified these calculations, ensuring greater accuracy in payroll processing. Additionally, the ability to set up non-exempt salaried employees in the Voyager system was a key factor in this decision.

  For time reporting, ETSU selected Oracle’s Web Clock, the system’s out-of-the-box solution, as the current in-house system is not compatible with Oracle. This choice aligns with ETSU’s broader strategy of utilizing native Oracle tools whenever available, minimizing the need for external system integrations.

  
  Considerations for exempt employees were also evaluated, though the primary focus of this change was on improving payroll accuracy and efficiency for non-exempt employees.

• Was the decision to use the Web Clock influenced by any concerns regarding trust or previous violations of timekeeping requirements by non-exempt staff?

  The decision to implement Web Clock was based entirely on its availability and functionality within Oracle, not on concerns about trust or past timekeeping violations by non-exempt staff. Web Clock serves as a replacement for our current Time Reporting System (TRS) tool.

•  What is the rationale for extending the $500 transition bonus to exempt employees as well?

  The bonus was announced at a time when we expected all employees to be moved to the bi-weekly payroll.  Although not all staff will be moved, we want to honor that promise and move forward with providing the bonus to all regular employees when Voyager goes live.

• Will web clocks be available for non-exempt employees at their workstations or in common areas where they work? If so, can a list of these locations be provided?

  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. Additionally, ETSU will provide kiosks in designated locations for time reporting. All employees can currently report time from any device connected to the internet.

• What expectations does ETSU have regarding the use of a personal mobile smart device by non-exempt employees for timekeeping, and how will this impact staff without access to such devices?

  ETSU does not expect employees to use their personal mobile devices for timekeeping. In areas where employees do not have assigned ETSU computers, departments will provide technology, such as iPads, for clocking in. Employees currently report their time in TRS, and the Web Clock will follow the same reporting process already in place.

• Will there be opportunities to offset costs for staff who are required to use their own devices and mobile plans to accommodate the new system?

  No one will be required to use their personal devices. If staff choose to use their personal devices, there will be no costs incurred, as ETSU wi-fi access can be used for the Web Clock application.

• What data will the associated app collect from employees’ personal devices (e.g., location), how will ETSU ensure transparency and security in the handling of this information?

  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. 

• Will the Web Clock for non-exempt employees be accessible on mobile phone or will punch-in/punch-outs only work from an ETSU computer? 

  The Web Clock is accessible on a mobile phone. ETSU employees should only clock in/out from approved areas within a specified radius of campus, unless approved to work from home. 

• How will time be calculated in the new system (i.e., exact minute, increments, etc.), and what considerations are being made to ensure accuracy and fairness in time recording?

  A 15-minute rounding rule has been set up; all time will round to the nearest 15-minute increment. 

• How will the new timekeeping system handle situations where employees work through lunch or choose not to take breaks, and what impact might this have on staff?

  The new timekeeping system is designed to ensure that all employees are accurately compensated for their time worked, including situations where non-exempt employees choose to work through lunch.  Supervisors will play an active role in monitoring and approving work hours to support fairness and accuracy in pay.

  At ETSU, employees are encouraged to take breaks as needed to stay refreshed and productive, whether it’s stepping away for water or a quick moment to reset.  While scheduled breaks are not legally required, the university supports a work environment that values well-being and flexibility. 

• 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.

• Will there be any flexibility with the Web Clock when it comes to rounding up or down? (Breaks, Arriving Early/Late, Traffic Delays/etc.) 

  The Voyager Web Clock system will have rounding. Employees will be able to clock in/out within a certain time before or after 8:00 am and 4:30 pm and have it round to the appropriate time.  

  End-User Training will cover many aspects of the Web Clock and address questions such as “What if there is a traffic delay and I arrive late to work?” and “If I clock in at 7:45 am, does that mean I can leave at 4:15 pm?” 

• What processes are in place to accommodate non-exempt employees who need to record time while traveling or on special assignments?

  For non-exempt employees who need to record time while traveling or on special assignments, departments can provide the necessary technology for clocking in and out. If this is not available, employees have the option to check out a laptop from the ITS Helpdesk or use their personal device to clock in and out. 

• How will the process for recording time and addressing corrections be managed, and what steps will be taken to ensure timely resolution of any discrepancies?

  Employees can request revisions to their time in the system. Supervisors will review and approve these requests or make necessary adjustments to an employee’s time directly. This process ensures timely resolution of any discrepancies.

• What will the process look like for correcting and approving time entries, and who will be involved in that process?

  Supervisors will correct and approve time entries. Time will be reviewed by HR before being transferred to Payroll for payment. 

• How will corrections that occur after the payroll deadline be handled, and what consequences might arise for individuals or units that experience frequent issues?

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

• How will Compensatory Time and Overtime work? 

  The supervisor will designate any hours over 37.5 as banked compensatory time or paid overtime.  When an employee wants to use earned compensatory time, they will request the time off via the Absence module. There will be training on both topics closer to go-live. 

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

• What criteria will be used to determine whether compensatory time or overtime is granted, and how will the system support accurate tracking of overages for non-exempt employees? 

  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). It will provide more accurate tracking than the current system. This policy remains consistent with the existing one. 

• How will the responsibility for tracking hours and avoiding overtime be distributed among Human Resources, Payroll, supervisors, and individual employees, especially for units that have opted out of 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. 

• 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.

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

  Yes.

• How will I use the Web Clock for Absence Management (Sick Leave and Annual Leave)? 

  All full-time employees will continue to earn sick and annual leave at the same accrual rate they earn it today. Employees will request sick leave through the Absence module in Voyager, much the same way sick leave is recorded today. There will be training specific to this process closer to go-live.