New and updated resources are available to assist processors with auditing substitute relationships.  

Substitutes are MyPortal Leave or My Modern Work Environment (MWE) approvers who are assigned by another supervisor to approve leave and MWE requests on their behalf while they are out of the office. Substitute relationships do not end automatically when supervisors change positions, creating a potential security risk to agencies. Because of this, it is important that substitute relationships are audited regularly to ensure they are still appropriate and ended if they are not.  

The following resources are available to assist agency processors: 

Substitute Relationships Coding Guide – A new guide was created to provide more information on substitute relationships for MyPortal Leave and My Modern Work Environment (MWE) approvers. This guide shares important information on creating, ending, and auditing substitute relationships, including several situations to check for and what action is needed to mitigate the security risks.  

HRMS Data Validation Guide – A new section was added to the HRMS Data Validation Guide on MyPortal substitute Relationships, to include information on what to check for as well as relevant reporting and coding resources.  

MyPortal Substitution Report procedure – This report procedure has been converted to our standard web format and updated with more information on auditing substitute relationships with an added example and links to other related resources.   

HRMS Processor Guide by Pay Period – A new activity has been added under Day 0 Activities, reminding processors to run the MyPortal Substitution Report to identify substitution relationships that need to be delimited or deleted. 

The following user procedures were updated to add two steps, screen images, and tips to assist personnel administration processors when an “Active Substitutions Found” box appears during the action: 

• Appointment Change Action (PA) – Transfer Different Agency
• Appointment Change Action (PA) – Transfer Same Agency
• Separation Action (PA) – Create Separation Action 

Additional information: 

• This communication was sent to the OFM GovDelivery HRMS Communications topic