| United Nations Development Programme

1	Step Flowchart - Medical insurance: UN NY Empire Blue Cross PPO Medical Insurance	Responsible Party	Template/Guideline Flowchart - Medical insurance: UN NY Empire Blue Cross PPO Medical Insurance HR_Insurance Plans_Empire Blue Cross PPO Flowchart	Explanatory Notes
2	Step Enrollment of staff: Application/ Request for Change Form completed and submitted together with supporting documents in respect of staff member’s participation, including his/her eligible family members, where relevant	Responsible Party Staff member	Template/Guideline	Explanatory Notes Staff members who have no insurance coverage under a United Nations plan or through a family member must be strongly urged to obtain medical insurance coverage for themselves and their eligible family members, as the cost of medical care can result in financial hardship for individuals who fall ill and/or injured and have no coverage If staff member or eligible family members are not enrolled within 31 days after an event that gives rise to an entitlement for coverage, an application for coverage may be submitted during the annual enrollment campaign. See UN ST/IC/2014/15 In the case of a staff member married to another staff member, the insurance coverage, whether at the two-person or family level, must be carried by the higher salaried staff member Education of staff about the provisions under the insurance plan and distribution of materials by the person most familiar with the scheme is absolutely necessary If an office administers personnel on behalf of another agency, the same rules procedures for UNDP staff must be followed.
3	Step Enrollment of staff: The completed application for enrollment form is certified and submitted to the Insurance and Disbursement Services within 31 days of eligibility for the entitlement	Responsible Party BES/GSSC	Template/Guideline	Explanatory Notes The administration of this category of employees is centralized in the Benefits & Entitlements Services Unit in GSSC BES in Copenhagen The UN Health and Insurance Unit administers the workflow of enrollment and reporting directly with the Insurance Carrier on behalf of UNDP
4	Step Enrollment of staff: Staff member records in Quantum are validated, contributions are computed, and coverage is activated	Responsible Party UN Insurance Unit	Template/Guideline	Explanatory Notes
5	Step Managing eligibility data in Quantum Data on enrollment form is verified and validated and any change in coverage is processed into Quantum promptly	Responsible Party UN Insurance Unit	Template/Guideline	Explanatory Notes
6	Step Issue ID card: Identity cards are issued to the staff member and eligible dependent(s)	Responsible Party	Template/Guideline	Explanatory Notes It is the responsibility of the staff member to ensure that the correct mailing address is submitted. Incomplete or incorrect mailing addresses in Quantum will result in misdirected mail or failure to receive important information.
7	Step Claims: Insurance claims are submitted, in a sealed envelope together with supporting documents, on a claim form directly to the insurance carrier, following the instructions on the claim form.	Responsible Party Staff member	Template/Guideline	Explanatory Notes Subscribers should note that claims for reimbursement must be submitted to the insurance carrier no later than two years from the date on which the medical expense was incurred. Claims received later than two years after the date on which the expense was incurred will not be eligible for reimbursement. The administration and management of the health insurance plans for internationally recruited staff governed by the UN Staff Regulations and Staff Rules are administered by the UN Health and Life Insurance Unit. Any questions/queries on the provisions under the plan or any disputes regarding claims must be submitted directly to this unit, located at 304 East 45th Street, 3rd Floor.
8	Step Verification and reimbursement of claims: Insurance carrier reimburses staff member directly	Responsible Party	Template/Guideline P-2 Form Designation of Beneficiaries HR_Insurance Plans_Designation, Change or Revocation of Beneficiary Form P-2	Explanatory Notes Payment is made to the insured person, but, if the subscriber is no longer alive, payment will be made to his/her beneficiary as per P-2 Form Designation of Beneficiaries
9	Step Request a review if a claim is denied: A claim denied in whole or in part must be submitted to the insurance carrier. The insurance carrier will provide the subscriber with a written notice explaining the reason for the denial and the appeal procedure	Responsible Party Staff member	Template/Guideline	Explanatory Notes The request for review must be submitted in writing within 60 days of receipt of the notice. The subscriber should include the reasons for requesting the review and submit the request to the insurance carrier. The insurance carrier will review the claim and ordinarily notify the subscriber of its final decision within 60 days of receipt of the request. If special circumstances require an extension of time, notification will be given to that effect.

1	Step Flowchart - Malicious Acts Insurance Policy (MAIP)	Responsible Party	Template/Guideline Flowchart - Malicious Acts Insurance Policy (MAIP) HR_Insurance Plans_MAIP Flowchart	Explanatory Notes
2	Step Receive MAIP Census request	Responsible Party OHR	Template/Guideline Form P-2 Designation, Change or Revocation of Beneficiary HR_Insurance Plans_Designation, Change or Revocation of Beneficiary Form P-2	Explanatory Notes Enrollment: No forms need to be completed for enrollment. Coverage is automatic and OHR New York makes all arrangements for payment of the premium. Local Administrative Officers must ensure that all staff members and individual consultants have the original of the latest duly completed Designation, Change or Revocation of Beneficiary Form in their files. For international staff, the form will be kept in their files at Headquarters.
3	Step Compile data for premium calculation	Responsible Party OHR	Template/Guideline	Explanatory Notes Premium: Coverage under MAIP is at no cost to the individual. UNDP bears the full cost of the premium.
4	Step Validate numbers, budget planning and funds sufficiency checks for all workforce included in MAIP	Responsible Party	Template/Guideline	Explanatory Notes
5	Step Complete MAIP Census request with UNDP data, send to UN	Responsible Party OHR	Template/Guideline	Explanatory Notes
6	Step Claim documents should be submitted with as much information related to the incident as possible to the HR Administrative Office. The information should include, if relevant, security/police report, death certificate, post-mortem report and beneficiary designation.	Responsible Party Claimant	Template/Guideline	Explanatory Notes Security Measures: Insured individuals must strictly follow all security instructions issued by the UN DO and the Field Security Officer or Adviser. Ignoring security instructions may be taken as deliberate exposure to exceptional danger, which could render an individual's coverage null and void. Resident Representatives in countries covered by MAIP: - Must ensure strict adherence to security measures declared in countries, as failure to do so could result in tragic incidents and denial of related insurance claims - Should maintain and submit to the UN DO in the country a regularly updated list of all staff present in the area - Are responsible for ensuring that all staff members and consultants hold a valid contract at all times. No claim may be submitted without a valid contract.
7	Step Medical invoices substantiating claim should be certified as necessary and include valid costs and attached to the claim.	Responsible Party UN Medical Officer	Template/Guideline	Explanatory Notes Security Clearance. Before insured individuals travel at UNDP's expense to a country in Security Levels 1 through 6, regardless of the purpose of travel, they must request and receive security clearance from the UN DO for the destination country. It is also advisable to obtain security clearance for in-transit stops in such countries. This is especially important if the traveller(s) must leave the airport to travel to another airport to make a flight connection, since, in many instances, there are restrictions on within-country movement.
8	Step All incidents potentially leading to MAIP claims must be immediately reported to the United Nations – Insurance and Disbursement Service (IDS) as well as Department of Safety and Security (DSS) Liaising with the claimant and or beneficiaries throughout the claim process	Responsible Party	Template/Guideline Request for Security Clearance HR_Insurance Plans_Security Clearance Request Form	Explanatory Notes Travel to or through such a country may not commence and tickets should not be given to the traveller until security clearance is received. To request security clearance, the traveller should complete the form Request for Security Clearance and fax or e-mail it to the UN DO for security at the destination duty station two weeks ahead of the proposed travel. The UN DO will fax or e-mail the reply to the traveller.
9	Step All MAIP claims are subject to certification that the victim was in compliance with prevailing security guidelines and procedures	Responsible Party DSS	Template/Guideline	Explanatory Notes Notification: DSS must be notified within the first 48 hours following the incident
10	Step After the insurer’s claims adjuster has received the claim from the HR Administration Office and reviewed it, the claim will be approved or denied based on terms of policy coverage	Responsible Party IDS (Insurance and Disbursement Service)	Template/Guideline	Explanatory Notes Claims: All claims, together with supporting documentation, must be submitted by the staff member or surviving beneficiary(ies) to the local Human Resources/ Operations Manager, who is responsible for reviewing such claims and forwarding them to the HR Specialist in OHR Copenhagen serving the duty station. In the Event of Death: In the event of death, the following documentation should be submitted to the HR Specialist in OHR Copenhagen serving the duty station, who will process the claim through DSS: - Original claim - Copy of the individual’s contract with UNDP - If locally recruited staff member, copy of the local salary scale at the time of the death - If locally recruited, copy of the applicable Designation, Revocation or Change of Beneficiary form - Copy of the beneficiary’s birth certificate or national passport - If on travel status, copy of the Travel Authorization (TA) - Copy of the official death certificate - Copy of the autopsy report - Copy of the security clearance - Confirmation that all internal UN security procedures were fully complied with by UNDP and the individual concerned when the incident occurred In the Event of Injury. In the event of injury, the following documentation should be submitted to the HR Specialist in OHR Copenhagen serving the duty station, who will process the claim through DSS: - Original claim - Copy of the individual’s contract with UNDP - If locally recruited staff member, copy of the local salary scale at the time of the injury - If on travel status, copy of the TA - Copy of the official medical report, describing the extent of the injuries - Copy of the security clearance - Confirmation that all internal UN security procedures were fully complied with by UNDP and the individual concerned at the time the incident occurred
11	Step A claims funding amount is sent from the claims adjuster to the UN	Responsible Party IDS (Insurance and Disbursement Service)	Template/Guideline	Explanatory Notes Fraud: Any fraud, misstatement, or concealment by an insured person in relation to any matter affecting this insurance or in connection with the making of any claim shall render this insurance null and void in so far as it relates to the insured person in question. Furthermore, any claim determined to be fraudulent will result in disciplinary measures against the relevant party(ies).
12	Step After verification and consultation with HR Administrative Office, if need be, disbursement of funds to claimant or beneficiaries	Responsible Party IDS (Insurance and Disbursement Service)	Template/Guideline	Explanatory Notes

Step

Flowchart - Malicious Acts Insurance Policy (MAIP)

Responsible Party

Template/Guideline

Flowchart - Malicious Acts Insurance Policy (MAIP)

Explanatory Notes

Step

Flowchart - Time off for Breastfeeding

Responsible Party

Template/Guideline

Flowchart - Time off for Breastfeeding

Explanatory Notes

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.

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.

1	Step Create Terms of Reference (ToR)	Responsible Party	Template/Guideline	Explanatory Notes
2	Step Advertise vacancy or source from a Roster	Responsible Party	Template/Guideline	Explanatory Notes Must be advertised individually (or generically for rostering purposes) on the UNDP job-site(s); or Sourced from a Roster.
3	Step Candidate assessment	Responsible Party	Template/Guideline	Explanatory Notes Long-listed candidates should submit, in addition to application, cv and letter of motivation: Letter from the candidate’s university confirming current enrolment and graduation date, if applicable; Copy of the candidate’s school transcript; Endorsement letter or letter of reference from a faculty member, if requested; Prepare a shortlist.
4	Step Check references and recommend candidate.	Responsible Party	Template/Guideline	Explanatory Notes Reviews short-list of candidates and informs HR focal point of final decision.
5	Step Confirm offer of internship, and provide offer letter/package	Responsible Party	Template/Guideline UNDP Office-Based Internship Agreement Form UNDP Office-Based Internship Agreement Form (French) UNDP Office-Based Internship Agreement Form (Spanish) UNDP Remote Internship Agreement Form UNDP Remote Internship Agreement Form (French) UNDP Remote Internship Agreement Form (Spanish)	Explanatory Notes Confirms acceptance to internship and start/end dates; Establish if intern is financially supported by any other institution or programme. Confirms amount of stipend/remote stipend, if any, and insert in intern agreement letter; Advise where and to whom to report Include a copy of the ToR; Advise that internship is subject to: A signed Office-Based Internship Agreement Form (also available in French and in Spanish) or Remote Internship Agreement Form (also available in French and in Spanish); Medical Certificate of Good Health; Proof of medical insurance for duration of contract; All forms must be completed/signed by intern prior to start of internship. Register intern's details into Quantum.
6	Step Orientation	Responsible Party	Template/Guideline Regulations Governing the Status, Basic Rights and Duties of Officials other than Secretariat Officials, and Experts on Mission (ST/SGB/2002/9)	Explanatory Notes Upon arrival, the intern should be given: An overview of security and safety in the duty station and inserted in the security plan as necessary; Briefing on conduct and responsibilities of UN personnel, and framework for reporting allegations of workplace and sexual harassment, abuse of authority and fraud or mismanagement of funds; Access to all mandatory courses, which need to be completed within one month of entry on duty. Mandatory courses can be accessed here. A copy of the Regulations Governing the Status, Basic Rights and Duties of Officials other than Secretariat Officials, and Experts on Mission (ST/SGB/2002/9); Briefing on the project to which intern will be assigned, its objectives, structure and inputs, including his/her specific role and activities directly related to the ToR; Discuss/review learning objectives of the internship.
7	Step Training (if required)	Responsible Party	Template/Guideline	Explanatory Notes Receiving office is responsible for the development of a relevant programme of learning for the intern for the duration of the internship.
8	Step Stipend	Responsible Party OHR Policy and Compensation Unit, HR/Administrative Focal point	Template/Guideline	Explanatory Notes The internship stipends are currently under review by OHR. In the meantime, the stipend rates issued in 2023 continue to be applicable in 2024. The stipend is normally paid in the same currency as local payroll. Track any unjustified absences during the internship period exceeding a total of nine days, Full days where the intern does not report to the office, in excess of 9 days and does not provide sufficient justification, are deducted from the monthly stipend on a prorated basis. Ensure that the stipend/remote stipend is remitted to the intern on a monthly basis.
9	Step Evaluation	Responsible Party	Template/Guideline UNDP Internship Evaluation Form	Explanatory Notes Performance discussions should be held at least once at the midpoint of internship. At the end of the internship, the intern’s Supervisor shall prepare an internship evaluation and meet with the intern to discuss performance and provide feedback. Provide UNDP certificate upon completion of internship.

1	Step ACQUISITION OF INVENTORIES Obtain Approval from Procurement Services Office (PSO)	Responsible Party	Template/Guideline	Explanatory Notes
2	Step Process transaction in Quantum through UNDP’s procurement catalogue	Responsible Party	Template/Guideline	Explanatory Notes
3	Step INVENTORY IN AND INVENTORY OUT INVENTORY IN Conduct an inventory inspection by comparing the shipment to the packing slip and approve purchase orders (POs)	Responsible Party	Template/Guideline	Explanatory Notes In COs where UNDP has to act as principal recipient of Global Fund, all medical supplies / equipment received must be inspected by UNDP pharmacists following guidelines established by WHO to ensure the quality of medical supplies / equipment.
4	Step Record all receipts in an inventory in note with reference to the approved PO number	Responsible Party	Template/Guideline	Explanatory Notes Inventory note should record the date, description & quantity of items received.
5	Step Inventory note singed by the receiving personnel and retain the duly signed copy in the office files.	Responsible Party	Template/Guideline	Explanatory Notes A copy of this note should be sent to the CO’s Finance unit for later matching with the vendor’s invoice and PO during the payment process. Some COs may currently use Good Receive-In Note (GRN) for inventory in process, which has a similar format and serves the same function as inventory in note. For COs where GRN is not currently in use, the inventory in note must be used for inventory in process.
6	Step Assign a sequential document number to the inventory in note (or GRN).	Responsible Party	Template/Guideline	Explanatory Notes The sequential number should start with operating unit ID and follow with sequential numbering. For example, In No.: JAM0005.
7	Step INVENTORY OUT Submit an inventory issuance form to UNDP and get an approval by the RR or designated official.	Responsible Party	Template/Guideline	Explanatory Notes
8	Step Separate items from the inventories	Responsible Party	Template/Guideline	Explanatory Notes
9	Step At the point of distribution, prepare an inventory out note (i.e. consumption record)	Responsible Party	Template/Guideline	Explanatory Notes
10	Step Obtain acknowledgement/signature of the local recipient/receiving personnel upon distribution/issuance & keep a record of all signed inventory out notes.	Responsible Party	Template/Guideline	Explanatory Notes In some cases, UNDP acts as the principal recipient and procures Global Fund medical supplies, which are directly shipped to the central warehouses of sub-recipients (e.g. local governments). In this scenario, the control of the medical supplies is passed over to the sub-recipient only upon completion of quality inspections and inventory in process by UNDP staff. Therefore, in this scenario, UNDP staff are responsible for preparing both the inventory in note and the inventory out note
11	Step Assign a sequential document number to the issuance form and the inventory out note	Responsible Party	Template/Guideline	Explanatory Notes The sequential number should be starting with operating unit ID followed by sequential numbering. For example, Issuance Request NO.: JAM0026 and Out No.: JAM0001.
12	Step Update stock cards to track movement of inventories	Responsible Party	Template/Guideline	Explanatory Notes Maintaining stock cards and periodic physical verification process facilitate to determine the need for replenishments and monitor the movement of inventories.
13	Step PHYSICAL COUNT Conduct an inventory count exercise on a periodic basis for each storage location as per Financial Closure (minimum semi annual for Q2 and Q4) Instructions.	Responsible Party	Template/Guideline	Explanatory Notes COs may decide to perform a physical count at more frequent intervals (e.g. on monthly basis, or when a major shipment is received).
14	Step Obtain inventory count certification of the quantity and value of the inventories (including the impact of expiry, damage, obsolescence, etc.) reported by their offices from the Resident Representatives or designated officials.	Responsible Party	Template/Guideline	Explanatory Notes RRs shall appoint a focal point to oversee physical count of these inventories. In the absence of a formal guidance on how to carry out physical counts, please refer to the Guidelines on Physical Count of Inventories.
15	Step Compile inventory control report for each project, which records beginning and closing balances of the inventories during semi-annual counts, and submit it through the SharePoint Financial Closure site together with the RR’s inventory certification to the HQ Accounts Division	Responsible Party	Template/Guideline	Explanatory Notes For COs that do not hold any inventory items on hand during semi-annual counts, the inventory control report with the RR’s inventory certification is still required, verifying that the balance of inventories is zero. The submission dates for the inventory control report and inventory certification are: 15th July and 15th January for the 2nd and 4th quarters respectively.
16	Step Review any variance between the stock cards and the physical inventory counts.	Responsible Party	Template/Guideline	Explanatory Notes
17	Step The items with variances shall be recounted; variances shall be investigated and resolved by the physical count focal point.	Responsible Party	Template/Guideline	Explanatory Notes
18	Step The RR should approve the outcome of the investigation.	Responsible Party	Template/Guideline	Explanatory Notes
19	Step Once the accuracy of counted items and units is approved by the RR, the physical count focal point shall then record these variances as quarterly inventory adjustments in the respective quarters on stock cards and document a thorough explanation for the variance	Responsible Party	Template/Guideline	Explanatory Notes
20	Step INVENTORY IN TRANSIT Review the respective incoterms for each open purchase order and confirm whether, although the physical receipt of such items has not yet happened, the inventory items have become UNDP’s property based on the incoterms.	Responsible Party	Template/Guideline	Explanatory Notes If goods are shipped through incoterms such as FOB shipping point, FAS, CIF, etc and are in transit at end of the 7 count period end, they must be recognized through the regular Receipting Process.
21	Step At every count period end, review and record the balance of inventory in transit items that have become UNDP’s property based on the incoterms on the inventory control report.	Responsible Party	Template/Guideline	Explanatory Notes Please refer to POPP Receipt of Goods, Services, Works for detailed policies and procedures on receipting for goods in transit.
22	Step VALUATION OF INVENTORIES Use the lower of cost and net realized value for inventory items that are held for sale	Responsible Party	Template/Guideline	Explanatory Notes
23	Step Use the lower of cost and current replacement cost for inventory items held for distribution at no change or for a nominal charge	Responsible Party	Template/Guideline	Explanatory Notes
24	Step While calculating the cost of inventories, the costs shall be assigned by using the first in, first out (FIFO) method.	Responsible Party	Template/Guideline	Explanatory Notes The FIFO method assumes that the items of inventory that were purchased first are sold first, and consequently the items remaining in inventory at the end of the period are those most recently purchased or produced. As UNDP uses the periodic inventory method to account for inventories at end of the semi-annual periods, the latest invoice price (s) shall be used to value the balance of inventories.
25	Step For donated inventory items, fair value as at the date of donation should be used to determine cost. The fair value of a donated inventory item is normally based on what the item would cost if purchased (i.e. market purchase price). The quoted market prices or price bulletins in the active market will represent the best measure of fair value of donated inventory items.	Responsible Party	Template/Guideline	Explanatory Notes Net realizable value or current replacement cost shall be determined in the following manner: a) For inventories held for sale (e.g. UNDP publications held for sale), use the current selling price as the net realizable value; b) For inventories held for distribution at nominal or no charge (e.g. Global Fund medical supplies), use the current purchase price as the net realizable value.
26	Step ACCOUNTING & REPORTING The RR shall report on a semi-annual basis to HQ OFM/CFRA, through the SharePoint Financial Closure site, the quantity and value of inventories and inventory in transit at each count period by submitting certified inventory control reports.	Responsible Party	Template/Guideline	Explanatory Notes The certification must be submitted by 15th July and 15th January for the 2nd and 4th quarters respectively.
27	Step An accounting journal entry will be recorded by GSSU Inventory with approval from HQ Accounts/ at every count period end, to account for the value of inventories as assets and to reduce the corresponding periodic expense by the same amount.	Responsible Party	Template/Guideline	Explanatory Notes The accounting journal entry will be automatically reversed out in the following month. The accounting entries will be posted using the chart of accounts assigned to the inventories. The following accounting entry will be recorded for each semi-annual inventory count: DR. Inventories CR. Expense DR. Inventory in transit CR. Expense
28	Step HQ Accounts must complete the review of the reports and record the accounting journal entry for the inventories by 20th July and 20th January fo, 2nd and 4th quarters respectively	Responsible Party	Template/Guideline	Explanatory Notes
29	Step REPORTING IMPACT GSSC will summarize the returns of inventory control reports and report the value of inventories as assets in the UNDP Financial Report	Responsible Party	Template/Guideline	Explanatory Notes The accounting journal entry of inventories adjustment does NOT impact available resources in the project budget balance. However, the adjustment will affect the Donor Report and the Combined Delivery Report (CDR) effective 1 January 2012 as follows: a) The donor report will present the value of inventories as “future expenses” under the category of “un-depreciated assets and inventory”. The value of inventories reported represents the items to be distributed and expensed in the next reporting period. b) In the CDR, the value of inventories will be reported under the “fund utilization” section on the second page by UNDP. The value of inventories reported represents items to be distributed and expensed for programmes / projects in the next reporting period.

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

1	Step Flowchart - Medical Insurance: UN NY HIP Health Plan	Responsible Party	Template/Guideline Flowchart - Medical Insurance: UN NY HIP Health Plan HR_Insurance Plans_Flowchart UN NY HIP Health Plan	Explanatory Notes
2	Step Enrollment of staff: Application/Request for Change Form completed and submitted together with supporting documents in respect of staff member’s participation, including his/her eligible family members, where relevant	Responsible Party Staff member	Template/Guideline	Explanatory Notes Staff members who have no insurance coverage under a United Nations plan or through a family member must be strongly urged to obtain medical insurance coverage for themselves and their eligible family members, as the cost of medical care can result in financial hardship for individuals who fall ill and/or injured and have no coverage If staff member or eligible family members is/are not enrolled within 31 days after an event that gives rise to an entitlement for coverage, an application for coverage may be submitted during the annual enrolment campaign. See UN ST/IC/2014/15 In the case of a staff member married to another staff member, the insurance coverage, whether at the two-person or family level, must be carried by the higher salaried staff member Education of staff about the provisions under the insurance plan and distribution of materials by the person most familiar with the scheme is absolutely necessary If an office administers personnel on behalf of another agency, the same rules procedures for UNDP staff must be followed
3	Step Enrollment of staff: The completed application for enrollment form is certified and submitted to Insurance and Disbursement Services within 31 days of eligibility for the entitlement	Responsible Party GSSC/BES	Template/Guideline	Explanatory Notes The administration of this category of employees is centralized in the Benefits & Entitlements Services Unit in GSSC. The UN Health and Insurance Unit administers the workflow of enrollment and reporting directly with the insurance carrier on behalf of UNDP
4	Step Enrollment of staff: Staff member records in Quantun are validated, contributions are computed, and coverage is activated	Responsible Party UN Insurance Unit	Template/Guideline	Explanatory Notes
5	Step Managing eligibility data in Quantum: Data on enrollment form is verified and validated and any change in coverage is processed into Quantum promptly	Responsible Party , UN Health and Life Insurance Unit	Template/Guideline	Explanatory Notes
6	Step Issue ID card: Electronic ID cards are available in the staff member’s personal web page. If requested, Identity cards are issued to the staff member and eligible dependent(s)	Responsible Party	Template/Guideline	Explanatory Notes It is the responsibility of the staff member to ensure that the correct mailing address is submitted. Incomplete or incorrect mailing addresses in Quantum will result in misdirected mail or failure to receive important information.
7	Step Claims: Insurance claims are submitted through Online Claiming tool or, in a sealed envelope together with supporting documents, on a claim form directly to the insurance carrier, following the instructions on the claim form	Responsible Party Staff member	Template/Guideline	Explanatory Notes Subscribers should note that claims for reimbursement must be submitted to the insurance carrier no later than two years from the date on which the medical expense was incurred. Claims received later than two years after the date on which the expense was incurred will not be eligible for reimbursement. The administration and management of the health insurance plans for internationally recruited staff governed by the UN Staff Regulations and Staff Rules are administered by the UN Health and Life Insurance Unit. Any questions/queries on the provisions under the plan or any disputes regarding claims must be submitted directly to this unit, located at 304 East 45th Street, 3rd Floor. ; or by email: hlis@un.org
8	Step Verification and reimbursement of claims: Insurance carrier reimburses staff member directly	Responsible Party	Template/Guideline P-2 Form Designation of Beneficiaries HR_Insurance Plans_Designation, Change or Revocation of Beneficiary Form P-2	Explanatory Notes Payment is made to the insured person, but, if the subscriber is no longer alive, payment will be made to his/her beneficiary as per P-2 Form Designation of Beneficiaries
9	Step Request a review if a claim is denied: A claim denied in whole or in part must be submitted to the insurance carrier. The insurance carrier will provide the subscriber with a written notice explaining the reason for the denial and the appeal procedure	Responsible Party Staff member,	Template/Guideline	Explanatory Notes The request for review must be submitted in writing within 60 days of receipt of the notice. The subscriber should include the reasons for requesting the review and submit the request to the insurance carrier. The insurance carrier will review the claim and ordinarily notify the subscriber of its final decision within 60 days of receipt of the request. If special circumstances require an extension of time, notification will be given to that effect

Step

Flowchart – Medical Evacuation Travel (MET) Process

Responsible Party

Template/Guideline

Medical Evacuation Travel Flowchart

Explanatory Notes

Step

Request approval for MET to Head of Office and advise HR Administrator

Responsible Party

Staff member

Template/Guideline

Explanatory Notes

Request for MET must be accompanied by a medical report from the attending physician that justifies medical necessity.

Step

Verify eligibility of patient for MET

Responsible Party

Template/Guideline

Explanatory Notes

International and national staff members with an appointment governed by the UN Staff Regulations and Staff Rules.

Step

Consult with UN Examining Physician/UN Dispensary Physician on the need for MET

Responsible Party

Head of Office

Template/Guideline

Explanatory Notes

Head of Office (RR/Officer-in-Charge)

MET should be approved on the recommendation of the local Medical Officer of the Regional Commission/UN Examining Physician/UN Dispensary Physician.

Step

Evaluate and recommend MET

Responsible Party

Physician

Template/Guideline

Entitlement Travel MET Annex C Guidelines for Physicians advising on Medical Evacuation

Explanatory Notes

The local Medical Officer of the Regional Commission or
the UN Dispensary Physician or
local UN Examining Physician
Guidelines for physicians on MET should be followed (Annex C); the recommendation for MET should be forwarded to the Head of Office for approval.

Step

Approve MET to a recognized regional medical centre within the region

Responsible Party

Head of Office

Template/Guideline

Explanatory Notes

If MET is not authorized, the HR Administrator should inform the staff member.

MET to any other place will require the prior approval of the UN Medical Director.

Step

Evaluate request for MET outside the region and approve MET to any other place other than the recognized medical centre within the region

Responsible Party

UN Medical Director

Template/Guideline

Explanatory Notes

The Head of Office should forward a request to the UN Medical Director with the following information:
- staff member’s name, agency, duty station and index number;
- indication of whether the patient is the staff member or an eligible family member; if eligible family member, relationship to staff member;
- proposed place and date of evacuation;
- patient’s current clinical condition;
- tentative diagnosis by the treating physician;
- laboratory test;
- treatment initiated;
- specific purpose of the evacuation; and
- recommendation of the local Medical Officer of the Regional Commission, the UN Dispensary Physician or the local UN Examining Physician.

It is essential that correct and complete information be communicated to the UN Medical Director to avoid unnecessary delays. Each request for MET will be reviewed individually, taking into consideration the recommendation of the Medical Officer of the Regional Economic Commission, the UN Dispensary Physician or the local UN Examining Physician, and any other medical information at hand.

If MET is not authorized outside the region, the RR would be advised to inform the staff member.

Step

Arrange MET:
- Communicate approval to staff
- Inform Cigna or GMCS of MET
- If patient is unable to, forward completed and signed Cost Estimate form to Medical Insurance on behalf of patient
- Organize MET of the patient and accompanying escort, if applicable
- Organize purchase of tickets, confirmation of flights and DSA
- Process salary advance for the staff member, if requested
- Ensure that any required entry visas are obtained
- Forward itinerary and MET approval to Finance for payment of DSA and terminal expenses
- If the MET destination is in security level I or above, request security clearance for the patient and/or family member/ medical escort
- Forward the travel details to the HR Administrator of the receiving office and request logistical arrangements for the patient: hospital appointment, hotel accommodation and transportation

Responsible Party

Template/Guideline

Explanatory Notes

In non-emergency cases, appointments with the hospital should be confirmed before the staff member or dependent leaves on MET; Cost estimate forms should be completed at least 10 days before hospitalization or no later than three days after hospitalization in cases of emergency

All logistical arrangements should be put in place before departure and confirmed with the receiving UNDP office at the place of MET

The following information should be forwarded to the receiving office:
- patient’s name, date of birth and relationship to the staff member;
- if applicable, name of accompanying family member and/or medical escort;
- date of arrival, name of airline, flight number and estimated time of arrival for patient and, if applicable, accompanying family member and/or medical escort;
- estimated date of departure, name of airline, flight number and estimated time of departure for patient and, if applicable, accompanying family member and/or medical escort;
- whether hotel accommodation arrangements are required for the patient and, if applicable, accompanying family member and/or medical escort;
- whether transportation arrangements to and from the airport are required for the patient and, if applicable, accompanying family member and/or medical escort; and
- whether patient is covered under Cigna, MIP or any of the New York Insurance Plans.

If the staff member is unable to complete and/or sign the form, the staff member’s spouse or an adult family member may complete and sign the form on his/her behalf. If attempts to contact the staff member’s spouse or an adult family member have failed, the UNDP RR, Country Director or OIC may sign on the staff member’s behalf. This measure should only be taken under circumstances where there is supporting documentation to show that efforts to contact the staff member’s spouse or adult family member were unsuccessful and where further delay could jeopardize the staff member’s well-being. When using this measure, the UNDP decision maker is responsible for communicating all medical information to the staff member until such time as a spouse or adult family member is contacted.

Step

Approve the application for hospitalization and direct billing;
Forward Letter of Guarantee to the hospital/clinic

Responsible Party

Template/Guideline

UN Worldwide Medical Insurance Plan.

MIP Rules

Explanatory Notes

Insurance Company Cigna, MIP or any of the New York Insurance Plans

For local staff covered under MIP, please refer to MIP Rules.

For international staff covered under UN WWP (Cigna), please refer to UN Worldwide Medical Insurance Plan.

Step

Take MET

Responsible Party

Staff member,

Dependent

Template/Guideline

Explanatory Notes

For local staff covered under MIP, please refer to MIP Rules.

For international staff covered under the UN WWP (Cigna),, please refer to UN Worldwide Medical Insurance Plan

Step

For a patient covered under MIP, sign and forward the GMC Prior Agreement form completed by the doctor to GMC.

Responsible Party

Staff member,

Dependent

Template/Guideline

GMC Prior Agreement Form

Explanatory Notes

For local staff covered under MIP, please refer to MIP Rules.

For international staff covered under Vanbreda, please refer to UN Worldwide Medical Insurance Plan.

Step

Request completion of ‘Medical Evacuation’ form (MS.39) by the attending physician at the place of evacuation, together with a complete medical report to the Medical Service through the attending physician at the staff member’s duty station within two weeks of the evacuee’s return to the duty station

Responsible Party

Staff member,

Dependent

Template/Guideline

Medical Evacuation Form (MS.39)

Explanatory Notes

Step

Forward the ‘Medical Evacuation’ form (MS.39) and the medical report from the attending physician to the UN Medical Director when the staff member returns from MET

Responsible Party

Physician

Template/Guideline

Medical Evacuation Form (MS.39)

Explanatory Notes

The local Medical Officer of the Regional Commission or
the UN Dispensary Physician or
local UN Examining Physician

A complete medical report delivered by the attending physician at the place of evacuation should be forwarded to the Medical Service within two weeks of the evacuee’s return to the duty station.

The record will include all supporting documentation that may have been submitted to justify a request for MET in excess of 45 days.

Step

Maintain a complete record of the MET;
Forward the data on MET to the UN Medical Director each quarter

Responsible Party

Template/Guideline

Explanatory Notes

A written record must be kept by the local HR/Operations Manager of each MET, setting out the following information (which should be forwarded to UNMS):
- the name of the staff member, index number, name of the organization, whether locally or internationally recruited;
- the name of the dependant and his/her relation to the staff member, if the evacuee was not the staff member;
- the name of the Head of Office who authorized the evacuation;
- the place of evacuation authorized by the Head of Office;
- the actual place of evacuation;
- the total cost of the MET, including travel expenses and DSA; and
- the total medical costs during MET.

Step

Repatriation of mortal remains

Responsible Party

Template/Guideline

Annex D : List of Reimbursable Expenses

Explanatory Notes

The funding source for the authorized expenses related to the preparation and transportation of mortal remains is the same funding source against which the staff member’s salary is charged. Please be guided by Annex D.

All expenses related to the staff member’s medical treatment are charged to MIP in accordance with the rules.

Expenses related to the MET (e.g. staff member’s air ticket, nurse’s air ticket, DSA, ambulances etc.) are charged to the same funding source against which the staff member’s salary is charged.

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Policy Areas

Medical insurance: UN NY Empire Blue Cross PPO Medical Insurance

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Malicious Acts Insurance Policy (MAIP)

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