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This communication is being sent to AM Administrators and PSB agency TL Administrators using Cardinal Absence Management (AM). |
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With Fiscal Year End approaching, now is the time to prepare for annual Leave Liability Reporting. Agency administrators can prepare by reviewing and cleaning up leave data to ensure balances are accurate for active employees and balances are paid out and zeroed out for inactive employees. To ensure accurate Leave Liability Reporting at Fiscal Year End, Cardinal recommends agencies consistently review and reconcile leave data throughout the year. It is critical to ensure all adjustments and corrections are completed by June 30, 2024. |
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Leave Data Queries
Administrators can leverage the following queries to review and reconcile leave data.
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Query
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Action
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Notes
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V_TA_BAL_FOR_INACTIVE_EMP
Lists inactive/terminated employees with remaining leave balances
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Balances must be zeroed out via negative balance adjustments by an AM Administrator for:
- Inactive employees that have been paid out for eligible remaining balances in SPOT
- Employees transferred to another agency
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Offset adjustments to zero out balances should be made in the calendar period that includes the employee’s last day worked at the agency.
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V_TA_LV_BALANCES_NEGATIVE
Lists employees with negative leave balances
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To correct a negative balance, the negative balance adjustment should be corrected by an AM Administrator to reflect the appropriate number of hours to zero out the balance.
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Occurs when a leave adjustment exceeds the available balance. This can happen when absence data changes and is reprocessed after the negative offset was processed.
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V_TA_ABS_ADJUSTMENTS
Lists manual absence balance adjustments entered by AM Administrators.
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Use when verifying adjustments for inactive employees with leave balances, including negative balances.
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Verify if or when adjustments were entered, if entered in the appropriate calendar period, and for the appropriate amount.
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V_TA_ABS_SV_AND_SB_STATUS
Lists absences in saved and submitted status that have not been approved or processed.
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Absences must:
- Be submitted to route for approval.
- Be approved to be processed.
- Be deducted from the available balance.
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AM and TL Administrators have access to employee timesheets to:
- Edit, forecast (if applicable), and submit saved absences up to past 365 days.
Supervisors have access to:
- Approve submitted absences up to past 365 days.
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Leave Liability Reports:
Cardinal Leave Liability Reports help ensure accurate year end leave data submissions to the Department of Accounts (DOA), as required by the Comptroller’s Directive (to be released in May 2024). These reports provide ongoing access to detailed employee leave data, allowing for continuous review and validation of values and balances. Run the final FY 2024 reports after the salaried semi-monthly leave periods ending June 24 (SM1) and June 30 (SM2) close (check date of July 1, 2024).
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DOA Leave Liability Report (RTA013) - This report contains summary and detail leave liability data for reporting to DOA at Fiscal Year End for employees in the VSDP, Traditional, and Hybrid Eligibility Groups in Cardinal Absence Management (AM).
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Flex Leave Liability Data Report (RTA803) - This report provides agencies with the leave balance and fund distribution data needed to compute leave liability for employees in the Flex Regular and Flex VSDP Eligibility Groups in Cardinal AM.
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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 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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