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This communication is being sent to HR and Payroll Administrators at Cardinal HCM payroll agencies. |
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Tax season is here! Make sure all employees have access to their important tax documents in Cardinal Employee Self-Service (ESS). HR Administrators are responsible for ensuring updated emails for both active and separated employees. Double-check email addresses for both active and separated employees in Cardinal HCM, as accurate emails are the key to accessing Cardinal ESS. |
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Key Points
Email Requirements
All employees must have a valid email address to access Cardinal ESS. Separated employees can retain access to Cardinal for up to 18 months, but their email address must be accurate to log in.
Inaccurate Emails Lead to:
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No Cardinal ESS access. User will be unable to log into obtain a copy of their 2023 W-2 or paychecks.
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Missed Notifications. Employee will not receive automated reminders, including a new notification for employees claiming tax exempt status, requesting they submit a new W-4, or notifications regarding direct deposit changes.
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Email Maintenance Procedures
For Active Employees:
- Refer to the HR351 Viewing an Modifying Personal Data job aid (pages 12 – 14) for detailed guidance.
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For Separated (Inactive) Employees:
- Follow the HR351 Separation Statuses job aid (pages 7 – 9) for post-employment access to Cardinal.
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Monitoring Emails
Use the following queries to monitor and check employee email addresses.
Navigator > Menu > Reporting Tools > Query > Query Viewer
- (V_HR_MISSING_EMAIL) Missing Email Query – to identify employees with missing email addresses and take corrective action.
- (V_HR_PERSONAL_DATA) Personal Data Query – can be used to monitor all employee emails.
Need help running a query? Use the Running an HCM Query job aid for support.
Support for Users
Cardinal User Support Guides are available on the Cardinal website. We recommend incorporating these guides into your onboarding/separation materials for enhanced support of your users.
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Thank you for your proactive efforts in ensuring accurate email records.
Regards,
The Cardinal 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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