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MyPortal - manage my substitutes

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

Substitutes are leave approvers who are assigned by another supervisor to approve leave 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 leave on behalf of another supervisor. Unplanned Substitutes do not have a defined start and stop time.

Substitutes 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 leave in their absence. 

 

Planned Substitutes vs Unplanned Substitutes
Planned Substitute Unplanned Substitute
Has a defined start and stop time for approving leave on behalf of another supervisor. No defined start and stop time for approving leave on behalf of another supervisor. 
Cannot submit leave on behalf of an employee of another supervisor. Cannot submit leave on behalf of an employee of another supervisor.
Must be a leave approver who is one level up or higher on the org unit hierarchy. Must be a leave 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 requests on behalf of another supervisor in their My Inbox tile for the defined period of time. Does not automatically receive employee leave requests on behalf of another supervisor in their My Inbox tile.
Does not receive an email notification for another supervisor’s leave requests. Does not receive an email notification for another supervisor’s leave requests.
Does not need to activate Substitute For function to begin receiving leave requests on behalf of another supervisor in their My Inbox tile.
 
Must activate the Substitute For function to begin receiving leave 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, either the employee must submit their leave requests on a paper form to an authorized leave approver or 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. 

HR/Payroll should include the following information in their Substitution request:

  • Supervisor Personnel number of the supervisor who is out of the office for an extended period of time.
  • Planned or Unplanned Substitute Personnel number(s). If this is a Planned Substitute, indicate the from and to effective dates of the substitution. It is recommended to use Unplanned Substitutes since they do not have an end date.

Notes: 

  • For security reasons, do not include employee name with their Personnel number in the request.
  • Substitutes can only be assigned if they are in the supervisor’s organizational unit hierarchy.

 

MyPortal - Manage my planned substitutes

MyPortal - Manage my unplanned substitutes

MyPortal - Turn substitute for option on and off

Date Updated
05/14/2020
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