Centralized Localities

Centralized Localities receive full support from the Office of Health Benefits (OHB). Designated personnel submit employee and health benefits data via paper forms to OHB, and OHB staff key the data into Cardinal. These localities have read‑only access to view employee personal and health benefits data. Most localities use this model. 

Helpful materials for centralized locality users include:

Locality Access Information

• Locality Security Handbook: Provides information regarding Cardinal Security Roles for Localities. This handbook will assist Localities in submitting the correct information for the Security Locality Access Form.
   
• Cardinal Form SE-LOCALITY-001 Instructions: Instructions on how to properly submit a Cardinal Locality Access Form
   
• Security Locality Access Form: The Access Form must be submitted to TLC to gain applicable security access roles.

Job Aids

• Cardinal Registration Guide: Active Employees - Provides instructions on how to register in Cardinal. 
   
• ACA Data Entry - Provides instructions on how to complete the ACA data entry certification in Cardinal.
   
• TLC Data Sheet - Provides instructions on how to enter and certify annual health benefit plan changes in Cardinal using the TLC Data Sheet.
   
• TLC Contacts - Provides instructions on how to update in Cardinal the primary contacts at your Locality.
   
• TLC Cardinal Locality - Company and Department Codes - Provides a complete listing of all TLC localities with their corresponding Cardinal Company and Department Codes.
   
• TLC Reviewing the Health Benefits Page - Provides guidance on how to access and review the Health Benefits Page in Cardinal.
   
• TLC Running the TLC Data Sheet Report - Walks users through the steps to run the TLC Data Sheet Report in Cardinal, which provides a PDF version of the TLC Data Sheet for recordkeeping.
   
• TLC Running the Cardinal Enrollment Report - Walks users through the steps to run the Cardinal Enrollment Report in Cardinal, which lists all employees and COBRA members enrolled in Healthcare on a specific date.
   
• TLC Running the ACA Reconciliation Report - Walks users through the steps to run the ACA Reconciliation Report in Cardinal, which lists individual health benefit information to validate prior to Affordable Care Act (ACA) reporting.
   
• TLC Running the Benefit Enrollment Changes Report - Walks users through the steps to run the Benefit Enrollment Changes Report in Cardinal, which provides a list of all employees who are enrolled in benefits or made changes to existing benefits within a specific date range.
   
• Running an HCM Query - Walks users through the process used to run HCM Queries.
   
• Generating an HCM Report - Walks users through the process used to generate an HCM Report.

Forums

• TLC Data Sheet Entry Forum PowerPoint and Recording
   
• ACA Process Forum for Localities and Recording

Decentralized Localities

Decentralized localities key employee and health benefits data directly into Cardinal. Only a few localities use this model, and it must be approved by OHB. In addition to all of the centralized locality materials, the following job aid will be helpful for decentralized locality personnel: 

• Completing a New Hire and Benefit Enrollment Locality - Provides a walkthrough of the steps a locality must take in Cardinal to enter a new hire and process benefit enrollments on behalf of the employee.

Please refer to www.thelocalchoice.virginia.gov for additional information on localities or email tlc@dhrm.virginia.gov.