Cardinal HCM: Review FY 2026 Department and Position Default Funding

This communication is being sent to Fiscal Officers, HR Administrators, PY Administrators, and Payroll Budget Processors for Cardinal HCM Payroll agencies.

The Fiscal Year (FY) 2026 Department and Position default funding is now available in Cardinal HCM. To support agencies into the new fiscal year, the Cardinal Team replicated the existing active FY 2025 Department and Position default funding to create the FY 2026 data.

As outlined in DOA’s May 1, 2025 Fiscal Year-End Closing Procedures memo (see Payroll section, pages 11-12), agencies are required to review and update their Department and Position default funding to ensure all funding combinations are valid before the first FY 2026 payroll confirmation.

All FY 2026 Department and Position default funding updates must be completed by Wednesday, June 25 at 5:00 p.m. to ensure payroll is allocated correctly.

Agency Action Items - Beginning Wednesday, June 18, 2025

1. Review Errors

• Run the V_PY_NEWFY_ROLLOVER_ERRORS to identify FY 2026 errors from the rollover process.
• Note: Errors flagged by the rollover process will remain, even after corrections are made in Step 4.

2. Review/Validate Default Funding

• Use the V_HR_POSN_DFLT_EMPL_DATA or V_HR_POS_FUNDING_MASS_LOAD queries to review and confirm values loaded for FY 2026.

3. Confirm Budget For Position-Level Funding

• If your agency uses position-level funding, ensure all employees have established budgets for FY 2026.
• Use the V_HR_POSN_DFLT_EMPL_DATA query and check the Budget Level indicator (D = Department, P = Position).

4. Update or Add New Department/Position Budgets

• If your agency has created a new department or position, and/or needs to update an existing department/position, you can do so in one of two ways:
• Online:
  • Add a new row with an effective date of 07/01/2025
  • Use the HR351 Position ChartField Assignment and Update job aid and follow the appropriate section (and ensure you are using the correct tab in Cardinal):
    • Assign ChartField Values to a Department
    • Assign ChartField Values (Funding) to a Position, and/or
    • Update ChartField Values (Funding) for a Department/Position
  • Updates must be completed by users with the Payroll Budget Processor role (V_PY_BUDGET_PROCESSOR).
• Mass Upload:
  • Use the Department Position Funding Mass Upload Template with the Performing a Mass Upload job aid for a larger volume.
    • Split funding is now available in this upload, but ensure all funding allocations total 100%.

5. HR006 Position Data Uploads

• Agencies that use the HR006 Position Data Upload may begin sending FY 2026 default funding updates for positions using FY 2026 and an effective date of 07/01/2025.

6. Monitor Payroll Journal Posting

• During the period when FY 2025 and FY 2026 fiscal years are open, agencies must closely review payroll journal postings. If there is a combination that was valid in FY 2025 but is no longer valid in FY 2026, journals may fail budget check in Cardinal FIN. DOA General Accounting will contact agencies as needed.

Due Date: June 25 at 5:00 p.m.

All FY 2026 Department and Position default funding updates must be completed by Wednesday, June 25 at 5:00 p.m. to ensure payroll is allocated correctly.

Other Considerations

• Agency HR offices need to be informed about departments that have been set to Inactive. Please ensure the FIN and HR departments are working together to complete this task successfully.
• The V_PY_BUDGET_PROCESSOR role is responsible for maintaining the default funding details on the department/position budget table.
  • If you are unsure who in your agency holds this role, the V_PT_SEC_ROLE_USERS query is available to identify this role and other Core User roles in your agency.
  • Navigation: Main Menu > Reporting Tools > Query > Query Viewer > PT_SEC_USER_ROLES.

Cardinal HCM Additional Pays

If your agency has Additional Pays tied to specific ChartField strings, review and update them after the final FY 2025 payrolls and before the FY 2026 payroll freeze dates.

• SM/MTH: 6/23/25
• BW: 7/7/25

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 – HR FYE

Email Content:

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

Cardinal - Virginia's Enterprise Resource System

You are receiving this email as a result of the role(s) you hold in the Cardinal System.