Action Required: Verify Employee Email Addresses for W-2s

The Cardinal Project sent this bulletin at 01/12/2026 03:52 PM EST

This communication is being sent to HR Administrators and Payroll Administrators at Cardinal HCM payroll agencies.

Tax season is here! To ensure all employees can access essential tax documents in Cardinal, HR Administrators must verify and update email addresses for both active and separated employees in Cardinal HCM.

Action Required: Audit Your Records

Please utilize the following queries to identify gaps in your agency’s data:

Navigator > Menu > Reporting Tools > Query > Query Viewer

Missing Email Query (V_HR_MISSING_EMAIL) – Identifies employees without a valid email address.
Personal Data Query (V_HR_PERSONAL_DATA) – Identifies all employee email addresses marked “preferred”.

Need help running a query? Use the NAV225_Running an HCM Query job aid for support.

Email Requirements

All active employees must have a valid email address to access Cardinal.
Separated employees retain access for 18 months, but must use a personal (non-agency) email address to log in. Registration is required the first time the user attempts to sign in with a personal email address.

How to Update Email Addresses

For Active Employees:

Update Contact Information on the employee’s Job Data page.
Follow the HR351 Viewing and Modifying Personal Data job aid (pages 20 - 21) for step-by-step instructions.

For Separated (Inactive) Employees:

Refer to the HR351 Separation Statuses job aid for post-employment access to Cardinal.
Ensure separated employees register their personal email address in Cardinal by using the Cardinal Registration Guide - Inactive Employees.

While this year-end audit is essential for W-2s, please remember that maintaining this data is an ongoing responsibility. We encourage you to make email address verification a standard step during onboarding and employee status changes.

Thank you for your proactive efforts in ensuring accurate email records.

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)
Name, email address, and best contact phone number

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