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 planned or unforeseen absences, including:
Vacation
Business trips
Illness
Other absence
| ℹ️ Important regarding approval hierarchy: The purpose of the delegate function is to ensure continuity in the approval flow. To maintain internal control, a delegate should generally be at the same or a higher hierarchical level than the absent approver. Delegation down the hierarchy should be avoided to prevent conflicts of interest, where an employee might potentially approve their own 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.
Delegate: Select the approver who will take over the responsibility during the period.
Activation: Click "Activate" to start the period.
Automatic deactivation: The feature is automatically deactivated when the selected period expires. For example, if the period ends on April 23, the system will automatically deactivate the feature on April 24 at 12:01 AM, without requiring manual action.
Transfer of Approver Privileges
When "Out of Office" is active, the delegate assumes the approval rights and signing authority limits that the absent approver holds. However, this applies only to the employees being delegated. The delegate’s own usual signing authority limits remain unchanged for their own employees.
Examples of signing authority adjustments during absence:
| Regular Approver | Delegate Approver | |||
|---|---|---|---|---|
| Name | Signing Authority | Name | Signing Authority | Out Of Office |
| Majbrit Hansen | $75,000 | Søren Jensen | $50,000 | Not activated |
| Majbrit Hansen | $75,000 | Søren Jensen | $75,000 ▲ | Activated |
| Finn Sørensen | $20,000 | Signe Johansen | $30,000 | Not activated |
| Finn Sørensen | $20,000 | Signe Johansen | $20,000 ▼ | Activated |
Note: The change in signing authority level is valid only during the defined period and applies only to the employees associated with the absent manager.
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