Taking time off this summer?

Jul 18 2024

If you are planning some well-deserved annual leave, or other absence this summer, please ensure that you have:

  • Booked your annual leave correctly on the Shared Services Portal.
  • Set up your substitutes (if you manage people or budgets) so that business can continue smoothly in your absence.
  • Ensured any change in working hours or patterns within your team has been reflected on IBC system, to minimise pay impacts to your staff.

Booking Annual Leave

To book your annual leave and check your leave balance, go to ESS Lite and select 'leave requests'.

Setting up substitutes
You can set up an ‘active substitute’ for a planned period of leave, which will allow work items (tasks relating to people or budgets that you manage) to be delegated during your absence, so they can continue to be approved.

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 simply select ‘Turn Off’ against the relevant substitute.  Further information on setting up substitutes is available on the IBC portal help pages

Amending working patterns or hours
If you are a manager, it is essential to check your employees' work patterns and hours are correct, so they are paid the right amount.
Changes to either the work pattern or hours of your employee should be actioned as soon as they are requested, or at the latest within five working days of the effective date.

To support you further with this, please visit the guidance page manage employee work hours and patterns on the shared services portal.

Have a question?
If you have checked the guidance pages and you are still unsure, try using webchat. If you access webchat via the icon found on the guidance pages, you will reach a specialist advisor who can assist you. Webchat is instant - on average advisors respond in 18 seconds. Just look out for the orange icon on the guidance page you're reading.