Cardinal HCM: New TA Expired Grace Approver Role and Action Required from TA Agencies

This communication is being sent to Fiscal Officers, TL Administrators, AM Administrators, HR Administrators, Payroll Administrators, Delegation Administrators, TA Restricted Special Approvers, SPOT Approvers, and Cardinal Security Officers at Cardinal HCM payroll agencies.

Cardinal is excited to announce the new TA Expired Grace Approver (V_TA_EXPIRED_GRACE_APPROVER) role, allowing select agency users to manage time that falls outside of normal submission and approval grace periods. This role grants access to two new pages in Cardinal, the Update Time Status page and the Request Batch Approval Process page. These pages allow users with this new role to perform the following actions for any employee in their accessible agencies:

TA Expired Grace Approver Role Capabilities

To learn more, refer to the TA_Time Status Administration job aid listed at the end of this communication.

Take Action: Designate TA Expired Grace Approvers

Each Cardinal HCM payroll agency must select a TA Expired Grace Approver by Wednesday, January 31, 2024, and if possible, designate a backup. A Cardinal Security Form must be submitted and approved to make this update.

The Cardinal Post Production Support (PPS) team will no longer accept agency requests to approve, close, or delete time transactions on behalf of the agency after January 31.

To minimize the need for approving, closing, or deleting transactions older than 90 days, agencies must prioritize timely submission and approvals within the grace period. The new TA Expired Grace Approver role allows assigned agency user(s) to manage the status of time transactions that fall outside the grace periods if exception cases arise.

TA Expired Grace Approver Role Guidelines

Every Cardinal HCM payroll agency must have at least one designated TA Expired Grace Approver.

• It is recommended that this role be assigned to a Fiscal Officer or designee, who understands the impact on pay and the impact on the related accounting entries that will result when approving, closing, and deleting old time transactions.
• This role may only be assigned to a maximum of three users at each agency.
• Agencies should develop a process for supervisors and administrators to request approval, closure, and deletion of time older than 90 days with appropriate justification and authorization.
• Agencies should develop a process to ensure time after termination dates is deleted.
• Future requests received by Cardinal Post Production Support for these types of actions will be redirected to the agency TA Expired Grace Approver(s).

Refer to the Statewide Cardinal Security Handbook for further details and guidelines on the role.

Time & Attendance Job Aid Update

The TA372_Adjust Paid Time job aid, now titled TA_Time Status Administration, has been revamped to include instructions for users with the TA Expired Grace Approver role including managing the following exception or special case time transaction scenarios:

• Delete Reported Time After Termination
• Batch Approve Payable Time
• Close or Delete Reported and Payable Time
• Manage Reported Time Outside Grace Periods

Access this job aid on the Cardinal Website > Learning > Job Aids > TA_Time Status Administration.

Regards,

The Cardinal HCM Team

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 – <Agency Business Unit, brief summary for routing>

Email Content:

• Detailed information about your about your issue (i.e., functional area, page, actions, error)
• Name, email address, and best contact phone number

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