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Rental Subsidy

1
Step
Request for rental subsidy
Responsible Party

Staff member

Template/Guideline

Rental Subsidy Application Form - Europe and North America

(as appropriate)

Rental Subsidy Application Form - Country Office

Explanatory Notes
Completes the rental subsidy application form and submits with copy of signed lease agreement.

Applies after arrival at duty station and signing of rental lease.

Submits new rental subsidy application form when there is a change in dwelling, rent amount for same dwelling, family size/dependency status, housing status, or lease expiry date as soon as such changes occur.

If assigned to duty stations in Europe and North America, also submits copy of recent electricity bill when responsible for paying electric bills separately from rent.

If applying under the force majeure  category, submits appropriate documentary evidence attesting to reason for change in dwelling, a copy of former lease, and a recent receipt or cancelled cheque relating to such lease.

Is not required to submit annual re-submissions if there are no changes in lease conditions or family size.

Is required to resubmit an application in event of expiry of lease, change in  lease, dwelling, family size, or other changes in housing status.

2
Step
Request agent's fee subsidy
Responsible Party

Staff member

Template/Guideline
Explanatory Notes
Submits to Staff Administrative Services (BES/JPOSC) a copy of the contract or agreement with the agent and a copy of a receipt for the fee or cancelled cheque for payment of the fee related to the lease agreement based on which rental subsidy is requested.

3
Step
Verify eligibility for rental subsidy
Responsible Party

,

Executive Officer

Template/Guideline
Explanatory Notes
For duty stations outside Europe & North America: HR Administrator
For duty stations in Europe & North America: Executive Officer

The rental subsidy application form is reviewed for eligibility.

4
Step
Review and certify rental subsidy application
Responsible Party

,

Senior Management,

,

Executive Officer

Template/Guideline
Explanatory Notes
For duty stations outside Europe & North America: the Resident Representative or delegated authority (Senior Management)
For duty stations in Europe & North America: the Bureau Deputy Director or Executive Officer

Responsible party ensures that rental subsidy application form is completed based on the information provided in the lease agreement.

Responsible party ensures that all information provided in rental subsidy application form is correct and corresponds to  information specified in the lease agreement.

Responsible party verifies rent amount in accordance with established reasonable maximum rent level.

Authority to certify the rental subsidy application cannot be delegated below level of Operations Manager in Country Offices and Executive Officer in Europe and North America.

5
Step
Forward copy of certified rental subsidy application form to Staff Administrative Services (BES/JPOSC)
Responsible Party

,

Executive Officer

Template/Guideline
Explanatory Notes
For duty stations outside Europe & North America: HR Administrator
For duty stations in Europe & North America: Executive Officer

The original certified rental subsidy application form and copy of lease agreement should be kept on file by the hiring unit for three years after separation of staff member.

6
Step
Process rental subsidy entitlement
Responsible Party

Staff Administrative Services (BES/JPOSC)

Template/Guideline
Explanatory Notes
Will inform staff member when approved rental subsidy application has been processed.

Applicable rental subsidy amount will be included in the monthly salary and reflected on staff member's payslip.

7
Step
Process agent's fee subsidy entitlement
Responsible Party

Staff Administrative Services (BES/JPOSC)

Template/Guideline
Explanatory Notes
One-time payment of subsidy is included in next salary.

Salary Surveys

1
Step
​Consult Salary Survey Manual for further information
Responsible Party

Staff member

Template/Guideline

Salary Survey Manual

Explanatory Notes

Salary Advance

1
Step

Request salary advance
Responsible Party

Staff member

Template/Guideline

Standard Request for Salary Advance

Explanatory Notes

Staff member/PSA holder requests salary advance in accordance with conditions listed in policy and undertakes in writing to reimburse UNDP immediately and in full prior to separation if the terminal emoluments due are insufficient to cover the balance of the outstanding advance.

Staff member/PSA holder must initiate request in UNALL if available.



 

2
Step

Approve Salary Advance request and ensure recovery of approved salary advances in accordance with the timeframe established in policy
Responsible Party

Head of Office

Template/Guideline
Explanatory Notes

Head of Office or delegatee for locally recruited staff members/PSA holders outside HQ.

Director of Office or delegatee for locally recruited staff /PSA holders at HQ.

Global Payroll and Client Services Manager for IP staff members/ IPSA holders.

3
Step

​Create voucher and set-up recovery mechanism
Responsible Party
Template/Guideline
Explanatory Notes

Salary Advance recovery recording mechanism is now automated. If a manual advance is processed, it must be recorded in accordance with IPMU procedures.

IPMU for IP staff members/IPSA holders and locally recruited staff members/PSA holders payrolled by the Copenhagen Global Shared Service Centre. 

Local finance associate for locally recruited staff members/PSA holders

4
Step

Approve voucher and disburse
Responsible Party

Operations Manager

Template/Guideline
Explanatory Notes

IPMU for IP staff members/ IPSA holders and locally recruited staff members/PSA holders payrolled by the Copenhagen Global Shared Service Centre.

Local finance associate or operations manager for locally recruited staff members/PSA holders.
 



 


 

Temporary part-time employment

1
Step

Request for temporary part-time employment
Responsible Party

Staff member

Template/Guideline

Annex 3 – Temporary Part-Time Employment Costing Sheet

Explanatory Notes

Part-time employment requests should be submitted in writing to the staff member’s immediate supervisor and head of office; 

The request should include the reason for the temporary conversion to part-time employment, a suggested start date and an estimate of how long he/she wishes to work part time.

2
Step

Review of request for temporary part-time employment
Responsible Party

Head of Office

Template/Guideline
Explanatory Notes

The immediate supervisor and head of office review each request on a case-by-case basis, with particular concern for ensuring adequate staff coverage.

3
Step

Discussion within unit/team
Responsible Party
Template/Guideline
Explanatory Notes

The unit/team meets to discuss set goals, work objectives and distribution of work.

4
Step

Approval
Responsible Party

Head of Office

Template/Guideline
Explanatory Notes

The head of office decides on requests for temporary part-time employment;

Requests to work temporarily on a part-time basis may be approved initially for a minimum of six months and no more than 12 months; 

Any extension beyond the introductory six months requires the mutual agreement of the Organization and the staff member; 

Once the request is approved, a copy should be sent to initiate the necessary administrative action (including personal action form) regarding:
- International staff stationed outside New York: to the HR associate serving the duty station;
- International and local staff stationed in New York: to the HR associate serving the organization unit; and
- Local staff stationed outside New York: to the local operations manager.

5
Step

Communication of decision to staff member and unit/team
Responsible Party
Template/Guideline
Explanatory Notes

The staff member on temporary part-time employment must be made aware that, due to the exigencies of service, he/she may be requested to resume normal working arrangements; 

Inform HR administrator to permit the appropriate administration of benefits and entitlements.

Flexitime

1
Step

Request for flexitime
Responsible Party

Staff member

Template/Guideline
Explanatory Notes

Flexitime requests should be submitted in writing to the staff member’s immediate supervisor and head of office.

2
Step

Review of request for flexitime
Responsible Party

Head of Office

Template/Guideline
Explanatory Notes

The immediate supervisor and head of office review each request on a case-by-case basis, with particular concern for ensuring adequate staff coverage.

3
Step

​Discussion within unit/team
Responsible Party
Template/Guideline
Explanatory Notes

The unit/team meets to discuss set goals, work objectives and distribution of work.

4
Step

Approval
Responsible Party

Head of Office

Template/Guideline
Explanatory Notes

The head of office decides on requests for flexitime.

5
Step

​Communication of decision to staff member and unit/team
Responsible Party
Template/Guideline
Explanatory Notes

The staff member on flexitime must be made aware that, due to the exigencies of service, he/she may be requested to resume normal working hours; 

Inform HR administrator.

Issuing Letters of Credit

1
Step

Request the Treasurer to arrange a Letter of Credit (L/C)
Responsible Party

Resident Representative

Template/Guideline
Explanatory Notes

L/C are exceptions to UNDP’S general rule and are considered only in exceptional circumstances. Request to establish L/C must be accompanied by compelling business reasons

2
Step

Review the request for L/C and approve or deny request.
Responsible Party

Treasurer

Template/Guideline
Explanatory Notes

3
Step

Select or approve the bank through which the L/C will be arranged
Responsible Party

Treasurer

Template/Guideline
Explanatory Notes

4
Step

Arrange funding of L/C and ensure that terms of the L/C are followed
Responsible Party

Chief Investment Officer

Template/Guideline
Explanatory Notes

Preparation and Review of Automatic Bank Account Reconciliation

1
Step

Previous day electronic bank statements for bank accounts that are part of the UNDP Global Interface are reported and uploaded daily using the following navigation in Quantum: 

Cash Management>Bank Statements and reconciliation. Each bank statement is loaded with a statement ID, statement end date and numbers of statement lines.



 
Responsible Party

GSSC B2B

Template/Guideline
Explanatory Notes

Establish controls to ensure that uploaded statements match with those reported.

Bank statements may be reviewed in Quantum by using the following navigation.

Reports and Analytics>Browse Catalog>Financial>Cash Management>Bank Statements>



 

2
Step

Opening and closing bank balances are also automatically loaded into Quantum. The balances can be viewed at the following navigation in Quantum: Cash Management>Bank Statements and reconciliation>Task Bar>Bank Statements>Manage Bank Statements
Responsible Party

GSSC B2B

Template/Guideline
Explanatory Notes

Opening and closing bank balances may be manually loaded using the following navigation.

Cash Management>Bank Statements and reconciliation>Task Bar>Bank Statements>Create Bank Statements 



 


 

3
Step

Automatic Reconciliation is run as a batch process centrally and reconciles transactions from the most recent bank statements loaded to Quantum with transactions from Accounts Payable (AP), Accounts Receivable (AR) and Treasury (TR) sub modules. 
Responsible Party

GSSC B2B

Template/Guideline
Explanatory Notes

4
Step

The Automatic Reconciliation Exceptions
For each one to one automatic reconciliation rule, exceptions are looked for in the following order:
1)    Ambiguous - This exception occurs when either there is more than one application transactions that could match to the line or the transaction could match to more than one statement line.
2)    Date - This exception occurs when a system transaction meets all the matching criteria except the date of the transaction is out of the tolerance range. 
3)    Amount - This exception occurs when a system transaction meets all of the matching criteria except the amount of the transaction is outside the tolerance range.



 
Responsible Party

GSSC B2B

Template/Guideline
Explanatory Notes

Transactions with exceptions are required to be investigated and reconciled by GSSC B2B

Compressed working schedules

1
Step

Request for a compressed working schedule
Responsible Party

Staff member

Template/Guideline

Annex 4 – Compressed Work Schedule Template

Explanatory Notes

Compressed working schedule requests should be submitted in writing to the staff member’s immediate supervisor and head of office.

2
Step

Review of request for a compressed working schedule
Responsible Party

Head of Office

Template/Guideline
Explanatory Notes

The immediate supervisor and head of office review each request on a case-by-case basis, with particular concern for ensuring adequate staff coverage.

3
Step

Discussion within unit/team 
Responsible Party
Template/Guideline
Explanatory Notes

The unit/team meets to discuss set goals, work objectives and distribution of work.

4
Step

Approval 
Responsible Party

Head of Office

Template/Guideline
Explanatory Notes

The head of office decides on requests for a compressed working schedule.

5
Step

Communication of decision to staff member and unit/team
Responsible Party
Template/Guideline
Explanatory Notes

The staff member on a compressed working schedule must be made aware that, due to the exigencies of service, he/she may be requested to resume normal working hours; 

Inform HR administrator.
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