Voyager

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Training Opportunities

Procurement

There are four online Procurement Training webinar sessions provided by the Purchasing Department in Business and Finance. A recording will be made available on the recorded sessions page. Each session will cover the same material.  

 The following topics will be covered: 

  • How to receipt a delivery.
  • Overview of the Purchase Order (PO) Life Cycle.
  • Overview of creating purchase requisitions.
  • Setting up a new vendor.
  • Q&A for the last 15 minutes.

December 3:

10:00 am – 11:00 am: Registration Link 

2:00 pm – 3:00 pm: Registration Link  

 

December 4: 

10:00 am – 11:00 am: Registration Link 

2:00 pm – 3:00 pm: Registration Link  

Chart of Accounts Roadshows

The ETSU Business and Finance Office will offer 11 training sessions for the Voyager Chart of Accounts Roadshow. Each session will cover the same material and will be held in person.

This training is an excellent opportunity to ask questions related to the Chart of Accounts and to gain an in-depth understanding of the Budget vs. Actuals module. If possible, we recommend that staff members of the same department get with their campus business manager to register for the same session. But this is not mandatory.

Each session is scheduled for approximately 90 minutes and will take place in the ETSU Culp Center, Room 311. Seating is limited to 70 participants per session.

**If you are an employee under the College of Arts and Sciences, please try to register for either the 12/8 – 10:30am or 12/9 – 8:30am sessions, if you are available at these times, but this is not mandatory.**

Dates: 12/5-12/12 - Chart of Accounts and Budget vs. Actuals Training – Registration Link

To Register:
• Click on the session you’d like to join.
• Change the calendar to December.
• Select your preferred session time.
• Enter your name and additional details.
• Click “Book.”

Announcements

  • Important Payroll Deadlines & Entering Holiday Leave

    Posted 11/18/2025. Contact HR@etsu.edu with questions.

    As the holiday season approaches, the Office of Human Resources wants to remind you of important payroll deadlines and ETSU Holidays and Administrative Dates. Please note that Holidays are not in your bucket to enter until the month the holiday occurs. View the list of important dates on this page. 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​.   

  • Enterprise Rentals

    Posted 11/18/2025. Please contact Accounts Payable with questions: etsuap@etsu.edu or 423-439-6112.

    Enterprise Rentals There are three things being requested when renting an Enterprise vehicle through the direct bill link. They are: 

    1. The Entity and Org are required: this is the first 2 sets of numbers from the Voyager GL String. Please be sure to use your department's numbers. 
      Example: If the string is 10-26210-100000-100-{INSERT ACCOUNT}-400-999-999-999-999-99, then the required info would be 10-26210.
    2. The Project number is optional. It is only required if the rental is being paid with a project. Example: SP1256988.
    3. The Employee number is required and is the E# including the E. Example: E00000149.
  • PTEOAF Values Required for PPM Grant Expenses 

    Posted 11/18/2025. Please contact grantaccounting@etsu.edu with questions.

    When submitting requisitions, expense reports, and labor schedules for grants in Project Portfolio Management (PPM), the *PTEOAF should be used instead of the Voyager Values. The PTEOAF values can be found on the right when searching in the Voyager Index Lookup tool.  

    PTEOAF example of how to read the string: Project Number, Task Number, Expenditure Type, Owning Org, Award Number, and Funding Source. Note: If only the Voyager Values are used, the expenses will not be charged to the grant in PPM. This could cause issues with invoicing for reimbursements and reporting to grant sponsors.  

    If your grant is not in the Voyager Index Lookup, a quick reference guide for finding the project values is available on this training page.

    Approvers: Please check for charge accounts using the grant summary funds below.  

    • The fund will be the third string segment.  
    • If one of the following funds is used, and the project values are missing, the requisition/labor schedule should be rejected back to the requester. 
    300000 Federal Grants & Contracts  
    300100   State Grants & Contracts  
    300200   Local Grants & Contracts  
    300300 Private Grants & Contracts  
    300400 Other Grants & Contracts  
    *PTEOAF = Project Number, Task Number, Expenditure Type, Owning Org, Award Number, and Funding Source. 
  • Per Diem M&I (Meals & Incidentals)

     Posted 11/18/2025. Please contact Accounts Payable with questions: etsuap@etsu.edu or 423-439-6112.

    This only pertains to Per Diem M&I. An error within Voyager that just started to occur for Per Diem M&I calculations for travel dates prior to 10/1/2025 has been identified. The issue has been raised with the product provider, Oracle, and they are working on a solution. In the meantime, please do not use the Per Diem M&I for dates before 10/1/2025. It is not calculating the 75% per diem rate for the first and last day.  

    • Temporary Workaround: Use the Other/Miscellaneous expense type or the Travel expense type if you need to itemize due to some meals being provided by the Conference and calculate the per diem rate manually and enter the total into the amount box.  

    Screenshot of Meals and Incidental Expenses, highlighting the total by adding "dinner" and "first and last day of travel" items.

    Travel expense template screenshot demonstrating where the "Description' location is.

    • Please upload a copy of the General Services Administration (GSA) Per Diem rate form    using the zip code of the place you laid your head during your travel. 
 

 

a COLLABORATIVE APPROACH

It’s been four months since Voyager launched. We’ve all learned a lot over the past few months, and while many processes are still being refined behind the scenes, progress continues.  

As ETSU continues to refine and strengthen the Voyager system, the Voyager Task Force was established to guide improvements, address concerns, and ensure the system serves the current and future needs of our campus community. The Task Force is working closely with the Voyager team to identify common challenges and prioritize communication and solutions to continue moving towards an intuitive and efficient user experience. 

Concerns and Next Steps:

  • Data Visibility and Reporting 

     

    Concerns: 

    • Reports needed to replicate legacy Banner functionality. 
    • Existing reports may be missing some necessary visibility.

    Actions Being Taken/Next Steps:

    • Crosswalk document being created that will show legacy Banner reports equivalents in Voyager. 
    • Payroll Expense Report in development. 
    • Payroll Distribution Reporting is in development. 
    • Compiling a list of highest priority reports.
  • Financial and Budget Management 

    Concerns: 

    • Chart of Account concerns. 
    • Confusion with fund consolidation.  
    • Labor encumbrance features needed.

    Actions Being Taken/Next Steps 

    • Additional COA training will be scheduled in December by college/unit.
    • Org units have been consolidated to align with official university structures, with optional fields available for additional granularity. Business and Finance teams are continuing to monitor this situation and update mapping as needed. 
    • Labor encumbrance report is in development.
  • Procurement and Requisitions 

    Concerns: 

    • Invoice payment delays.  
    • Rejected Check Requests. 

    Actions Being Taken/Next Steps:

    • Mass communication to vendors to update email/contact information. Records will be corrected individually.  
    • Transition to two-way match for invoice processing. This workflow is in development and should improve efficiency and communication. 
  • HR & Payroll 

    Concerns: 

    • Payee assignment error due to similar names and missing middle initials.  
    • Payroll deductions accuracy.
    • Graduate Assistants payment delayed due to processing/timing gap between Voyager and e-contract system. 
    • Visibility into direct deposit and pay transactions. 
    • Visibility into vacant positions and hiring status.  

    Actions Being Taken/Next Steps:

    • Resolution is ongoing for payee assignment and deduction issues. ETSU and Huron teams are working to resolve this. More information to be released as applicable.
    • Communicate and publish payroll and stipend submission deadlines. 
    • Efforts ongoing to enhance visibility into payroll and direct deposit information
    • Development of reporting tools for pay, direct deposits, and hiring statuses.
  • Workflow & Approval Chains 

    Concerns: 

    • Approval chains require auditing and correction to ensure all required reviewers are included.  
    • Users can experience delays due to linear routing and missing parallel approvals. 

    Actions Being Taken/Next Steps:

    • Workflows are being tailored to department-specific needs where appropriate.
    • Parallel approval paths being implemented where appropriate.  
    • Establish governance process for ongoing management of approval changes.  
  • Security & Access 

    Concerns: 

    • Users report missing access to information needed for their roles.  
    • Voyager lacks an impersonate feature, complicating support and troubleshooting. 

    Actions Being Taken/Next Steps:

    • Voyager uses a principle of least privilege, so users will often not need access to everything they previously did. However, custom security roles have been/are being deployed to provide necessary operational access where needed. Reminder: A procedure for reporting access concerns is available.  
      • Please describe your job duties in detail when submitting your request.
    •  Detailed Help Desk tickets are encouraged, complete with screenshots. 
  • Usability, System Design, and Training 

    Concerns: 

    • Users may see job aids for processes they cannot access due to permissions, causing confusion.  
    • Some Voyager-specific terminology may be missing from current training materials. 
    • Labor distribution process.

    Actions Being Taken/Next Steps:

    • All training materials are being reviewed to ensure alignment with deployed Voyager features.  
    • Update and expand glossaries and job aids, promote training resources and videos, clarify user permissions and process access, and provide additional training on labor schedules and distributions. 
    • Labor distribution process is in development and is scheduled for a January 2026 release. 
Updated 11/13/2025

 

LISTENING, LEARNING, AND LEADING FORWARD

Many ETSU teams have dedicated extensive time and effort to bring Voyager to its current stage. While acknowledging needed improvements, the important milestones and team efforts since launch should not be overshadowed. Success with Voyager depends on collaboration from everyone across campus. When response times get long due to high volume of requests, users can email voyager@etsu.edu to request a status update.

 

EMPOWERING USERS, ENHANCING COMMUNICATION

In the coming weeks, the Voyager team will share regular updates on progress, challenges, and next steps, focusing on the areas that most affect campus operations and the overall user experience.  

To support ongoing and additional training and education, training materials will be reviewed and updated, and additional real-time training and support opportunities will be announced.   

 

 

More Information