HRIS

VCU’s workforce relies on reliable technology systems and a team of experts to support them for recruitment, retention, payroll and operations. Information systems and operations professionals maintain and help departments utilize the following HR systems that keep VCU running smoothly:

• VCU Jobs: Online applicant tracking, recruitment marketing and position description system for staff and faculty

• Talent@VCU: Online performance management and training system for staff and faculty

• Banner: Comprehensive system that contains student, financial, faculty, staff and alumni information

• VCU RealTime: Timekeeping management system

• ImageNow: Digital personnel record keeping and routing system

• HireRight: Online background check and I-9 tools

• Cardinal: Personnel Management Information System managed by the Virginia Department of Human Resource Management

Data input and maintenance is decentralized to the “owning” department (the department responsible for the individual’s affiliation with VCU). It is the responsibility of a department’s HR Professionals and HR Associates to interact with each of these systems in the appropriate manner according to training and guidance provided by VCU HR.

Log onto the myVCU Portal and click on “VCU Reporting Center” under General Resources. Use the HRIS Report Request to request a new report or request changes to an existing one.

To request access to HR data in the ODS or via a data feed, please complete this Request for HR Data. Please contact hrsecurity@vcu.edu with questions. 

Talent@VCU is your online home for learning, performance management and career development. Talent@VCU supports VCU's performance management process by helping managers and employees work together to set goals and monitor progress throughout the year. The system improves transparency and keeps employees informed of changing goals, but more importantly, it ensures that employee progress does not go unnoticed.

Log in to Talent@VCU.

To complete Banner training online in Canvas, please follow these steps:

• Login to Canvas 

• Go to Commons

• Search "Basic Banner" in the search bar

• Select the "Basic Banner Navigation & System/Data Security (required for Banner access)" course

To complete the Banner training online via Talent@VCU, please follow these steps:

• Login to Talent@VCU

• Hover your mouse over "Learning" and click "Learner Search"

• Enter "Basic Banner Navigation" in the search bar and click "enter"

• Select the "Banner Basic Navigation & System/Data Security (required for Banner access)" training and click "Launch"

Requesting Banner Access

Banner HR can only be requested by your Supervisor, HRP, or HRA. To successfully submit an IT request to gain banner access, an authorized individual should:

• Open a new IT request

• When promoted, click Accounts & Access

• Click on University Administrative Resources

• Select "Banner HR"

To request HR information systems access (including Banner), complete the following steps:

1. Find eID and password
   
   You will need your eID and password to log in. The VCU eID is VCU’s single university-wide identifier. Currently, it is used for logging in to email accounts, Blackboard, the myVCU Portal and other applications. You can find and manage your eID at go.vcu.edu/myeid.

2. Complete required training
   
   You must have the required training for the type of access you need to perform your job duties, as indicated below:

• Consult with your supervisor or human resources associate to determine the HR role that is required for your job responsibilities and select, with their approval, the corresponding training.

• Complete the required training and quizzes, as applicable, online in Canvas or Talent@VCU or in classroom training.

• To obtain timekeeping access:

  • Complete the in-person Timekeeping Policies class; register at http://go.vcu.edu/talentatvcu . 

  • Complete the VCU Realtime Timekeeping Module in Blackboard. 

  • Ask your supervisor to submit a request for your access.  

3. Submit request
   
   Once you have your eID and have completed the required training, ask your supervisor or department Human Resources associate to follow these instructions to complete your access request.

• Go to itsupport.vcu.edu

• Sign into the system with your eID and password.

• Click “New IT Support Ticket.” 

• Enter “Banner HR” in the search, and click on “Request/Modify Account.” 

• Under "Requested for" enter the name of the person you are requesting access for. 

• Enter a brief description of the request under "Request Description."

• Enter the ORGs in the "Departmental ORG List" field. If you are requesting university-wide access, provide justification.

• Choose the role from the "Staff Access Level" list. Check “Timekeeper” if you are requesting timekeeping access. 

• Click "Submit.” 

Please note: Users will be required to sign a confidentiality and compliance statement. In compliance with VCU’s password standard, your Banner password and access are for your use only and cannot be shared with others. 

Banner administrative pages: go.vcu.edu/adminpages

Personnel Action Form (PAF) reference guide

• Click here for the ePAF/PAF Processing Guidelines

• See also:

  • Account Codes and Employee Classes

Express hire

• Administrative levels 

• Express Hire Guide

• HireRight Guide  

Faculty rank, tenure status and title

• PEAFACT: instructions for updating rank and tenure status

Instructions for all ePAFs

• Setting up a routing queue (one time only) 

• General ePAF statuses and glossary

• ePAF Errors and Solutions

Adjunct contract renewal (AJREN) 

• AJREN ePAF instructions 

Affiliates

• Affiliate User Guide

Decentralized funding changes (instructions)

• Funding change (FDC): ePAF instructions 

• PHAREDS: labor redistribution  

Graduate assistant renewal (GREN)

• GREN: Graduate renewal instructions

Supervisor (SUPUP)

• Supervisor ePAF instructions 

Terminations (TERME and TERMJ) 

• TERME and TERMJ: Termination ePAF instructions

Timesheet ORG 

• Timesheet ORG change: ePAF instructions  

Work-study hire/re-hire (WSHIRE)

• WSHIRE: Work-study New Hire/Re-hire ePAF instructions

Work-study Job Change (WSCHG)

• WSCHG: work-study job change ePAF instructions

HR and payroll query forms 

• HRS department to Banner ORG: general release (Excel)

For additional questions, please email hrsecurity@vcu.edu. 

All employees must have a supervisor listed in Banner HR who is responsible for approving hours worked and leave requests. Supervisors may appoint a temporary designee to manage all timekeeping and leave responsibilities for all of their employees in the system, on an exception basis. 

Supervisors who wish to appoint temporary designees may do so via the self service RealTime designee system. Supervisors who are eligible to appoint a full designee may complete the VCU RealTime full designee form and submit to hrsecurity@vcu.edu.

Access RealTime at https://realtime.vcu.edu/  

• New employees who must track hours worked and/or leave requests in VCU RealTime will automatically be granted access once new hire information has been entered in Banner HR.

• Supervisors who need access in RealTime to approve leave and hours worked will automatically be granted access in RealTime once they are entered as a supervisor in Banner HR.

• Timekeepers must complete the in-person Timekeeping Policies class by registering at Talent@VCU. They must also complete the VCU Realtime Timekeeping Module in Talent@VCU in order to gain access in RealTime. Once all required training(s) are completed, the supervisor or department HRA/HRP must submit a request for access.

Leave and timekeeping

VCU Leave Guide

Leave Adjustments and Pay Adjustments 

VCU RealTime user guides

VCU RealTime User Guide

VCU RealTime Manager and Timekeeper Guide

VCU RealTime On-call Pay Guide

VCU RealTime Designee System Guide

ImageNow is VCU's document imaging and management system. ImageNow captures and stores documents electronically, links documents to personnel data, and allows users to easily search for documents. 

Each unit at VCU has their own ImageNow workflow that allows them to capture documents and route them to central university HR. This HR workflow allows for collaboration and a timely processing of personnel action documents. 

Prior to using ImageNow, the department HR contact should work with HRIS to ensure all ImageNow access and training have been completed.

To complete the ImageNow training online via Talent@VCU, please follow these steps:

The ImageNow training is for new and existing HR Professionals and HR Associates. 

• Login to Talent@VCU

• Hover your mouse over “Learning” and click “Learning Search”

• Enter “ImageNow Training for HR” in the search back and click “enter”

• Select the “VCU ImageNow Training for HR” training and click “Launch”

Once that training, and any other required training for your role, is complete please have your HR Professional submit a ticket to Banner HR via itsupport.vcu.edu and request ImageNow access for your Unit.

To use ImageNow, follow the below steps:

1. Ensure you have an active ImageNow account with appropriate access.

2. Received ImageNow workflow training from VCU HRIS and review instructions as needed here.

3. Submit the documents to your unit’s ImageNow workflow queue

4. Route those documents to central university HR for processing within ImageNow

If a user experiences any technical issues with ImageNow, please contact John McCann at jmccann@vcu.edu.

It is the responsibility of the hiring department to input Express Hire and HireRight data on all new employees, including new employees who do not yet have a Social Security number. It also is the department's responsibility to provide HR with all paperwork for decentralized hires in a timely manner so that data entry can be completed and the employee placed on the payroll. 

For both centralized and decentralized hiring, HR is responsible for completing data entry and placing the new employee on the payroll.

• Express Hire is accessed through Internet Native Banner (INB).

• HireRight is accessed here.

• Express Hire

• HireRight