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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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This is a reminder for all agencies using Absence Management, the deadline for leave data adjustments and corrections for the annual Leave Liability Reporting is June 30, 2026.
Please refer to the Comptroller’s Directive (released May 1, 2026) for comprehensive details regarding Fiscal Year End Procedures.
Additionally, the Overtime Leave Compliance Report is now available in Cardinal to assist agencies in complying with DHRM Policy 3.20 – Overtime. For more information, please reference the Cardinal HCM: New! Overtime Leave Compliance Report communication distributed June 4, 2026.
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As we approach the Fiscal Year End, agency administrators must begin preparing for Annual Leave Liability Reporting.
Take Action - Review Leave Data:
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Active Employees: Verify leave balances and make necessary adjustments.
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Inactive Employees: Ensure balances are paid out and zeroed out.
To ensure accurate fiscal year-end Leave Liability Reporting, Cardinal recommends agencies consistently review and reconcile leave data throughout the year.
Important: All adjustments and corrections must be completed in Cardinal by June 30, 2026.
Leave Data Queries:
Administrators can use the following queries to review and reconcile leave balances:
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Leave Data Queries
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 paid out for eligible remaining balances in SPOT
- Employees transferred to another agency
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Offset adjustments for terminated employees can be done through the Leave Balance Zero-Out Automation Page or completed manually on the Timesheet (Overtime Leave and Comp Leave) and the Absences page (absence balances).
Offset adjustments (to zero out balances) should be made in the calendar period that includes the employee’s last active day 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 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 2026). These reports give agencies access to detailed employee leave data, allowing for continuous review and validation.
Action: Run, review, and validate the final FY 2026 reports after the salaried semi-monthly leave periods ending June 24 (SM1) and June 30 (SM2) close (i.e., those with a check date of July 1, 2026).
DOA Leave Liability Report (RTA013): Includes summary and detailed leave liability data for employees in the VSDP, Traditional, and Hybrid eligibility groups in Cardinal Absence Management (AM). RTA013 now includes:
- VSDP Sick (SDP) and VSDP Personal (PER) balances and projections
- Fund Code and Program Code in the Employee Details section
- Leave hours rounded to the tenth (per DHRM leave policy)
Flex Leave Liability Data Report (RTA803): Used for employees in the Flex Regular and Flex VSDP eligibility groups in Cardinal AM. Provides leave balance and fund distribution data to calculate liability.
Additional Resources:
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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 Planning System
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You received this communication because of your role(s) or access in Cardinal. |
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