Fact sheet: “Reports to”

This fact sheet explains “reports to” and the process for correcting “reports to” issues in HR Links..

“Reports to” is the position that an employee’s position reports to. The person who occupies that position is the employee’s supervisor. Each position has a “reports to” position, which creates a position hierarchy — like an org chart.

Employees can change positions due to actions like reassignments and promotions, but the positions themselves remain in place with the same “reports to” position within the position hierarchy. The position hierarchy structure doesn’t change unless there is a reorganization.

In order for a supervisor to “see” their employee in HR Links (and approve their timesheets, leave requests, Personnel Action Requests etc.) the positions must “report to” the correct supervisory position.

Employee Details

When an employee goes on a detail, the employee continues to maintain his/her position of record. Thus, the employee’s supervisor of record remains his/her supervisor of record for the duration of the detail. The supervisor will continue to receive the employee’s HR Links transactions, including leave requests and timesheets.

If the employee is detailed to a position that reports to a different supervisor, the employee’s detail supervisor will also be able to access/manage the employee in HR Links during the detail. The technical name for this type of temporary supervisory relationship is called a “Position Override.” See the Position Overrides Fact Sheet for more information.

Vacant supervisory positions

When a supervisory position is vacant, supervisory responsibility “rolls up” automatically in HR Links to the next level supervisor. For example, if a first-line supervisor position is vacant, the 2nd level supervisor will automatically gain access to the employees who report to that vacant supervisory position. The 2nd level supervisor will receive (and can approve) those employees’ absence requests, timesheets, Personnel Action Requests. Once the vacant supervisory position is filled, the new supervisor will automatically gain access to those employees.

Since supervisory responsibility “rolls up” automatically, “reports to” changes should not be made when supervisory positions are vacant. If you have questions, please contact your OHRM’s “Reports to” coordinator.

Personnel Action Requests (PAR) for “reports to” changes

A “Master Record Update” PAR can be submitted by your organization’s PAR Initiator if the employee’s supervisor is changing, but the employee’s Department ID (org code) is not. For example, say there are three supervisors in Department ID 3PR. If an employee in that department will now be supervised by a different supervisor within 3PR, a Master Record Update PAR can be submitted to change that employee’s “reports to” supervisor. A Master Record Update PAR should never be submitted to change an employee’s supervisor when an employee is on a detail. (See Employee Details above.)

If you think an employee’s “reports to” is incorrect, please contact your OHRM’s “Reports to” coordinator for assistance.

Timing of changes

When an employee’s “reports to” supervisor changes in HR Links, the new supervisor starts receiving the employee’s leave requests, timesheets, and personnel action requests after the “direct reports” process runs in HR Links. This process runs four times per day, at 7:35 a.m., 11:35 a.m., 3:35 p.m. and 7:35 p.m. Eastern Time.

New supervisor issues

Can’t “see” their staff in HR Links

If a new supervisor doesn’t have access to the Manager Self Service homepage, or the supervisor can’t “see” their staff in HR Links:

• The PAR placing the employee in the supervisory position may not have been processed yet,
• The “direct reports” process may not have run yet (see Timing of Changes above), or
• The supervisory position may not have any positions that report to it.

If this happens, please contact your OHRM’s “Reports to” coordinator for assistance.

Access to existing performance plans

If an employee’s “reports to” supervisor changes in HR Links, the new supervisor can create a new plan for the employee, but cannot access the employee’s existing performance plan unless the plan is transferred to the new supervisor. Please contact your OHRM Performance Management contact for assistance.