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Systems

Internal Controls

two hands typing on a computer on the desk around computer is a notebook, cellphone, orange, and a pen

According to Policy 3010: Internal Controls, it is required that:

employees have appropriate access to university information and systems
includes limiting employee system access for both inquiry and approval capabilities to the levels needed for employees to complete their current job responsibilities
system access for each employee should be reviewed at least annually to ensure access is still needed or that access has been properly removed for employees who are no longer employed at the university or within the department.

Please also refer to Policy 7100, Administrative Data Management and Access Policy which establishes uniform data management practices and responsibilities for assuring the integrity of university data.

If you are new to Virginia Tech, use the directions provided below each system to gain access. Select the down arrow below each icon to see more information and training opportunities. Select the image to access the specific system.

OneCampus is a single sign-on service to all Virginia Tech systems

Did you know? The Virginia Tech division of IT has a webpage dedicated to systems access. To see more information, visit the IT webpage.

Banner is an administrative software package for use in higher education and developed by Ellucian (formerly SunGard SCT). Virginia Tech uses Banner to capture and maintain integrated data for finance, human resources, student, and financial aid systems.

ACCESS/TRAINING:

For general finance and HR access, request using the ServiceNow Service Catalog. Then select Accounts & Access and Banner ID.

For payroll access use the HR service request.

For sponsored programs access, anybody with financial ownership of an org will automatically have access. For additional access reach out to Neil Sedlak.

Banner Time Entry (BTE) is the new wage time entry system replacing Time Clock Plus.

Trainings:

On-Demand Training Courses: Select the Payroll tab then BTE topic of interest.
Recorded Trainings:
- Employee, Approver, and Proxy Training
- Superuser Training

The university's cashiering system, CASHNet, allows university departments (both on and off campus) to enter deposit information directly into the cashiering system.

ACCESS/TRAINING:

Online training is available through Canvas.

All departmental depositors should access the training, complete a short quiz, and submit an access request form.

An Emergency Action Plan (EAP) is a plan to address immediate life safety during an emergency. Plans include information about evacuation, sheltering-in-place, contacting emergency responders, and following basic emergency procedures.

Continuity of Operations Plan (COOP) is designed to sustain essential departmental functions until normal operations can be restored after an emergency.

Disruptions could include loss of access to a facility, loss of services due to a reduced number of employees, equipment or utilities failure.
The developmental guide and instructional guide is needed it you are creating a COOP.

To access the Veoci portals, visit the specific links provided for each system above.

ChromeRiver is used for both travel and the P-Card reconciliation process to the university community.

ACCESS/TRAINING:

Online training and manuals can be found on the Controller's webpage.

DEPART is a financial reconciliation system utilized by several colleges in the University.

Effort Reporting System is a web-based tool used by the university to confirm that salaries and wages charged to sponsored projects are reasonable in relation to the actual work performed.

The OSP Effort Reporting website has resources to assist you in working in the new system. There is also an Assignments Quick Guide to assist with this process.

The Finance Transaction Review, Analysis, and Certification System (FINTRACS) is an in-house electronic review and certification tool developed to incorporate business rules to leverage existing internal controls and to streamline the review process. The tool provides upper and central management the ability to monitor the review process.

ACCESS/TRAINING:

Access to FINTRACS is based on Banner Finance access. If you have questions about this system contact fintracs@vt.edu.

Controller's office offers self-paced, on-demand training, as well as a recording of a live training session. Additionally, the Controller's Office FINTRACS user guide is available.

The Fleet Services team manages the university’s rental fleet of approximately 150 state vehicles. Employees and students are able to reserve these vehicles for business purposes, on a daily or long-term basis.

ACCESS/TRAINING:

To obtain access, visit the Fleet Services website.

Select sign up now on the side menu bar.
You will need a driver's license and driving check in order to drive a state vehicle.
You will also need to sign the FS-2 form, and it will need to be retained in your department personnel file.

A food approval is required for all catering, meals, snacks, or refreshments purchased on university funds. The food approval form allows departments and the Controller’s Office the ability to track food requests and maintain request information within one system.

Requests for food approval must be submitted for any event or gathering where university funds will be used to purchase food. Approval is also required for events held at The Inn at Virginia Tech.

ACCESS/TRAINING:

Support for functional questions can be directed to apfoodapp@vt.edu.

Accounts Payable offers an on-demand training and a PDF guide for submitting a food approval request.

Google Software Applications are used as a collaboration tool amongst departments. Within these applications you can find DOCs, Slides, Sheets, and more!

Graduate Contract System is used to enter and approve GA, GRA, GTA, and Tuition Only contracts.

ACCESS/TRAINING:

Access to this system mirrors the HR Banner access. HR enterers are Contract enterers. This is also the same for approvers. Visit the access directional page if you need to request access.

Virginia Tech has entered into partnership with Jaggaer, Inc. to provide an effective and efficient e-Procurement (purchasing) system for the University. The system is called HokieMart.

ACCESS/TRAINING:

If you require access in order to purchase or receive items for your department, complete the required forms.

For training opportunities visit the PageUp LMS System.

HokieSpa is the Virginia Tech's Student, Faculty, Employee Information Gateway.

At Virginia Tech, labor redistributions are used to properly match an employee's salary funding with the actual work that was performed. Proper matching of labor expenses and work performed is particularly important for sponsored projects. The Labor Redistribution system was created to automate the process of transferring labor costs between funds.

ACCESS/TRAINING:

To establish access to the Labor Redistribution system, complete the online Human Resources Banner Access Request Form for either the initiator or the approver role.

For training opportunities, visit the PageUp LMS.

Employees are responsible for accurately tracking, recording, and reporting leave usage. Leave usage is submitted online through the Leave and Time Worked Reporting System.

ACCESS/TRAINING:

An online request will be need to be completed to get leave representative access to the system.

HR applications support and additional training manuals are available on the Human Resources website.

For training opportunities, visit the PageUp LMS.

Legacy Web Reports is a tool that allows users to view and analyze finance data.

ACCESS/TRAINING:

Access to this system is granted based on depends on the type of reports that you wish to submit. Finance users are automatically granted access to run Finance Web Reports when their Banner Finance access is established. Other functional areas grant access on an “as needed” basis. If you have questions about access to reports for a particular functional area, you will need to contact the appropriate administrative office.

A finance manual or human resource manual is available to help you run reports from the system.

MicroStrategy is a business intelligence tool that allows users to view and analyze volumes of complex data from multiple perspectives. Virginia Tech has selected MicroStrategy for the Finance Reporting and data analysis needs of the University.
MicroStrategy pulls data directly from the Banner finance data warehouse. The reports you run in MicroStrategy will reflect Banner transactions as of the prior day. The data you can view is based on your org/fund access in Banner.
ACCESS/TRAINING: Individuals who wish to be upgraded to the Finance Reporting Analyst role should complete the MicroStrategy Finance Reporting authorization form on the Controller's Office main web page. Analyst access is automatically granted to individuals who register for the Reporting Basics class.
Individuals who wish to learn more about how to use MicroStrategy should register for Mastering MicroStrategy.

My Journals is the module within Banner Finance Self-Service that enables users to submit their own journal vouchers via a simple and modern user interface. Any questions on this system can be directed to journal@vt.edu. ACCESS/TRAINING: Training and access directions can be found in the My Journals Training.

Network Infrastructure & Services (NI&S) provides and manages the university's data, voice, and video networks and related services. Virginia Tech has finalized an agreement with Zoom to use their Phone and Call Center.
To learn more about the capabilities that Zoom phone provides, you can check out this demonstration of the features and benefits.

The Immigration Reform and Control Act of 1986 requires employers to verify the identity and work authorization of all individuals hired after Nov. 6, 1986, whether they are U.S. citizens or not. At Virginia Tech, we use the New Hire Center to process I-9s.
ACCESS/TRAINING: Individuals that have responsibilities related to hiring new employees including processing I-9s, should complete the New Hire Center training.For additional information, review the I-9 User Guide

PageUp is talent management software designed to help Virginia Tech with hiring and employee engagement. In order to maintain security data and system security, authorized users will be chosen by leadership in their respective departments.
ACCESS/TRAINING:

Any questions regarding the PageUp Recruiting and Onboarding Training program or access to the system can be directed to the HR Service Center email at hrservicecenter@vt.edu.

To access to user guides, tutorials, and support for PageUp, register for the PageUp Canvas training site.

It is highly recommended that you register for the Canvas course to have the most up to date information on this system!

To request access to be a PageUp User (HR recruiting and onboarding), fill out the PageUp User Access Request Form.

Research has developed these web applications to assist with research administration at Virginia Tech.

Academicworks provides a listing of scholarship funding opportunities.

Virginia Tech is committed to providing learning opportunities for employees by collectively investing in, supporting, and developing a diverse and inclusive workforce.
Visit the training landing page to access the PageUp Learning Management System (LMS), Technology-Enhanced Learning and Online Strategies (TLOS) Catalog, and LinkedIn Learning.

The Virginia Tech Foundation uses Ellucian Banner Finance to manage its financial data including the foundation funds available to university departments. Additionally, the foundation provides access to its data mart, MicroStrategy data model and web based reports to meet reporting needs.
ACCESS/TRAINING: To gain access to the VTF enterprise financial systems, complete the following steps: