MyPay User Guide for Managers - Delegating MyPay Responsibilities

MyPay User Guide for Managers - Delegating MyPay Responsibilities



Applies to: all TWL

Delegating MyPay Responsibilities

If you need to delegate your approval responsibilities due to absence, then you are able to delegate your MyPay responsibilities (Approving Leave, Timesheets & Mileage Claims) to one of your direct reports, or one of your manager’s direct reports, or your manager. This can be done by setting up a delegate.

Set up a New Delegate

The following example explains how to set up a Leave delegation.
1. On the Right hand menu click Manager Options and then Delegations:


2. The Edit Delegations page appears:

3. Click the Add button to open the Edit Delegations form:





4. Use the following table to complete the Edit Delegations form:


The new delegate is displayed for Delegation type = Leave: 


5. Click Submit.


The new delegate appears in the Edit Delegations grid. The leave approver will receive the following communications:
  • Leave requests (in Active Items)
  • Related email notifications.

Note: If you delegate your leave authority to a Team Member who reports to you, then they will be able to approve their own leave
requests (this includes Transactions and Timesheets). You can track the requests that the delegate has actioned using your
Active Items. On Active Items | History tab, click the History link to view who actioned the item.


The image below shows Ally Hill has approved her own request.

Assuming the role of a delegate


If you are set up as a delegate, then the Change role section appears
above the navigation menu and the delegated role is displayed in an
expanding row on your home page. The delegation is active when the
current date falls within the From and To dates set on the Edit
Delegate form:


· When you click Change role in the Change role section, the drop down lists the roles that are delegated to you.
· Alternatively, you can click the delegated role on your home page to see the details, and then click Change to this role.

When you select a role, you assume that role. The web pages are dynamically updated so that you only see the pages relative to that role.

For example, John Simpson (Support Office Team Leader) completes and submits the following Leave delegation for Jane Smith:


When Jane logs on to MyPay after 15/04/2010: 


  • she has the Change role section. When she opens the Change role lookup, she can see the Leave for Support Office Team Leader role, which is John’s role that he delegated to Jane.
  • the delegated role appears in a row on her home page.














When Jane changes to the Leave for Support Office Team Leader role, she assumes John Simpson’s leave role. However, she can only see
John’s Active items and Employee leave options (shown below):


  • The Change role section now displays the "You are acting as" message and Reset role link.
  • Items that need to be actioned are displayed in the Support Office Team Leader section of the home page.
  • A message appears to notify Jane that her role has changed and which role she is assuming.


To resume her own role, Jane clicks the Reset role link, or selects her role on the home page. The Change role section now displays Jane's
own role and the Change role link.

Multiple roles


Managers can delegate multiple roles to a Team Member. When a delegate opens the Change role lookup, the list displays all ofthe roles assigned to them. All of the Team Member’s assigned roles are displayed in expanding rows on the homepage.


Vacant Manager Roles

When a role which has direct reports becomes vacant, a delegation will be set-up by Payroll delegating the MyPay approval responsibilities
to the 1up Manager.

The 1up Manager can view the vacant roles direct reports by using the Manager Role Switch, and select the name “VACANT ROLE ZPhantom”
from within the drop down list. (For more information on the Manager Role Switch please see chapter 8.5 - Viewing Direct Reports of Direct
Reports.)

Approvals of Leave Requests and Mileage Claims for the vacant roles direct reports can be done by either the Manager Role Switch or by
assuming the delegated role.



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