Taking time off this summer?

Jul 21 2023

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. 
Reviewed your PCard transactions, if you use one, to avoid risk of fraud, lose VAT claims or weaken financial efficiency. 
Ensure any change in working hours or patterns within your team has been reflected on the 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'.
For more information, please read the online guidance.

You will now find videos under ‘create leave request’ and ‘view leave history’ to support you with your queries:

Setting up substitutes
Substitutions allow work items to be delegated during your absence so they 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) or purchases needing financial approval.  If you do not set up a substitution, then these activities will not be progressed during your absence. 

When you return to work following a planned absence you will need to turn off the substitution, so that tasks stop going to your substitute. To do this you will need change the Activation Status to ‘Off’ against the relevant substitute. Read the guidance for more details, just search ‘substitution’ in the search bar.  

Reviewing your P-Card
Shared Services carries out a regular monitoring exercise to alert cardholders to unreviewed transactions. If a transaction is remains unreviewed and no action is taken, then your P-Card may be suspended. Please refer to your card holder guides on how to review your transactions online.

For more information, check out the new and improved guidance pages on the portal Applying for a Purchasing Card, Using a Purchasing Card, Amending Purchasing Card details or just search for ‘pcard’ in the search bar on the Shared Services Portal.  

Amending working patterns or hours (not applicable for HIOWC & HIWFRS)
If you are a manager, it is essential to check your employee’s work pattern 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 5 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 and on average our advisors respond in 18 seconds. Just look out for the orange icon.