Temporary Delegation of Approval Authority (Out of Office)

With the "Out of Office" feature, approvers can temporarily delegate their approval responsibilities and authorities in Acubiz to another approver. This feature is used for both planned and unforeseen absences, such as:

• Vacation
• Business trips
• Illness
• Other absences

⚠️ Important regarding approval hierarchy and internal control
To ensure continuity in the approval flow and maintain internal control, a deputy should, as a rule, be at the same or a higher hierarchical level than the absent approver. Delegation downward in the hierarchy should be avoided to prevent conflicts of interest, where a subordinate employee could potentially approve their own or their superiors’ transactions.

Setup and Activation

When configuring the feature, the following parameters must be defined:

• Period: Specify the start and end dates of the absence. Both days are included in the delegation period.
• Deputy: Select the approver who will take over responsibility during the period.
• Activation: Click "Activate" to start the period.
• Automatic deactivation: The feature automatically deactivates when the selected period expires. For example, if the period ends on April 23, the feature will automatically deactivate on April 24 at 12:01 AM without any manual action required.

Transfer of Approval Privileges

When "Out of Office" is active, the deputy assumes the approval rights and signing authority limits that the absent approver holds. However, this applies only to the employees assigned to the absent approver. The deputy’s own usual signing authority limits remain unchanged for their own employees.

Examples of signing authority adjustment during absence:

ℹ️ Note: The change in signing authority is valid only during the defined period and applies solely to the employees associated with the absent manager.