Excel spreadsheet containing valid codes for use on agency to agency transactions. Includes Cardinal Customer ID and Cardinal Supplier ID for each agency.

Instructions for cancelling and reissuing payments, cancelling and putting payments on hold, and cancelling without reissuing payments. ​Includes steps for completing forms, sending them to the appropriate email addresses, and processing the stop payment in Cardinal.

If regular invoices are received from a Supplier, users can set up a template voucher to improve data entry efficiency for these invoices. This job aid provides instructions for creating, using, and updating template vouchers, including steps for navigating to the Voucher page, entering required information, and saving the template for future use.

Process for entering adjustment vouchers to increase or decrease the amount of a regular voucher. ​ Includes steps for navigating to the voucher page, entering necessary information, and saving the adjustment voucher. ​

Instructions for personalizing the order of the fields displayed on the distribution line on the Invoice Information page. ​Includes steps for navigating to the Voucher page, changing the order of fields, and saving the changes.

Instructions for processing child support payments to the Department of Social Services (DSS). ​Includes steps for navigating to the Voucher page, entering necessary information, and saving the voucher. ​

Instructions for processing internal payment offsets for levies, liens, and garnishments. Includes steps for requesting a LEVY location, adding or removing the LEVY location, and updating the voucher. ​

Instructions for recording ongoing discussions and conversations with supplier contacts. ​Includes steps for navigating to the Conversations page, entering conversation details, and saving the information. ​

Instructions for identifying, reviewing, and resolving voucher edit check and budget check errors. ​Includes steps for running the Voucher Error Report query, accessing the voucher, and making necessary corrections. ​

Process for reviewing supplier information and creating a voucher. Includes contact information when updates are needed to the supplier record, and steps for navigating to the Review Suppliers page, verifying supplier details, and entering voucher information.

Instructions for running and retrieving the prompt pay report, which provides information on an agency’s compliance with prompt pay and is used for reporting to DOA. Includes steps for running the report, viewing individual agency runs, and viewing agency information in the master run. ​

Instructions for unposting, deleting, and closing vouchers that have not been paid. ​ Includes details on when to use each function and steps for navigating to the appropriate pages, entering necessary information, and saving the changes. ​

Instructions for using multiple SpeedCharts on a single voucher invoice line. Includes steps for navigating to the voucher page, entering SpeedChart information, and saving the changes. ​

Information on using the correct pay terms in Cardinal to ensure timely disbursement of state funds in accordance with prompt pay requirements. ​ Includes steps for entering pay terms on a voucher and a summary of pay term options.

Instructions for processing vouchers sent to the Accounts Payable module in Cardinal using the Voucher Upload Interface. ​Includes steps for processing file upload errors, reviewing the voucher upload error report, and correcting budget check errors. ​

Description of the 1099 process in Cardinal, including the steps to review/update/add information to the withholding tables and produce the 1099 documents and file to the IRS.

Instructions for applying a cash advance to an employee's expense report and reconciling the cash advance to the actual expenses paid. ​Includes steps for entering expense details, applying the cash advance, and reconciling the advance. ​

Instructions for authorizing a proxy to enter expense transactions for an employee. ​Includes steps for authorizing a proxy using either the employee ID or user ID, as well as instructions for using the mass update feature to add/delete proxies for multiple employees.

Instructions for processing cash advance transactions sent to the Expenses module in Cardinal using the Cash Advance Upload Interface. ​Includes steps for processing file upload errors, reviewing the cash advance upload error report, and correcting errors. ​

Expense report or travel authorization templates can be created in Cardinal which reflect typical combinations of expense items. These templates can be accessed by all users statewide. Users can then create new expense reports or travel authorizations by starting from a template, which can help reduce time and keying errors. This job aid provides instructions for creating these templates in Cardinal, including steps for navigating to the template page, entering template details, and saving the template. ​

Instructions for recording non-reimbursable expenses (e.g., expenses prepaid or direct-billed to the agency) in Cardinal. ​Includes steps for entering non-reimbursable expenses on an expense report and marking expenses as non-reimbursable when copying from a travel authorization. ​

Instructions for creating employee expense reports in Cardinal for non-salaried payments to employees. Includes information on required employee profiles, and steps for entering, updating, and submitting employee expense reports.

Excel spreadsheet containing valid codes for use on employee expense transactions. Includes expense types, descriptions, and default ChartFields.

Helpful information about using location and expense types when entering employee expenses. ​Includes tips for entering other employee reimbursements, lodging, per diem meals and incidentals, mileage, and international travel.

Instructions for updating or deleting expense transactions in Cardinal, and the scenarios when each function is appropriate. ​Includes steps for updating and deleting travel authorizations, cash advances, and expense reports. ​

Instructions for processing expense report transactions sent to the Expenses module in Cardinal using the Expense Report Upload Interface. ​Includes steps for processing file upload errors, reviewing the expense report upload error report, and correcting budget check errors. ​

Instructions for editing select information on an employee expense profile in Cardinal. ​Includes steps for updating default ChartField values, changing the Default Profile checkbox, and updating information on the User Defaults page. Note: adding employee expense profiles and some edits to profile information must be performed in Cardinal HCM.

Instructions for reassigning employee expense approvals from one approver to another. ​Includes steps for navigating to the Reassign Work page, entering the current and new approver information, and reassigning the approvals. ​

Instructions for processing petty cash transactions in Cardinal. ​Includes steps for setting up the system, processing vouchers for petty cash payments, reimbursing petty cash accounts, and recording funds receipts. ​

Instructions for reviewing and correcting budget check errors using the Direct Journal Payments and Misc Payment Exceptions pages. ​Includes error handling steps for both manual and nightly batch budget checks. ​

Excel spreadsheet containing valid bank codes for use on deposits. 

Instructions for correcting deposit accounting entries, both before and after the budget check process runs. 

Instructions for deleting a Deposit Control Ticket within Cardinal, including the conditions under which a DC can be deleted and the steps to follow. ​

Instructions for processing deposit transactions sent to the AR Funds Receipt module in Cardinal using the Funds Receipt Upload Interface. ​Includes steps for processing file upload errors, reviewing the funds receipt  upload error report, and correcting budget check errors. ​

Instructions for creating, processing, and finalizing deposits in Cardinal, including roles involved, and steps for entering regular deposits, creating accounting entries, and approving and finalizing deposits. ​

Instructions for completing the Affordable Care Act (ACA) data entry certification in Cardinal. The certification requires the user to verify employer information and enter the number of employees for each month using the ACA definitions published by the IRS.​

Excel spreadsheet containing an explanation of each Cardinal benefit event class code. Provides guidance on when the agency would use the specific event class and includes a description, whether or not the event class is available in Employee Self Service (ESS), and if a confirmation statement is generated when the benefit event is processed.

Instructions for running the Benefit Event Status report to locate benefit events in the various statuses. Benefits Administrators can use this report to research issues and intervene as needed so that the benefit event can continue to move through the process.

Instructions for a Benefits Administrator (BA) to complete a new hire benefits enrollment on behalf of the employee, after the employee submits a Benefits Enrollment form to the BA with all the information necessary to complete the process.

Instructions for a Benefits Administrator to create and complete a manual benefit event (life event) on behalf of an employee, including adding or removing dependents and processing birth events. ​This process is used when the employee does not initiate the qualifying life event through Employee Self-Service (ESS).

Provides guidance on the actions a Benefits Administrator must take on the Benefits Personal Data page and the ACA Employee Eligibility Page before enrolling an employee in Medicare benefits.  

Provides a Benefits Administrator (BA) with instructions for using the Dependent Waiting Approval Benefits Eligibility Audit report to regularly monitor and identify "unapproved dependents" lacking benefit coverage. The job aid also details how to re-open and reprocess finalized benefit events once supporting documentation is received.

Instructions for a Benefits Administrator on managing termination and transfer benefit events, including manually processing termination events and handling inter-agency transfers. ​

Instructions for a Benefits Administrator (BA) on processing National Medical Support Notices (NMSNs) within Cardinal to extend health coverage to eligible participant children. Learn how to accurately manage NMSNs across various processing scenarios and how to validate the employee's benefit information once the NMSN event is finalized. This job aid also clarifies the distinctions in handling Qualified Medical Child Support Orders (QMCSOs) within Cardinal as they relate to dependent benefit coverage.

Provides the complete step-by-step process for the two most common ORP Retiree scenarios. These instructions include transactions completed by a Human Resources Administrator and a Benefits Administrator.

Excel spreadsheet that contains the values available for use for each of the Eligibility Configuration fields (i.e., Eligibility Field 1: Retirement, Eligibility Field 2: Subgroup, Eligibility Field 3: Timekeeper, Eligibility Field 8: Conversion & Retirement).

Provides guidance on reviewing and understanding benefit event details on the Employee Event Detail page, which includes information on event nature, status, eligibility, processing, plan types, elected options, coverage codes, and associated costs. 

Provides guidance on the actions a Benefits Administrator must take when processing a life event during Open Enrollment (OE). These actions will ensure that the life event changes are reflected in the OE elections and are transmitted to the vendors.

Instructions for a Benefits Administrator for re-opening and reprocessing a benefit event for certain circumstances (i.e., additional dependents need to be enrolled, additional enrollments need to be completed, updates or corrections to the enrollments or dependent information are needed) after the benefit event was validated and finalized. 

Overview of resources that can be used to research benefit events and troubleshoot common errors encountered during benefit event processing.

Instructions for a Benefits Administrator to review employee benefits information on the following pages: Health Benefits page, Simple Benefits page, Life and AD/D Benefits page, Spending Accounts page, Savings Plan page, Retirement Plans page, and Current Benefits Summary page.

Reviews the most common errors that may be reflected on the following reports and how to troubleshoot the issues: Defined Contribution Elections Upload Error report, FBMC Upload Error report, and myVRS Navigator (VNAV) Upload Error report. Benefits Administrators must review the errors on these reports and make corrections in Cardinal as necessary. 

Provides guidance on how a Benefits Administrator can access, review, and print a benefit statement for a specified employee.  

Provides the Chart of Accounts (COA) structure, as well as the purpose and ownership of each ChartField. 

Instructions for reviewing and identifying combination edit errors in journal entries, including steps to navigate and use the Review Combination Data page and the ChartField Combination Editing Rule Report. ​

When entering journals with many lines, using the spreadsheet journal upload functionality in Cardinal can save time and simplify the process for entering the data. This job aid provides instructions for creating and uploading spreadsheet journals, including steps for downloading necessary files, entering journal information in Excel, and uploading the journal to Cardinal.

Instructions for processing journals sent to the General Ledger module in Cardinal using the Journal Upload Interface. ​Includes steps for processing file upload errors, reviewing the journal upload error report, and correcting budget check errors. ​

Covers various processes for managing journal entries, such as reviewing and correcting edit check and budget check errors and updating, deleting, and posting journals. ​

Instructions for creating, editing, and submitting manual journal entries online in Cardinal for approval. Includes steps for copying existing journals. ​

All Journals must be approved before they can be posted to the General Ledger. This job aid explains how each type of journal is approved, and outlines the approval process for manual journal entries, including manual approval and approval through the Worklist. ​

When entering budget journals with many lines, using the Budget Journal spreadsheet upload functionality in Cardinal can save time and simplify the process for entering the data. This job aid provides instructions for creating and uploading budget spreadsheet journals, including downloading necessary files, entering budget data in Excel, and uploading the budget journal to Cardinal. ​

Provides information on how to clear cache files or temporary internet browser history on local machines using Google Chrome.

Provides information on how to clear cache files or temporary internet browser history on local machines using Microsoft Edge.

Excel spreadsheet that provides an explanation of each Cardinal Action/Reason code combination available for use on an employee's job record. Includes guidance on when an agency would use each Action/Reason combination and how the employee's status will be affected by the selected combination. 

Provides instructions on to how to obtain and assign temporary Social Security Numbers (SSNs) in Cardinal when a permanent SSN is unavailable. Includes instructions for both VRS retirement-eligible and non-eligible employees. Also details the process for monitoring temporary SSNs and updating the employee record with the permanent SSN once received.

Provides HR Administrators with instructions for entering new hires into Cardinal HCM for both salaried and wage employees. Includes specific instructions for handing new hires where an Employee ID already exists and details agency next steps after completing the new hire entry.

Outlines the process for rehiring employees within the same agency and employee type (e.g. wage to wage) in Cardinal HCM. Includes detailed steps for reviewing previous employment, adding a new employment instance, updating job data, and understanding the necessary agency follow-up actions.

Excel spreadsheet containing employee class codes and their attributes, used for grouping certain employees for reporting/classifications and ensuring accurate salary plan population and payroll distribution. Details include employee class, descriptions, VPA coverage, EPR category, salary/wage classification, applicable salary plan, job code ranges, payroll distribution, and use case comments.

Instructions for tracking written notices and disciplinary actions, including adding a new written notice, changing an existing written notice or rescinding a written notice entirely. Also includes instructions for entering the associated disciplinary actions(s) on the employee's job record with the appropriate action and action reason. Note: written notices can only be entered for VPA employees.

The Cardinal Employee Position Report (EPR) Tool is used to report staffing levels by agency and fund type. This job aid provides guidance on the data rollup process of the tool, as well as steps for reviewing, updating, and certifying data. It also includes the reports and queries agencies should use to validate and troubleshoot data prior to certifying EPR results. 

Instructions for processing employee data and position data transactions sent to the Human Resources module in Cardinal using the Employee Data Upload and Position Data Upload Interfaces. Includes the process steps for each upload as well as information on common file and transaction errors, processing file upload errors, and reviewing the upload error queries and reports. ​

Instructions for both the sending and receiving agency for transferring an employee from one state agency to another. Includes updating the employee job data and agency next steps after entering the inter-agency transfer. 

Provides detailed instructions for accurately tracking telework in Cardinal using the Maintain Teleworkers page to support DHRM reporting requirements for VPA covered (classified) employees. Includes instructions for data entry, clarifies pre-entry steps, and explains how to manage telework agreement details, including setting start and end dates and updating employee telework eligibility status.

Provides HR Administrators with instructions for managing paid and unpaid leaves of absence for salaried employees in Cardinal. Includes entering leave types, processing leave extensions, recording a return to work, and changing from short-term disability-working to long-term disability-working status.

Guides HR Administrators through the process of managing position data in Cardinal. Includes creating a new position, cloning a position to reduce data entry, and updating position data when an incumbent exists.

Explains key date fields on the Employment Data page in Cardinal and the proper use of service dates. Provides instructions for validating breaks in service, entering veteran's and prior state service months, and adjusting leave eligibility service dates. Definitions for all service date fields are included.

Excel spreadsheet to assist with automatically calculating employee prior state service months, veteran's service months, and the annual leave eligibility date. The resulting values are used for entry into the appropriate fields on the Job Data and Employment Data pages in Cardinal.

Process for transferring an employee from one position to another within the same agency. Includes step-by-step instructions for transfers between similar employee types (i.e., wage to wage, salary to salary) and across different employee types (i.e., wage to salary, salary to wage), along with necessary agency follow-up actions.

Provides HR Administrators with instructions for processing layoffs, temporary workforce reductions (including reduced hours and not working scenarios), and recalls from layoff for VPA (classified) employees in Cardinal.

Explains the concept of effective dating and its impact on managing employee data across personal, job, position, and benefit records in Cardinal. Describes how effective dates maintain a history of changes, support future-dated entries, and prevent the overwriting of existing information during updates.

Excel spreadsheet containing a list of the current Job Code / US SOC Code combinations for Agency Head (AH) and Statewide Classified (SW) positions.

Performance ratings are collected annually and entered into Cardinal for all VPA employees. This job aid provides instructions for entering an employee's rating as well as updating the employee's rating when the initial rating was marked as 'B-below contributor' or 'L-employee on leave or not rated'. 

Instructions for assigning and updating ChartField values (funding) at the department or position level. Data entered is used in the payroll allocation process. Also includes information on the annual department and position default funding budget rollover process.

Instructions for processing a change in an employee’s status from full-time, part-time, or quasi, including necessary updates to position and job records. ​

Details the process for managing additional pay, such as temporary pay or reimbursements, for employees in Cardinal. Provides step-by-step instructions for creating, updating, stopping, and extending additional pay. A list of applicable earnings codes and their descriptions is also provided.

Instructions for entering employee leave and cash awards in Cardinal. Includes adding new awards and updating awards for additional payouts or corrections.

Provides HR Administrators with instructions for processing employee separations in Cardinal, including voluntary and involuntary terminations, VRS and ORP retirements, and long-term disability (not working). For layoff procedures, refer to HR351 Managing the Layoff Process job aid.

Guides users through the steps required when a compensation change or correction needs to be made to an employee’s state, non-state, or special pay rate. 

Instructions for updating an alternate salary plan and grade on a position when an agency needs to extend the maximum salary limit in order to recruit and retain incumbents. 

Cardinal Checklist functionality is used to track and audit tasks when entering a new hire, a leave of absence, or a termination on an employee’s job record. This job aid provides steps for accessing and using the available checklists.  

Provides HR Administrators with instructions on using the Legislative Salary Increase Tool to evaluate, verify, and process salary increases mandated by the Appropriations Act. Includes steps for reviewing and resolving common errors and outlines the process for opting out of centralized processing.

Instructions for HR Administrators on how to view and update an employee's personal data (e.g., name, citizenship status) in Cardinal. 

Excel spreadsheet containing a detailed breakdown of each Cardinal Action/Reason code combination available for use on an employee's job record at health benefits only agencies and localities. Includes guidance on when an agency/locality would use each Action/Reason combination and how the employee's status will be affected by the selected combination.

Instructions for completing a new hire in a Health Benefits Only (HBO) agency or a locality in The Local Choice (TLC) Benefit Program.

Provides an overview of the key human resources pages accessible by the HR Read Only role, including the Position Data page, Personal Data page, Job Data page, Benefit Program Participation page, Employment Information page, and Maintain Teleworker page. 

Provides general navigation tips along with details about the commonly used hot keys (keyboard shortcuts) and customization options. 

Provides general navigation tips and some of the common buttons users will encounter in Cardinal HCM. Includes instructions for the following processes: navigating to HCM pages using navigation tiles, navigating to HCM pages using the NavBar menu, adding a favorite, and managing and deleting favorites.

Provides an overview of the Cardinal HCM homepage and the NavBar. Identifies and explains the features available to assist the user with the completion of their day-to-day tasks in Cardinal.  

Approvers can reassign their Worklist items to another user so that future items will route to the designated alternate approver. This job aid provides instructions on how an approver can assign alternate approvers. 

Describes how workflow system administrators can reassign worklist items from one approver to another in Cardinal Financials. ​Includes steps for reassigning and revoking assigned transactions. ​

Provides instructions for generating financial reports in Cardinal Financials. Use these instructions along with the report specific data provided in the FIN Reports Catalogs to generate the applicable report.

Instructions for running Human Capital Management (HCM) queries in Cardinal. The job aid covers navigating to the query menu item, entering query criteria, running the query, and accessing the results. Parameters available will differ based on the specific query being run; refer to the HCM Reports Catalogs for specific query details and instructions.

Provides an overview of the Cardinal FIN search pages. Contains instructions on using the search features available, including using and managing recent searches, creating a saved search, and using and managing saved searches.

Provides an overview of the Cardinal HCM search pages. Contains instructions on using the search features available, including using and managing recent searches, creating a saved search, and using and managing saved searches.

Agencies can load large volumes of data using the mass upload tool. This job aid covers the process of performing mass uploads in Cardinal HCM using Excel templates. Learn the common workflow for all upload types, including preparing the data file, navigating to the mass upload tool in Cardinal, initiating the upload, and monitoring its status. This process applies whether the upload is performed by the agency, PPS, or SPO. A complete list of available mass upload templates is included for reference.

Information to assist Human Resource Administrators and Benefits Administrators with understanding the VRS Retirement and Long-Term Disability (LTD) processes in Cardinal so that they may assist agency retirees with questions.