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

MyPortal - manage my unplanned substitutes

Use this procedure to indefinitely assign a Substitute who can approve/reject leave requests submitted by your direct employees. If you have assigned a Supervisor/Manager within your organizational hierarchy structure as your Unplanned Substitute, they must also activate the “Substitute For" option from their My Inbox to receive leave requests for your employees. Ensure you notify your Unplanned Substitute so they can activate their Substitute For option.

It is recommended that Supervisors/Managers use this function to assign their direct supervisor as their indefinite Unplanned Substitute so they can approve leave for your employees during your unplanned absence at any time. The Unplanned Substitute option can be turned on and off by the person who is assigned to be the Unplanned Substitute.

See the Turn the Substitute For Option On and Off user procedure for more information on activating or deactivating the Substitute For option.

Step 1

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

Screen shot of My Portal 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 icon highlighted

Step 3

Click Unplanned option.

Screen shot of Manage My Substitutes window with Unplanned icon and Add new substitute button highlighted

Step 4

Click Add New Substitute.

Screen shot of Manage My Substitutes window with Unplanned icon and Add new substitute button highlighted

Step 5

Enter the name of the Supervisor/Manager you will be assigning as an Unplanned Substitute in the search box and click the Search icon. Click the pencil next to your selected Supervisor/Manager name in the list.

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

Screen shot of Substitutes window with name of substitute highlighted

Supervisors/Managers may use this function to assign their direct supervisor to be their Unplanned Substitute so they can approve leave for your direct employees at any time during an unplanned absence.

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 and click Save.

Screen shot of Choose Task Group pop-up window with inbox option 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 time sheets while you are away; however, they must activate the Substitute For option before they start receiving your employee leave requests in their My Inbox.

See the Turn the Substitute For Option On and Off user procedure for more information on activating or deactivating the Substitute For option.

Screen shot of Manage My Substitutes window with substitution rule created message

Step 7

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

Screen shot of Manage My Substitutes window with substitution name and delete button highlighted

Step 8

A Delete Rule pop-up will display “Are you sure you want to delete this rule?”. Click OK.

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

Step 9

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 Substitutes window with substitution rule created message

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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