Banner Time Entry
The Controller’s Office support for the move from a third-party vendor to Banner Time Entry (BTE) optimizes our hardware, software, and technical support resources. By eliminating the third party, we can lower software costs and reduce the strain on our technical team caused by maintaining custom integrations. After evaluating BTE as a viable solution, we focused on replacing TCP with BTE. This decision wasn’t driven by a desire to adopt new technology, but by the need to simplify and reduce costs, making it a more practical choice for university wage timekeeping.
The migration from TimeClock Plus (TCP) to Banner Time Entry (BTE) will occur over two phases:
Phase 1 occurred from November 1, 2024, to December 16, 2024, for all departments using only web-entry time tracking. This involved the migration of over 8,000 wage employees across 23 senior management areas.
Phase 2 is scheduled from January 2, 2025, to August 10, 2025, for current departments with wage positions that use a swipe terminal for time entry. This will involve the migration of over 3,500 employees across four senior management areas and the transition from TimeClock Plus swipe terminals to a custom Hokie Passport device solution. The Division of Information Technology's Enterprise Systems HR team created this custom solution to meet the needs of our various departments. The BTE system has been installed across campus and will fully replace the old TCP terminals by August 10 when the final group of employees migrate to BTE.
With the achievement of this step, all university employee time tracking will be completed using BTE. This transition will enhance functionality for employees, supervisors, and managers; reduce departmental administrative effort; and reduce costs to the university.
Link to the Employee Dashboard
1. Where do I find my timesheet
Log in to Employee Self-Service, access the Employee Dashboard, click Enter Time, click Start Timesheet on the time sheet for the position and period for which you want to enter time.
2. What if my timesheet is not listed or my position (title and department) is not listed on the position selection screen?
Please contact your Approver and/or Human Resources to determine if you have been authorized to work and that the appropriate paperwork (I9, W4, etc.) has been completed.
3. I just started (or have just come back from a long absence) and don’t have a timesheet yet or username/password. How will I report my time worked?
Your timesheet and log-in information will be available as soon as Human Resources has received complete information from your supervisor, and you have updated the necessary paperwork.
4. I recently had a change in my position and/or pay rate. will my timesheet reflect my new rate?
Yes. If your rate of pay has changed, you will enter time on your timesheet as before and your new rate of pay will be applied during payroll processing. If you have moved to a new position, you will see a timesheet for the new position. Be sure to use the new timesheet only.
5. What if I accidentally submitted my timesheet before I finished entering hours for the entire pay period?
If the timesheet is still in a pending status and it is prior to the Submit to Approver date, you can click Recall Time from your timesheet and make corrections. You may also contact your Approver so that he/she can return it to you electronically for changes or make changes for you. If your Approver has already approved your timesheet, or the deadline has passed, your Approver will need to contact the Superuser in your department.
6. What if I submitted my hours, but I made a mistake?
If the timesheet is still in a pending status and it is prior to the Submit to Approver date, you can click Recall Time from your timesheet and make corrections. You may also contact your Approver so that he/she can return it to you electronically for changes or make changes for you. If your Approver has already approved your timesheet, or the deadline has passed, your Approver will need to contact the Superuser in your department.
7. What if I did not receive a paycheck but I submitted hours?
Check the status of your timesheet. If it was approved, contact Payroll. If it was not approved, speak to your Approver.
8. I left a comment on my timesheet, will my approver be notified it is there?
Your Approver can view the comments left on your timesheet once it is submitted to them, but there is no email notification or pop‐up to alert them to look for it. You will want to communicate to your Approver that you placed a comment on your timesheet.
9. What if I missed the submission deadline?
It is important that you plan ahead and know the deadlines. The timesheet Calendars are posted on Payroll website. If you miss a submission deadline you will need to contact your Approver.
10. Can anyone else access my hours?
Only your Approver, his/her Proxy, superuser, and Payroll can access your hours.
11. Should employees share their username and password with anyone in order to enter time for them?
Due to the confidential and sensitive nature of information that can be accessed through the entire Self Service system, employees should never share their Username and password with anyone.
12. What does an employee add overnight punches?
The employee needs to add time to 12:00 AM on the current day, then continue from 12:00 AM the following day.
13. Can an employee add time using different earn codes for the same working period?
No, only one earn code can be used for each working period.A
1. When do I need to approve employee time sheets?
Approvers must approve employee timesheets by the Approver Submit By Date on the timesheet Calendars. As their Approver, you will want to go into the system to ensure their timesheets are in PENDING status. If they are not, you should notify the Employees to remind them to submit their timesheet.
2. How do I know my employee has submitted their time sheet?
You will receive an email notification when an employee has submitted their timesheet.
3. I do not see what I am looking for in my approval queue.
To review the timesheet for a given pay period in your approval queue, one of your employees must begin a timesheet for the pay period. Remind your employees to start their timesheets near the beginning of every pay period. This will not only allow you to see your list of approvals, but it will also ensure that everyone in your department has a timesheet and is set up to be paid.
4. I sent my employee’s timesheet back to them for correction. Will the employee be alerted?
Yes, there will be an email notification to alert them. You will need to add comment to return for correction.
5. Can I view previous time periods that I approved?
Yes, you can view any pay period approved through the Banner Time Entry system for several months.
6. How will my employees get paid if I am out and unable to approve time for that pay period?
If you are unable to approve your employees’ timesheets by the designated time, your Proxy must approve them on your behalf. If you know you will be absent on the day approvals are due, or if for some reason you are unable to access the Internet, make arrangements with your Proxy to act on your behalf to approve the Employee hours by the deadline.
7. My employee’s rate of pay has changed during this pay period. is this automatically reflected on his/her timesheet?
Yes. Once the change to the rate of pay has been approved and processed it will be applied during payroll processing. If your employee’s rate of pay has changed, the employee should
continue to enter time on their timesheet as before. If the employee’s position has changed, a new timesheet will be available for him/her after the position has been approved and processed.
8. Can an approver assign more than one proxy?
Yes, you can assign more than one proxy as needed.