Banner Time Entry
The Controller’s Office has successfully implemented Banner Time Entry (BTE) as the university’s single, integrated timekeeping system for all employees.
This transition replaced the former third-party timekeeping vendor, TimeClock Plus (TCP), and allows the university to leverage existing Banner infrastructure rather than maintain custom integrations and external hardware. By moving fully into Banner, the university has reduced software and support costs, simplified system architecture, and improved alignment between time entry, payroll processing, and employee records.
Implementation Overview
The migration from TCP to BTE was completed in two phases:
Phase 1 (Completed: November 1, 2024 – December 16, 2024)
Departments using web-based time entry transitioned to BTE. This phase included over 8,000 wage employees across 23 senior management areas.
Phase 2 (Completed: January 2, 2025 – August 10, 2025)
Departments previously using swipe terminals transitioned from TCP hardware to BTE, supported by a custom Hokie Passport device solution developed by the Division of Information Technology’s Enterprise Systems HR team. This phase included more than 3,500 employees across four senior management areas.
As of August 10, 2025, all TCP terminals were fully retired and all university employee time tracking is now completed in Banner Time Entry.
What This Means Going Forward
With BTE fully implemented:
- All employee time entry is completed directly in Banner
- Time entry, approval, and payroll processing are more closely aligned
- Departments benefit from reduced administrative effort and fewer system handoffs
- The university avoids the cost and complexity of maintaining third-party timekeeping software and hardware
The Payroll team continues to partner with departments, HR, and IT to support timely approvals, training, and process improvements as part of ongoing payroll operations.
Employee Classification (E-Class) Considerations
In some cases, employees who use Banner Time Entry (BTE) may require a change to their employee classification (E-Class) in Banner to ensure proper time entry and payroll processing. At this time, these classification changes are not yet fully automated through the Electronic Personnel Action Form (EPAF).
Departments hiring new employees who will use BTE should coordinate with Payroll during the onboarding process to confirm that employees are correctly set up for time entry in Banner. Early coordination helps avoid delays in time entry access, approvals, and payroll processing.
Payroll continues to work with HR and system partners to streamline this process and improve automation where possible.
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.