Get prepared for the end of the financial year.

• If you are planning on taking annual leave, make sure you have set up your substitutes so that business can continue smoothly in your absence. Further information on setting up substitutes is available on the Shared Services portal help pages.

• We recommend you register for a personal tax account with HMRC. Here you’ll be able to check and manage your tax code to ensure their records reflect your circumstances for the forthcoming tax year. We also have a tax code query tool to find the answers to the most common tax enquiries.

2. Finance actions

• Approving invoices for Service Shop purchase orders (POs). All Service PO invoices (CIS and non-CIS) must be reviewed before approval to ensure that the data entered on the VIM screen matches the data displayed on the invoice e.g., Invoice Reference, Supplier, Amounts.

• Completing Goods Receipts to allow invoices for Simple Shop/eStore POs to be paid (you may also need to refer the work list item back to Shared Services once you have completed this); 

• Confirming that a price blocked invoice can be paid.  

• If you need a VAT only invoice or VAT journal to be processed before year end, send this to the tax team via ‘My Enquiry’ as early as possible.  

• Please ensure all new supplier requests are submitted and approved by your organisation's procurement team by the close of business on 17th March, to minimise the risk of suppliers not being fully set up and, and where required, registered for supplier self-service before year end.

• Check the status of any outstanding supplier requests. If a request is showing as “sent for approval”, this means it is currently with your own organisation’s procurement team, so please liaise with them directly to progress the approval

• If you are expecting income, to minimise any unnecessary delays, e-mail the relevant shared in-box for your organisation in advance with the relevant details, including remittance advices.

• HCC and OCC only: For locally banked income received before 1st April, please ensure that your portal entries, and the physical banking of your cash and cheques, have been submitted prior to 1st April. 

• Correcting leave quotas. If you think your annual leave quota is incorrect, speak with your manager in the first instance who can check your details by searching ‘my team’ on the Shared Services (IBC) portal: https://extra.hants.gov.uk/employee/

• Carrying forward leave. It is your line managers responsibility to create a carry forward leave quota for you once this has been agreed in line with your organisations’ policy. As an employee, you can check your leave quota using the ‘My leave Requests’ app in ESS, where you will see your quotas along the top of the screen.

• IBC Portal Access. As a manager, you can check what IBC access your team members have by running the user assigned SAP security roles report. If you need to request IBC Portal Access for a member of your team, you will find the form in the ‘HR-Apps’ catalogue in the IBC Portal App finder. Don’t forget, any advanced access requests go through a two-step approval and will workflow to the relevant team in your organisation to be reviewed.