It is that time of the year where most of us plan to take their well deserved holidays with family and friends. During the time you are absent and enjoying your break, however we need to make sure that our operational environment stays up and running.
Therefore, we would like you to ensure that, if you are in a role that requires you to approve expenses, invoices or procurement transactions in one of the business systems, you have put the required delegations in place to allow a colleague (with the correct approval levels in the organisation) to take over from you and approve on your behalf. During this delegation period, you remain responsible for the transactions.
You will find the procedure to set the delegation in 4PS and in WhiteVision attached. You are therefore expected to setup the delegations by yourself before leaving on holiday.
A few things to remember:
Important rules:
- A delegated person can never be the same as another person in the approval flow. For example: if your N+1 has to approve after you, you can not pick this person to replace you in the approval flow during your holidays.
- A delegation can never be to a lower level in the organisational structure. Your N-1 will not have the necessary approval level as you. Choose someone on the same hierarchical level as you, or higher, as long as they do not come after you in the approval flow.
- A delegation can only be done to existing users in the system.
- A delegation can only be done for the period you are absent.
In case of issues (eg. unexpected absence), delegations can be requested to accounting.be@besix.com. The email requesting the delegation can be done by:
- Either the user who requests a delegation to be done in their name (We do urge you to do this yourself).
- Or a colleague that request a delegation on their colleague’s behalf (In case of an unexpected absence).
- In both cases the user that the delegation is for, the assigned delegated person and their N+1 need to be in copy of the email before any changes will be done in the systems.
You will receive a confirmation from the support team that the delegation was put in place. The lead time to set up a delegation is around 1-2 working days. Please take this into account when requesting a delegation to be put in place by the support teams.
Thank you for your active collaboration to keep our operational environment up and running during the summer months.
Your colleagues from Finance