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This communication is being sent to Absence Management (AM) Supervisors, AM Administrators for agencies using Cardinal Absence Management, and Time & Labor (TL) Administrators of PSB agencies. |
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Cardinal Leave Year End
Leave Year End processing will take place on Tuesday, January 16, 2024, to finalize the period ending January 9 and calculate the annual carryover/forfeiture and new year entitlements effective January 10. Absences can still be reported for both the old and new leave years, up to 90 days in the past or future. Forecasting and the Absence Calculation process will deduct approved absences from the available balance.
Balances in Cardinal will be carried forward, forfeited, and entitled for the new leave year based on DHRM policy. Two updates in Cardinal for 2024 are highlighted as follows:
Family and Medical Leave (Policy 4.20): Effective January 10, 2024, remaining FML balances will be carried forward, eliminating the need for AM Administrators to enter new FML balance adjustments for employees on an active approved FML leave at the beginning of the new leave year. This is a change from prior leave years based on the changes to the Family and Medical Leave Policy effective January 10, 2023.
Recognition Leave (Policy 1.15): Unused hours automatically expire in Cardinal 12 months from the leave period the balance adjustment was granted in.
Note: Do not enter negative balance adjustments for Org Recognition Leave (ERL) or Service Recognition Leave (SRL) leave types for active employees in Cardinal. This can cause issues with automatic expiration calculations. If unused hours are not expiring correctly, submit a Cardinal help desk ticket by emailing vccc@vita.virginia.gov.
For information on all leave types, including eligibility groups and types used by non-DHRM agencies, refer to the Absence Management Leave Types & Eligibility job aid (excel) on the Cardinal Website > Learning > Job Aids.
- To access the job aid using the search feature, search “Leave Types” and select “Time & Attendance” in the Module field then click the Filter button.
- Column G on the Absence Leave Types tab indicates if balances carryover into the new leave year.
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For a full list of applicable DHRM policies that impact Cardinal leave year end processing, click the button below.
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Cardinal Absence Reports & Queries
Supervisors and Administrators can view Absence and Leave balances on many of the same pages as ESS users under the Team Time tile.
Recommended reports and query for Supervisors and Administrators to review Leave Year End information:
Navigation: Menu > Global Payroll & Absence Management > Absence and Payroll Processing > Reports >
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Employee Leave Report (RTA010): Provides summary and detailed leave balance information for individual employees, organization units, or groups of organization units.
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Potential Leave Forfeiture Report (RTA012): Projects vacation balances as of a future specified date, considering expected accruals and the maximum carry forward limit.
- Enter 01/09/2024 as the Pay Period End Date to project vacation balance as of the leave year end.
- The projected balance excludes unprocessed absence events and includes the final accrual on January 9, 2024.
Navigation: Menu > Reporting Tools > Query > Query Viewer >
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V_TA_FORFEITED_VAC_HRS (Vacation Leave Lost Query): Shows the actual vacation hours forfeited after the leave year end processing.
Need help running a query or report? Use the NAV225 Running an HCM Query and NAV225 Generating an HCM Report job aids for support.
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Absence Administration
AM Administrators can manually adjust or mass upload balances for leave types that don’t automatically entitle in Cardinal, including Executive leave.
At-will employees enrolled in the Absence Management Executive Eligibility Group (EXECELGGRP) will accrue VSDP Personal Leave and VSDP Sick Leave at the same rates as classified employees. AM Administrators should adjust All Purpose Leave under the Annual Leave Incentive (ALI) leave type in the first semi-monthly calendar period (1/10/2024 – 1/24/2024) of the leave year, following the entitlements and carryover limits in the Executive Leave policy.
ESS TA Users can view Leave and Absence balances in Cardinal and may reach out to supervisors and administrators with questions. ESS TA users with absence management access received a reminder communication containing tailored information on viewing leave and absence balances as the leave year draws to a close.
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Regards,
The Cardinal HCM Team
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Questions |
If you have technical or functional questions, submit a help desk ticket by emailing vccc@vita.virginia.gov and include the following information:
Subject: Cardinal – <brief summary for routing>
Email Content:
- Detailed information about your issue (i.e., functional area, page, actions, error)
- Name, email address, and best contact phone number
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Cardinal - Virginia's Enterprise Resource System
You are receiving this email as a result of the role(s) you hold in the Cardinal System.
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