The Controller’s Office support for the move from a third-party vendor to 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 to BTE will occur over two phases:

Phase 1: Nov 1 - Dec 16th for all departments using only web-entry time tracking

Phase 2: Jan - March 2025 for current departments with wage positions that use a swipe terminal for time entry. These groups are not moving to web-entry and will continue using TCP until early 2025. This includes any jobs within Student Affairs and the College of Veterinary Medicine.

Successfully Migrated departments:

  • Controller's Office (Vice President for Finance)
  • Mathematics (College of Science)
  • Aerospace & Ocean Engineering (College of Engineering)
  • User Engagement (IT Employee Engagement)
  • Dean’s Office for the College of Science 
  • Dean’s Office for the Libraries

Remaining Phase 1 Migration Dates and departments:

As of 12:01 AM on December 1st,  the following departments will be live in Banner Time Entry. Wage jobs within these departments should clock in and out using Banner Time Entry starting in the December 1st pay period:

  • College of Agriculture & Life Sciences 
  • College of Architecture, Arts, & Design 
  • Central - University Funds 
  • College of Business 
  • College of Engineering 
  • College of Natural Resources & Environment 
  • College of Science 
  • Dean of Libraries: Final migration 
  • Graduate School 
  • Honors College 
  • Innovation Campus 
  • President: Athletic Department 
  • Office of the President 
  • Office of the Executive Vice President & Provost 
  • Sr. Vice President for Advancement 
  • Vice President for Information Technology 
  • Vice President for Outreach & International Affairs 
  • Vice President for Facilities 
  • Vice President for Human Resources 
  • VT Carilion School of Medicine 

December 16th departments:

  • College of Liberal Arts & Human Sciences 
  • Executive Vice President & Chief Operating Officer 
  • Office for Research and Innovation
  • Vice President for Audit, Risk & Compliance 
  • Vice President for Health Sciences & Technology 
  • Vice President for Policy & Governance 

Phase 2 – Q1 2025 Participants should wait to hear about their migration details from their supervisor or HR representitive.

  • College of Veterinary Medicine
  • Vice President for Auxiliary & Business Services
  • Vice President for Student Affairs

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.