Cardinal HCM: Absence Management Enhancements

This communication is being sent to all Absence Management (AM) Administrators and TA Expired Grace Approvers at agencies using Cardinal Absence Management.

Cardinal now enforces a one-year Absence Calculation processing limit. This means that any changes to absence events or absence balances for periods older than one year from the current open leave period will not be automatically processed.

Previously, Absence Management (AM) Administrators had the flexibility to enter, modify, or delete absence events and balance adjustments for any date. However, the one-year processing limit meant that changes older than one year would not be automatically applied in the system.

To align with this one-year limit, Cardinal has been updated to restrict modifications to absence events and balance adjustments to within one year of the current open leave period. The update impacts the following areas:

• Absence Event page
• Absence Balance Adjustment page
• Leave Balance Adjustment Mass Upload
• Update Time Status page

Note: Older data will still be accessible in read-only mode for reference, but modifications to absence data must now comply with the one-year processing window. Absence Management (AM) Administrators and Supervisors are responsible for ensuring compliance with this limit.

Example: If the current open leave period is 11/10/2024 – 11/24/2024, you cannot enter, modify, or delete any absence events or balance adjustments prior to 11/10/2023.

Absence Events

• Absence events outside the one-year limit cannot be entered, modified, or deleted.
• Absence events older than one year can be voided by the TA Expired Grace Approver using the Update Time Status page and must include a comment for documentation.
• If a balance adjustment is necessary to correct the absence event (to increase or reduce the employee's balance), it must be made within the one-year limit of the current open leave period.
• If pay is impacted, coordinate with the Payroll Administrator to process a SPOT transaction.

Leave Balance Adjustments:

• Leave Balance Adjustments outside the one-year limit cannot be entered, modified, or deleted.
• Any needed balance adjustments must be made within a leave period that is within one year of the current open leave period.
• The Leave Balance Adjustment Mass Upload will now generate an error if adjustments are attempted in a leave period more than one year prior to the current open leave period.

Absence Management Resources

The following resources have been updated to reflect these changes:

• TA Time Status Administration: Updated step-by-step instructions on voiding an absence event using the Update Time Status page.
• TA374 Entering and Modifying Absences: Comprehensive guidance on entering and modifying absence data.
• TA374_Managing Absence Balances: Detailed instructions for managing absence balances and making adjustments.

Regards,

The Cardinal 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 – <brief summary for routing>

Email Content:

• Detailed information about your issue (i.e., functional area, page, actions, error)
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