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.

• 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?

  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.

Web Clock FAQs

• What are the benefits of the Web Clock and how will I use it to record hours worked?

  Voyager's Web Clock is a web-based tool for hourly employees to use for clocking in and out. It keeps track of their work hours accurately, so they don’t need to submit a separate timecard. It also works on mobile devices.
• What help and resources will departments get to adjust to the new timekeeping and payroll system, and when will they be 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 led to the decision to implement this change in timekeeping for non-exempt employees?

  The change in timekeeping for non-exempt employees was made because calculating overtime for a 37.5-hour workweek was very complex. Switching to Voyager’s hourly pay system made payroll more accurate. Another reason for the change was to make it easier to include non-exempt salaried employees in the system.

  ETSU chose the Web Clock for time tracking because it is the out-of-the-box solution within the new Oracle system. ETSU’s current in-house system does not work with Oracle. Using built-in tools helps avoid the need for extra system integrations.

• Did concerns about trust or past timekeeping violations by non-exempt staff play a role in choosing the Web Clock?

  The decision to use the Web Clock was based entirely on its availability 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.

• Why are exempt employees also receiving the $500 transition bonus?

  The bonus was announced 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? 

  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. There will also be kiosks or computers in certain locations for time reporting. Right now, all employees can report their time from any internet-connected device.

• 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

• 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. 

• How will time be calculated in the new system and what steps are being taken to make sure time is recorded accurately and fairly?

  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 deal with situations where employees work through lunch or skip breaks?

  The new timekeeping system ensures that all employees are paid correctly for the time they work, even if non-exempt employees skip lunch. Supervisors will be responsible for monitoring and approving work hours to ensure fair and accurate pay.

  At ETSU, employees are encouraged to take breaks as needed to stay refreshed and productive. 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 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, 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 fixing errors be handled, and what steps will be taken to make sure any issues are resolved quickly?

  Employees can ask for changes to their time in the system. Supervisors will review and approve these requests or make the needed adjustments. This process helps resolve any issues quickly.

• 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 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.

• How will 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.

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

• 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. 

• 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.