You are here

Home » IT Systems » MyPortal » MyPortal - manage my substitutes

MyPortal - manage my substitutes

Use this procedure to set up a Planned or Unplanned Substitute within MyPortal.

Substitutes are approvers who are assigned by another supervisor to approve leave and/or MWE requests on their behalf while they are out of the office for a period of time. Planned Substitutes have a defined start and stop time for approving requests on behalf of another supervisor. Unplanned Substitutes do not have a defined start and stop time.

Substitute relationships created within MyPortal must be at a level above the supervisor within the org unit hierarchy structure. At minimum, all supervisors should assign at least one Unplanned Substitute to ensure someone has the ability to approve requests in their absence. 

Agency time, personnel administration, or payroll processors can view substitutions for their agency within HRMS through the MyPortal Substitution Report.

TIP: Agency directors or executive level managers may assign administrative staff to approve employee requests on their behalf. Contact your agency HR or payroll office to initiate this request.

Planned Substitutes vs Unplanned Substitutes

Planned Substitute Unplanned Substitute
Has a defined start and stop time for approving leave and/or MWE requests on behalf of another supervisor. No defined start and stop time for approving leave and/or MWE requests on behalf of another supervisor.
Cannot submit leave and/or MWE requests on behalf of an employee of another supervisor. Cannot submit leave and/or MWE requests on behalf of an employee of another supervisor.
Must be a leave and/or MWE requests approver who is one level up or higher on the org unit hierarchy. Must be a leave and/or MWE requests approver who is one level or higher on the org unit hierarchy.
One or multiple Planned Substitutes can be assigned at the same time. One or multiple Unplanned Substitutes can be assigned at the same time.
Automatically receives employee leave and/or MWE requests on behalf of another supervisor in their My Inbox tile for the defined period of time. Does not automatically receive employee leave and/or MWE requests on behalf of another supervisor in their My Inbox tile.
Substitute and original supervisor/manager will receive email notification for pending leave and/or MWE requests if All Task Groups is selected in the substitution Task Group. Substitute and original supervisor/manager will receive email notification for pending leave and/or MWE requests if All Task Groups is selected in the substitution Task Group.
Does not need to activate Substitute For function to begin receiving leave and/or MWE requests on behalf of another supervisor in their My Inbox tile. Must activate the Substitute For function to begin receiving leave and/or MWE requests on behalf of another supervisor in their My Inbox tile.

If an absent supervisor has not assigned a Planned or Unplanned Substitute while they are out of the office for an extended period of time, the HR/Payroll office may contact the OFM Help Desk at HereToHelp@ofm.wa.gov to request a Substitute be assigned to the absent supervisor. Until a Planned or Unplanned Substitute is assigned, employees must submit leave on a paper form to an authorized approver. In the absence of an approver for MWE changes, employees should follow agency guidelines.

MyPortal - Manage my planned substitutes

MyPortal - Manage my unplanned substitutes

MyPortal - Turn substitute for option on and off

Date Updated
10/26/2022
CAPTCHA
This question is for testing whether or not you are a human visitor and to prevent automated spam submissions.