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Family Leave

1
Step
Request Leave
Responsible Party

Staff member

Template/Guideline

Flowchart - Family Leave

Explanatory Notes
  • Every effort should be made to inform the supervisor in advance of the proposed leave and of its duration; if this is not possible, the information should be provided on the first day taken as family leave
  • Request Family Leave in Atlas eServices
  • Staff member without access to Atlas eServices applies for family leave off-line in writing for approval by their supervisor and such records must be kept on file

2
Step
Approve, Deny or Request amendment for the family leave request
Responsible Party
Template/Guideline
Explanatory Notes
  • Absence on family leave is recorded as uncertified sick leave
  • Approve Family Leave in Atlas eServices
  • Approval, denial or request to amend family leave that is submitted manually off-line must be done in writing and such records must be kept on file
  • Staff member is automatically informed via email
  • Leave monitor is automatically informed via email upon approval

3
Step
Record Family Leave in Atlas eServices
Responsible Party

Staff Member without access to Atlas eServices

Template/Guideline
Explanatory Notes
A copy of the request and supervisor’s approval should be kept in the staff member’s file.

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

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

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

Overtime Compensation

1
Step

Request overtime
Responsible Party

Staff member

Template/Guideline

Overtime Compensation Form

Explanatory Notes

Completes Part A of form and sends it to appropriate authorizing official through his/her supervisor

2
Step

Overtime reporting
Responsible Party

Staff member

Template/Guideline

Overtime Compensation Form

Explanatory Notes

When overtime is finished, completes part B of form and sends it to the appropriate authorizing official through his/her supervisor.

If compensation is in the form of: 

  • Additional cash payment, a copy of duly completed form is sent to local Finance Section/ Unit for payment.
  • CTO, a copy of the duly completed form is sent to the Attendance Focal Point. Authorized absences will normally be charged to any accumulated compensatory leave before being debited from the staff member’s annual leave (AL) balance.

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.

Time off for Breastfeeding

1
Step
Flowchart - ​Time off for Breastfeeding
Responsible Party
Template/Guideline

HR_Work Life_Time Off for Breastfeeding Flowchart

Explanatory Notes

2
Step
Initiate discussion with supervisor
Responsible Party

Staff member

Template/Guideline
Explanatory Notes
The staff member should discuss the timing of breastfeeding with her supervisor and peers.

3
Step
Formal request for breastfeeding in writing to supervisor with copy to HR administrator
Responsible Party

Staff member

Template/Guideline
Explanatory Notes
A copy of the request and supervisor’s approval should be kept in the staff member’s file.

4
Step
Approval
Responsible Party
Template/Guideline
Explanatory Notes
The supervisor discusses suitable/flexible arrangements for breastfeeding with the staff member.

5
Step
Finalize breastfeeding arrangements
Responsible Party

Staff member

Template/Guideline
Explanatory Notes
With an agreement in place, the staff member makes appropriate arrangements with the Operations Manager and the HR Administrator.

6
Step
Establish an appropriate area for breastfeeding
Responsible Party

Operations

Template/Guideline
Explanatory Notes
Where and when practical and to the extent possible, offices are required to:
- provide a private area for mothers to express their milk or breastfeed their infants during the workday; and
- provide access to a refrigerator for storing the milk.

NOTE: Country Offices are required to make arrangements if and when the need arises.

Management of Zero-Balance Account System

1
Step

Prepare and send letter to bank to open Zero Balance Account (ZBA). Request appropriate payment and reporting mechanisms for the account and ensure that all mechanisms are functioning after account is opened
Responsible Party

Treasurer,Cash Manager and treasury System Analyst

Template/Guideline
Explanatory Notes

Ensure timely reporting through Online Banking Platforms, Positive Pay (for Bank America) daily bank statement import to Quantum, Fed Wire and ACH payment ability

2
Step

Country Office uses the Zero Balance account to fund local currency needs by self –replenishment and make supplier/staff payments. Replenishments and supplier/staff payments are done by checks or Electronic Funds Transfer (EFT). Country offices should use HQ bank accounts not ZBA to receive contributions and reimbursements from other UN Agencies and staff.
Responsible Party
Template/Guideline
Explanatory Notes

All payments from the ZBA must be created and approved in Quantum before they are sent out to supplier/staff. All receipts to ZBA must be booked in Quantum within one business day. Tardy booking of ZBA transactions will delay and complicate ZBA bank reconciliation

3
Step

ZBA’s will have intraday net debit or credit balances. Where there is a net debit balance, the balance at the end of the day is brought to zero by a transfer from the ZBA Master Account to the ZBA.  Where a ZBA has a net credit balance at the end of the day, this credit balance is transferred to the Master Account to bring the ZBA balance to zero. These end-of-day transfers are automatically done by the bank holding the Master ZBA and accounted for by Quantum after the bank statements are uploaded into Quantum. Uploads are normally done one business day after the transaction date recorded by the bank.
Responsible Party
Template/Guideline
Explanatory Notes

Timely bank reconciliations will identify errors and anomalies

4
Step

The Master ZBA is funded daily by Treasury to ensure that sufficient funds are available to offset daily total net disbursements by country offices. Country offices must inform Treasury of any payment for USD 500,000(or Euro equivalent) or more from their ZBA in order to prevent an overdraft in the Master ZBA.
Responsible Party
Template/Guideline
Explanatory Notes

Close daily monitoring of the disbursement trend from Master ZBA is necessary. Senior Treasury Associates must also be aware of periods of increased expenditures - for example, the final quarter of the year

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.
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