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This communication is being sent to Absence Management (AM) Supervisors, AM Administrators, and Time & Labor (TL) Administrators at PSB agencies. |
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Cardinal Leave Year End
Leave Year End processing will begin at 5:00 p.m. on January 15, 2026. This process will finalize the period ending January 9, 2026, and calculate the annual carryover/forfeiture and new year entitlements, effective January 10, 2026.
Absence Reporting Guidelines
- Absences may be reported for both the old and new leave years.
- Reporting is allowed up to 90 days before or after the absence date.
- Approved absences will be deducted from the available balance during the Forecasting and Absence Calculation processes.
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Balance Updates in Cardinal
Leave balances will be carried forward, forfeited, and entitled based on DHRM policy for the new leave year.
For detailed information on leave types and eligibility groups, refer to the TA374_Absence Management Leave Types & Eligibility job aid (excel).
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Column G on the Absence Leave Types tab indicates if balances carryover into the new leave year.
For a full list of applicable DHRM policies that impact Cardinal leave year end processing, click the button below.
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Cardinal Absence Reports & Queries
Supervisors and administrators can view Absence and Leave balances using many of the same pages as ESS users under the Team Time tile.
To support Leave Year End review and planning, the following reports and queries are recommended:
Reports
Navigation: Menu > Global Payroll & Absence Management > Absence and Payroll Processing > Reports >
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Employee Leave Report (RTA010) Provides both summary and detailed leave balance information for individual employees, organization units, or groups of organization units.
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Potential Leave Forfeiture Report (RTA012) Projects vacation balances as of a future specified date, considering expected accruals and the maximum carry forward limit.
- Use 01/09/2026 as the Pay Period End Date to project balances as of the leave year end.
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Note: The projected balance excludes unprocessed absence events and includes the final accrual on January 9, 2026.
Queries
Navigation: Menu > Reporting Tools > Query > Query Viewer >
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V_TA_FORFEITED_VAC_HRS (Vacation Leave Lost Query) Displays the actual vacation hours forfeited following Leave Year End processing.
Need help running a query or report? Use the NAV225 Running an HCM Query and NAV225 Generating an HCM Report job aids for support.
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Absence Administration
Absence Management (AM) Administrators are responsible for updating leave balances for leave types that do not automatically entitle in Cardinal, including Executive leave. These updates can be made either manually or through a mass upload:
At-will employees enrolled in the Absence Management Executive Eligibility Group (EXECELGGRP) accrue VSDP Personal Leave and VSDP Sick Leave at the same rates as classified employees. To ensure accurate entitlements:
- AM Administrators should adjust All Purpose Leave under the Annual Leave Incentive (ALI) leave type in the first semi-monthly calendar period (1/10/2026 – 1/24/2026) of the leave year.
- Adjustments should align with the entitlements and carryover limits outlined in the Executive Leave policy.
ESS TA users can view their Leave and Absence balances directly in Cardinal. If they have questions, they are encouraged to contact their supervisors or AM administrators for support.
ESS TA users with absence management access recently received a reminder email with tailored guidance on how to view their balances.
To review this communication, click the button below.
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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 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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