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Certificate of Service

1
Step
Request a certificate of service in writing
Responsible Party

Staff member

Template/Guideline

Generic certification letter

Explanatory Notes
Submits a request to the person who administers the staff member’s contract (HR administrator)

2
Step
Process certificate of service HR administrator
Responsible Party
Template/Guideline
Explanatory Notes
Factual information, such as period of service, positions held, and earnings, in response to such inquiries will be given in a written statement on UNDP letterhead

Upon the staff member's written request, the statement also refers to the quality of his/her work and official conduct

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

Family Visit

1
Step

Flowchart - Family Visit
Responsible Party
Template/Guideline

Flowchart - Family Visit Travel

Explanatory Notes

2
Step

Request family visit travel/annual leave or reverse family visit travel for spouse through UNALL
Responsible Party

Staff member

Template/Guideline
Explanatory Notes

Request for Leave (Quantum link - requires UNDP username and password)

4
Step

Approve absence from the office (annual leave) in Quantum self-service
Responsible Party
Template/Guideline
Explanatory Notes

Leave should be approved in Quantum self-service in accordance with the office’s leave plan
 

6
Step

Process entitlements
Responsible Party

GSSC/BES focal point

Template/Guideline
Explanatory Notes

When the staff member requests the lump sum option, he/she receives 75 percent of the least costly unrestricted economy air fare from his/her duty station to his/her recognized place of HL or chosen destination, whichever is less

7
Step

Embark on family visit travel
Responsible Party

Staff member

Template/Guideline
Explanatory Notes

If the staff member is unable to travel, his/her spouse could take reverse family visit travel to the staff member’s duty station

8
Step

Record absence in the system
Responsible Party

Staff member,
Template/Guideline
Explanatory Notes

Compensation for Death, Injury or Illness – Appendix D

1
Step

Report accident
Responsible Party

Staff member

Template/Guideline
Explanatory Notes

The staff member is responsible for reporting an accident as soon as possible to his/her HR administrator

The staff member should refer to all Appendix D documentation for information on the conditions under which compensation may be granted

2
Step

Fill in a Claim for Compensation form;
Attach all original supporting documentation;
Submit to HR administrator
Responsible Party

Staff member

Template/Guideline

Claim for Compensation under Appendix D to the Staff Rules

Explanatory Notes

Staff members are personally responsible for payment of all medical expenses incurred and are expected to pay all bills, then claim reimbursement

Under no circumstances should physicians or hospitals be instructed to send bills to UNDP or the UN Health and Life Insurance Unit

TPAs (Blue Cross, Aetna, Cigna and HIP/HMO) are not required to provide coverage for service-related injuries or illness (as their insurance contracts exclude coverage of this nature), but may, upon request, do so, pending the outcome of the claim for compensation

All bills for medical, hospital, and related services must be listed and provided by the claimant

Reimbursement will be authorized only when original detailed bills are submitted

3
Step

Assist staff member in completing documentation;
Vet all forms and documentation submitted by the staff member
Responsible Party
Template/Guideline
Explanatory Notes

Upon vetting all documentation, the HR administrator must submit documentation to the respective HR associate GSSC

4
Step

Provide guidance to HR administrator;
Vet all forms and documentation submitted by the HR administrator;
Submit documentation to ABCC
Responsible Party
Template/Guideline
Explanatory Notes

The HR associate, GSSC is responsible for timely submission of forms and documentation to the ABCC 

Claims for compensation under Appendix D must be submitted to the ABCC no later than four (4) months after the date of injury or onset of illness

5
Step

Determination of eligibility and compensation
Responsible Party

ABCC

Template/Guideline
Explanatory Notes

The ABCC makes recommendations to the Secretary-General concerning claims for compensation under Appendix D

The Secretary-General can consult with the ABCC on any matter connected with the implementation and administration of Appendix D

The Secretary-General may require a medical examination of any person claiming, or in receipt of, compensation for injury or illness under Appendix D

Based on documentation provided, and documentation requested, the ABCC will make a determination on the case

6
Step

Announcement of decision (I)
Responsible Party

ABCC

Template/Guideline
Explanatory Notes

Upon making its decision, the ABCC notifies the Director, OHR

7
Step

Payment
Responsible Party

OHR Copenhagen

Template/Guideline
Explanatory Notes

Payment of compensation by UNDP to an eligible staff member is made in accordance with ABCC decision/direction

8
Step

Appeal
Responsible Party

Staff member

Template/Guideline
Explanatory Notes

Reconsideration of the decision of the ABCC may be requested within 30 days of notice of the decision 

In exceptional circumstances, the ABCC may accept requests made at a later date 

Requests for reconsideration shall be accompanied by the name of the medical practitioner chosen by the staff member to represent him/her on the medical board

9
Step

Determination of compensation, if any, based on appeal
Responsible Party

ABCC

Template/Guideline
Explanatory Notes

If, after reviewing the report of the medical board and the recommendations of the ABCC, the Secretary-General alters his original decision in favour of the staff member, the UN will bear the medical fees and incidental expenses 

If the original decision is sustained, the staff member shall bear the medical fees and the incidental expenses of the medical practitioner whom he selected and half of the medical fees and expenses of the third (independent) medical practitioner on the medical board. The balance of the fees and expenses shall be borne by the UN.

10
Step

Announcement of decision (II)
Responsible Party

ABCC

Template/Guideline
Explanatory Notes

Upon making its decision, the ABCC notifies the Director, OHR, HR associate, GSSC and the HR administrator

11
Step

Payment (if applicable)
Responsible Party

OHR Copenhagen

Template/Guideline
Explanatory Notes

If the appeal by a staff member is successful, payment of compensation by UNDP is made in accordance with ABCC decision/direction

12
Step

Payment of costs (if applicable) related to appeal
Responsible Party

Staff member

Template/Guideline
Explanatory Notes

If the original decision by the ABCC is sustained, the staff member must pay:
- The medical fees and the incidental expenses of the medical practitioner whom the staff member selected
- Half of the medical fees and expenses of the third (independent) medical practitioner on the medical board

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.

Annual Leave

1
Step

Request annual leave
Responsible Party

Staff member

Template/Guideline

Request for Leave: Quantum Link

Explanatory Notes

Request for Leave: Quantum link requires UNDP username and password.

  • Staff member applies for annual leave in Quantum.
  • Staff members are responsible at all times for ensuring that they have sufficient annual leave accrued to cover. any period of absence on annual leave, home leave, family visit, reverse education grant travel in lieu of a child.

2
Step

Requests annual leave through the regional bureau for approval.
Responsible Party
Template/Guideline
Explanatory Notes

The regional bureau should be advised by the Resident representative of any absences from the country of the duty station, and to designate an officer-in-charge during such absence.

3
Step

Approve, Deny or request amendment for the annual leave request.
Responsible Party
Template/Guideline
Explanatory Notes
  • Leave is approved in accordance with the leave plan of the office.
  • Staff member is automatically informed via via Quantum notification.
  • Approval, denial or request to amend annual leave that is submitted manually off-line must be entered retroactively in Quantum and approved.

4
Step

Take leave
Responsible Party

Staff member

Template/Guideline
Explanatory Notes

5
Step

Staff member and supervisor ensure annual leave balance in Quantum is correct.
Responsible Party

Staff member

Template/Guideline
Explanatory Notes

It is the responsibility of the staff member and supervisor to ensure that annual leave is properly recorded and approved to ensure balance in Quantum is correct.

6
Step

Commutation of Annual Leave
Responsible Party
Template/Guideline
Explanatory Notes

The annual leave balance in Quantum at the time of close of business will be used for the commutation of annual leave upon separation. 

A sign off is no longer needed by staff member and business unit.

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

Advanced Annual Leave

1
Step
Request advance annual leave
Responsible Party

Staff member

Template/Guideline
Explanatory Notes
A staff member may, in exceptional circumstances, be granted advance annual leave up to a maximum of 10 working days, provided his/her service is expected to continue for a sufficient period to accrue the leave advanced.  If the staff member takes more than the maximum 10 working days that may be granted as advance leave, the entire period in excess of the accrued annual leave is to be considered as special leave without pay.

2
Step
Request for advance annual leave
Responsible Party
Template/Guideline
Explanatory Notes
Requests should be addressed to the Regional Bureau in New York through the Operations Manager.
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