Communications

Cardinal HCM: HR296 Employee Data Extract – New Field Added
 | July 1, 2025

Application: HCM | Audience: Functional Contacts and Technical Contacts for Interfacing Agencies that receive the HR296 Employee Data Extract. HR Directors are copied for awareness.

  • Cardinal is enhancing the HR296 Employee Data Extract by adding the existing FICA Status field, which will be a single character field at position 1555. This update will also reduce filler space, keeping the record length at 1800.
  • A test file with the new FICA Status field is available in your agency's HCM_Outbound folder on the Cardinal HCM Test File server for testing purposes.
  • The updated HR296 extract goes live during the nightly batch on Tuesday, July 22, 2025. Agencies must complete any necessary adjustments by this date as all files generated from Wednesday, July 23, 2025, onward will reflect these changes.

 

Cardinal HCM: Review FY 2026 Department and Position Default Funding
 | June 18, 2025

Application: HCM | Audience: 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.
  • 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.

 

Take Action Now! Addressing Errors in the Cardinal Legislative Salary Increase Tool | June 9, 2025

Application: HCM | Audience: HR Directors, HR Administrators, and Payroll Administrators at Cardinal HCM agencies that processed Legislative Salary Increases using the Cardinal Legislative Salary Increase Tool.

  • Legislative Salary Increases were processed centrally June 7.
  • Agencies must now revisit the Legislative Salary Increase Tool to complete follow-up activities and validations.
  • Agencies MUST manually enter pay increases that errored out (failed to load) by Friday, June 20

 

Employee Self-Service (ESS) Job Summary Updates | June 6, 2025

Application: HCM | Audience: HR Administrators and HR Directors of Cardinal HCM agencies.

  • Telework Status and Continuous Service Date is now viewable in ESS Job Summary.

     

Final Review and Verification Required for the FY26 Legislative Salary Increase Tool (Due 6/5 @ Noon) | June 4, 2025

Application: HCM | Audience: HR Administrators and HR Directors of Cardinal HCM agencies that have not opted out of using the Legislative Salary Increase Tool. Payroll Administrators included for awareness.

  • Final review and verification of salary increase data in the Cardinal Legislative Salary Increase Tool is due 6/5/25 by 12:00 p.m.

 

Cardinal Interfaces: MOVEit Upgrade Cutover June 14 | June 3, 2025

Application: FIN & HCM | Audience: AITRs, Interface Contacts, MOVEit account owners at Cardinal interfacing agencies. Fiscal Officers and HR Directors included for awareness.

  • Cardinal Interface outage June 14 -15, 2025 due to MOVEit application upgrade.
  • Final reminder to complete connectivity testing to prevent disruptions in file transmission services.

 

Upcoming Deadlines: Cardinal Legislative Salary Increase Tool | June 2, 2025

Application: HCM | Audience: HR Administrators and HR Directors of Cardinal HCM agencies that have not opted out of using the Legislative Salary Increase Tool. Payroll Administrators included for awareness.

  • Reminder of the important upcoming deadlines for the Cardinal Legislative Salary Increase tool.

     

Take Action: Cardinal Legislative Salary Increase Tool | May 28, 2025

Application: HCM | Audience: HR Administrators and HR Directors of Cardinal HCM agencies. Payroll Administrators included for awareness.

  • Reminder, the Legislative Salary Increase Tool is now available in Cardinal. All agencies must take action in the tool.

  • Guidance on processing additional compensation rate changes effective 6/10/25 to ensure all comp rate changes are transmitted to VRS correctly.

     

Cardinal HCM: Now Available! Cardinal Legislative Salary Increase Tool | May 22, 2025

Application: HCM | Audience: HR Administrators and HR Directors of Cardinal HCM agencies. Payroll Administrators included for awareness.

  • Cardinal Legislative Salary Increase Tool available to assist with processing FY26 salary increases.
  • All agencies must take action in the tool by Tuesday, June 3, 7:59 p.m., to either review and confirm salary increases or opt out.
  • Visit the Legislative Salary Increase webpage for additional information, resources, and training.

 

Cardinal HCM: Benefits Administrator Open Enrollment Resources | May 20, 2025

Application: HCM | Audience: Benefits Administrators for all HCM Agencies and Decentralized Localities.

  • Open Enrollment is live in Cardinal as of Friday, May 16, 2025.
  • To help Benefits Administrators effectively support employees during this period, the Cardinal Team has created a Cardinal Benefits Administrator Open Enrollment (OE) Support Guide.
  • Important dates:
    • May 30 – Election Deadline (ESS & Paper): ESS online enrollment closes at 11:59 p.m., and all paper enrollment forms must be received
    • June 6 – Paper Form Keying Deadline: All paper enrollment forms must be entered by 5:30 p.m.
    • June 7 – Open Enrollment Events Closed: Cardinal will close all OE events

 

Cardinal HCM: HR Rewards and Recognition Mass Upload Processing Tips | May 14, 2025

Application: HCM | Audience: Agency HR Directors and HR Administrators at Cardinal HCM agencies.

  • Given the high volume of Rewards and Recognition Mass Upload Template usage by agencies in May, this communication provides guidance to help ensure accurate completion of these files.
  • Absence Management balances will not automatically update. HR Administrators must coordinate with AM Administrators for these updates.
  • For assistance, contact iHelp for basic inquiries or submit a detailed help desk ticket for system issues.

 

Cardinal HCM: Shift 6 Available Soon! | May 1, 2025

Application: HCM | Audience: TL Administrators, TL Employee Setup Administrators, PY Administrators, and HR Administrators at Cardinal HCM payroll agencies that pay shift differentials to their employees.

  • Effective Wednesday, May 7, 2025, Cardinal Time and Attendance will expand shift differential options by adding Shift 6 to the timesheet.
  • This new option will be available in addition to Shifts 1 through 5 for eligible employees. New earnings codes SD6 and SH6 will be mapped to the corresponding shift Time Reporting Codes (TRCs).
  • This new shift differential will not be active until the agency submits a VCCC helpdesk ticket to implement it.
  • If an employee selects an ineligible shift differential value, a timesheet exception will be generated by the Cardinal Time Administration process.

 

Prepare for Leave Liability Reporting | April 16, 2025

Application: HCM | Audience: AM Administrators and PSB agency TL Administrators using Cardinal Absence Management (AM).

  • Agency administrators can prepare for the upcoming annual Leave Liability Reporting by reviewing and cleaning up leave data to ensure balances are accurate for active employees and balances are paid out and zeroed out for inactive employees.
  • To ensure accurate Leave Liability Reporting at Fiscal Year End, Cardinal recommends agencies consistently review and reconcile leave data throughout the year. It is critical to ensure all adjustments and corrections are completed by June 30, 2025.

 

Alert: Upcoming Cardinal System Upgrade and Outage | February 18, 2025

Application: FIN & HCM | Audience: All Cardinal Financials Users, Cardinal HCM Core Users, and Cardinal Employee Self-Service (ESS) Time & Attendance Users.

  • Cardinal will be unavailable to all users from Saturday, March 1 at 6:00 a.m. through Monday, March 3, at approximately 6:00 a.m. due to technical upgrades.

     

Cardinal HCM: New Error Queries for Employee and Position Interfacing Agencies | February 05, 2025

Application: HCM | Audience: HR003 – Employee Data and HR006 – Position Data Upload Interfacing agencies and their HR Directors.

  • Two new queries are available to help agencies manage interface errors and warnings for employee job and position data (HR003 and HR006). 

     

Cardinal HCM: Absence Management Processing Enhancement | January 16, 2025

Application: HCM | Audience: Absence Management (AM) Administrators at all AM agencies and Time & Labor Administrators at PSB agencies.

  • Effective January 10, 2025, Cardinal Absence Calculation Process has been enhanced to include employees with payroll statuses of Leave of Absence – Unpaid (Payroll Status “L”) and Suspension (Payroll Status “S”).
  • Absence transactions prior to January 10, 2025, will not retroactively process for employees on unpaid leave or suspension.
  • Per DHRM policy, employees in “L” or “S” status do not receive automatic entitlements or accruals in Cardinal.    

 

Action Required: Verify Employee Email Addresses for Tax Season | January 13, 2025

Application: HCM | Audience: HR Administrators and Payroll Administrators at Cardinal HCM agencies.

  • Update employee mailing addresses by January 16, 2025 to guarantee physical W-2 copies are printed with the correct address.

  • HR Administrators must verify and update email addresses for both active and separated employees in Cardinal HCM.

     

Cardinal HCM: Position and Job Data FTE Corrections | November 25, 2024

Application: HCM | Audience: HR Administrators and HR Directors at Cardinal HCM agencies.

  • Cardinal will automatically set the default FTE value of newly created positions to 1.
    • For quasi and part-time positions, agencies should update Standard Hours and FTE on job data as needed.
    • For wage/hourly positions, adjustments to Standard Hours and FTE are at the agency’s discretion to align with the use of the role.
  • On November 26, 2024, all existing Position and Job Data rows where Standard Hours = 40 and FTE = 0 will be updated to an FTE value of 1.

 

Awareness: Cardinal Multi-Factor Authentication (MFA) Update| November 22, 2024

Application: HCM, FIN | Audience: All Cardinal users, including retirees and terminated employees with active Cardinal accounts.

  • Effective Saturday, November 23, 2024, VITA is implemented an Okta update that will impact the Multi-Factor Authentication (MFA) process appearance when logging into Cardinal, when required.

  • When multi-factor authentication (MFA) is required, the authentication prompt will appear directly on the Cardinal login screen, eliminating the need for redirection.

     

Cardinal HCM: Time Entry Tips for the Holidays | November 20, 2024

Application: HCM | Audience: Time Reporters with modify access, Timekeepers, Time & Labor Supervisors, Absence Supervisors, Time & Labor Administrators, and Absence Administrators.

  • Salaried Users:
    • Cardinal automatically generates paid holidays for most salaried users.
    • For variable work schedules or partial holidays, manual time entry is required.

  • Absence Management:

    • Supervisors can use the V_TA_ABS_SV_AND_SB_STATUS query to identify pending absences.
    • Saved absences must be submitted individually to be processed.

     

Cardinal HCM: Absence Management Enhancements | November 19, 2024

Application: HCM | Audience: 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.

 

Cardinal HCM – What You Need to Know for the Leave Year End | November 18, 2024

Application: HCM | Audience: Absence Management (AM) Supervisors, AM Administrators, and Time & Labor (TL) Administrators at PSB agencies.

  • Leave Year End processing will take place on Thursday, January 16, 2025. This process will finalize the period ending January 9, 2025, and calculate the annual carryover/forfeiture and new year entitlements, effective January 10, 2025.
  • Absences can still be reported for both the old and new leave years, up to 90 days before or after the absence date.

 

Cardinal ESS - Check Your Absence and Leave Balances Before Leave Year End! | November 18, 2024

Application: HCM | Audience: communication is being sent to Cardinal HCM Employee Self Service (ESS) TA Users with Absence Management (AM).

  • Leave Year End processing will take place on Thursday, January 16, 2025. This process will finalize the period ending January 9, 2025, and calculate the annual carryover/forfeiture and new year entitlements, effective January 10, 2025. 

 

Cardinal FIN: New AR120 Web-Based Training | October 23, 2024

Application: FIN| Audience: Cardinal Financials users with Accounts Receivable roles.

  • Cardinal has released an all-new Accounts Receivable (AR) Web-Based Training (WBT), now available on the Cardinal website.
  • Participants will be introduced to key processes in both the Billing and the Accounts Receivable Funds Receipts modules, including integration with other Cardinal functional areas and interfaces with other systems.

 

Cardinal Interface Architecture (MOVEit) Security Patching - Outage Notice | October 9, 2024

Application: FIN| Audience: AITRs, Functional and Technical Contacts, and MOVEit Account Owners at Cardinal HCM and FIN Interfacing Agencies. 

  • The Cardinal Interface Architecture (MOVEit) will be undergoing security patching and unavailable to all users on Saturday, June 22, 2024 from 9:00 a.m. until 5:00 p.m.
  • File transfers to and from Cardinal (interfaces.cardinal.virginia.gov) may fail during this timeframe.
    • If failures are encountered, please re-attempt the transfer once the security patching is completed.

 

Cardinal HCM: Shift 4 and Shift 5 Now Available | August 9, 2024

Application: HCM| Audience: TL Administrators, TL Employee Setup Administrators, PY Administrators and HR Administrators at Cardinal HCM payroll agencies that pay shift differentials to their employees.

  • Effective Wednesday, September 18, 2024, Cardinal Time and Attendance will expand shift differential options by adding Shift 4 and Shift 5 to the timesheet.
  • These new shift differentials will be available in addition to Shift 1, Shift 2, and Shift 3 for employees enrolled in shift differential.
    • The following new earning codes SD4, SH4, SD5, and SH5 will be mapped to the corresponding shift Time Reporting Codes (TRCs).
  • To implement the newly added or existing shift values, please submit a ticket to initiate the process.

 

Cardinal HCM: Pay Docking Simplified – New Job Aid & Report Enhancements | August 6, 2024

Application: HCM| Audience: TL Administrators, AM Administrators, and PY Administrators at Cardinal HCM agencies. 

  • The report has been enhanced for easier identification of outstanding actions and the job aid provides clear guidance to agency administrators for common pay docking scenarios
  • All pay docking transactions on the report require action by an agency administrator, supervisor, and/or the employee.

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