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

MyPortal - manage my planned substitutes

Use this procedure to assign a Substitute for a specific period of time. Planned Substitutes will automatically receive your employee leave requests in their My Inbox for the specified period of time.

Step 1

Click the My Inbox tile from your home page or My Inbox tab.

screen shot of MyPortal page with My inbox tile highlighted

The number displayed on the My Inbox tile indicates the number of items that require action.

Step 2

Click on your profile icon while you are in My Inbox and select the Manage My Substitutes setting.

screen shot of My inbox window with Manage My Substitutes icons highlighted

Step 3

Click the Planned option.

screen shot of Manage My Substitutes window with Planned icon highlighted

The Planned option will be the default.

Step 4

Click Add New Substitute.

screen shot of Manage My Substitutes window with Add new substitute button highlighted

Step 5

Enter the name of the Supervisor/Manager you will be assigning as a Substitute in the search box and click the Search icon. Select the name of the Supervisor/Manager from the list.

Note: You can enter * in the search window to see all available Substitutes.

screen shot of Substitutes window with name field highlighted

You can only assign a Substitute who is your direct Supervisor/Manager or above on the organizational hierarchy structure.

The person at the top of the organizational hierarchy structure will not be able to assign a Substitute.

If you do not see an expected Substitute in the options, please contact your agency’s Human Resources Office.

Step 6

Select Inbox on the Choose Task Group pop-up.

screen shot of Choose Task Group pop-up window with inbox tab highlighted

Step 7

Select the effective date(s) of the Substitution Period on the calendar and click Save.

screen shot of Choose Substitution Period window with date range in calendar and save button highlighted

You will return to the Manage My Substitutes page and your Substitute will be displayed in the list. This ensures your assigned Substitute may approve/reject your employee leave requests while you are away.

screen shot of Manage My Substitutes window window with substitute name highlighted

To set up a one day substitution with a start and end date on the same day, click on the start date two times.

Substitutes display as Active when the Substitution period is in effect.

Substitutes display as Inactive when the Substitution period is not in effect.

Substitutes and the original Supervisor/Manager will receive employee leave requests in their My Inbox.

Only the original Supervisor/Manager will receive an email notification if there is a leave request waiting to process.

The Substitute will see that the leave request in their My Inbox is “On behalf Of” the original Supervisor/Manager.

Once the leave request is approved the employee will see the name of who approved/rejected their request in the My Leave Request tile, Request Overview section.

Step 8

To delete a Substitute, click the row of the Substitute that you want to delete and click the Delete button.

Note: The Planned Substitution will expire on the date specified and no other action is required from the Supervisor/Manager or the Substitute.

screen shot of Manage My Substitutes window with substitute name highlighted

Step 9

A Delete Rule pop-up will display that says, “Are you sure you want to delete this rule?” with the options OK or Cancel. Click OK.

screen shot of Delete Rule pop-up window with OK button highlighted

Step 10

You will return to the Manage My Substitutes section with a message “Substitution rule deleted”. Click the back button to exit.

screen shot of Manage My Substitute window with Substitution Rule deleted message highlighted

The OFM HRMS Team will be conducting weekly audits and end dating any Substitutions that are assigned to employees who have changed positions and did not delete the Substitution prior to leaving the position. If you are a Supervisor who has changed positions and you are still in a leave approver role, you will have to add new Substitutes that are part of your new position’s Organizational Unit Hierarchy.

Date Updated
04/26/2020
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