In the event of absence, including sickness, it's important to make sure you have substitutions set up on the Shared Services (IBC) portal, so that business can continue smoothly. Substitutions allow work items to be delegated during an absence ensuring requests can continue to be approved or processed, examples of items that might need actioning include:
- Annual leave approval;
- Sickness notifications;
- Monitoring of tasks (e.g. notifying a manager when someone's vetting is expiring);
- Purchases needing financial approval.
Once you have set up your substitution please be aware you will need to set them to receive your items for the period you are absent. Failure to do so will mean the above activities will not be progressed during your absence. Further information on setting up substitutes is available on the IBC portal help pages.
When you return to work following a planned absence you will need to turn off the substitution, so tasks stop going to your substitute. To do this you will need to select ‘Turn Off’ against the relevant substitute. Please note the “end date of substitution” will not turn off the substitution automatically. Read the guidance for more details.