| United Nations Development Programme

1	Step Inform supervisor as soon as possible of absence due to injury or illness.	Responsible Party Staff member	Template/Guideline	Explanatory Notes Staff member must inform the office immediately that he/she will be absent from the office due to illness or injury. Staff member must consult his/her treating physician to obtain the required certification for sick leave. All staff members are expected to familiarize themselves with the sick leave policy and other relevant leave entitlements, and are responsible for providing copies of the required specific documents for attendance recording purposes.
2	Step Submit certified sick leave (CSL) to the UN Medical Services Division (UN MSD).	Responsible Party Staff member	Template/Guideline MS.24 Form - Sick Leave Certification Request	Explanatory Notes Verify sick leave balance prior to submitting request. Initiate a leave request in Quantum self-service Select the appropriate leave type in Quantum self-service as “Sick leave/Certified sick leave.” For any absence of more than 20 cumulative or consecutive days during a 12-month period, staff member must submit a MS.24 form with the medical report/certificate to the UN Medical Services Division (DHMOSH) via email: sickleave@un.org Record certified sick leave in Quantum no later than 20 calendar days following the 1st day of the sick leave. If unable to send MS.24 and the medical certificate/report to DHMOSH, due to health condition, the staff member’s HR focal pointto support the staff member in this process, and make a pre-notification to DHMOSH, for such a delay.
3	Step Secure DHMOSH confirmation on certification of the sick leave.	Responsible Party Staff member,	Template/Guideline	Explanatory Notes Staff member must follow up with the DHMOSH on receipt of the certification of the sick leave. If staff member is unable to follow up with DHMOSH due to health condition, the HR focal point must support the staff member by facilitating contact with DHMOSH.
4	Step Upload approved DHMOSH sick leave certification for the indicated period in Quantum self-service.	Responsible Party Staff member	Template/Guideline	Explanatory Notes Approval of the sick leave for the indicated period is uploaded in Quantum self-service. If staff member is unable to upload the document, leave monitor will ensure that MSD approval is uploaded in Quantum self-service.
5	Step Approve certified sick leave in Quantum self-service	Responsible Party	Template/Guideline	Explanatory Notes The request is approved in Quantum by the supervisor who must ensure that the uploaded certification is in accordance with the absence request.
6	Step Ensure that leave is appropriately recorded in Quantum self-service	Responsible Party	Template/Guideline	Explanatory Notes If leave is not recorded in Quantum self-service, supervisor/leave monitor must request the staff member to submit sick leave in Quantum within the 1st day upon receipt of the certification from DHMOSH.
7	Step Contact HR focal point for next steps if sick leave is exhausted, as appropriate.	Responsible Party	Template/Guideline	Explanatory Notes Supervisor must inform the staff member’s HR focal point and the staff member when the sick leave entitlement is close to exhaustion
8	Step Contact GPS and OHR, specifically the respective OHR Business Partner	Responsible Party	Template/Guideline	Explanatory Notes HR focal point in the CO to contact respective OHR Business partner in HQ when the staff member exhausts Sick Leave with Full Pay entitlement in order to request extended sick leave audit and further guidance on sick leave procedure. HR focal point must ensure that sick leave is duly certified by DHMOSH and provide copies of attendance record cards for the last four years, as applicable, and copies of sick leave certifications by DHMOSH
9	Step Advise CO on the next steps in the process.	Responsible Party HR Business Partner	Template/Guideline	Explanatory Notes Based on the specific case, OHR will provide advice and guidance on the next steps, including the submission process for Disability benefit cases.

Step

Review any deposit made or to be made to the office bank account.

Responsible Party

Template/Guideline

Explanatory Notes

Verify amount directly deposited to the bank or cheque submitted to the office.

Step

Determine the purpose of the deposit and create a new deposit.

Responsible Party

Template/Guideline

Explanatory Notes

Prepare standard receipt for deposits related to donor contributions to be applied against billing invoices. For other types of deposits, create a miscellaneous receipt. The accounting date should be same as the receipt date to ensure that the USD converted amount is computed correctly.

A/R Specialist - Action required in Quantum.

Step

Assign accounting entries for journal deposits.

Responsible Party

Template/Guideline

Explanatory Notes

Full chart fields should be provided where the cash receipt should be credited against.

A/R Specialist - Action required in Quantum.

Step

Verify accounting entries, mark the ‘complete’ check box and budget check.

Responsible Party

Finance staff

Template/Guideline

Explanatory Notes

If budget checking fails, uncheck the complete box, delete the accounting entries and re-enter correct chart fields.

A/R Specialist - Action required in Quantum.

Step

Flowchart

Responsible Party

Template/Guideline

UN Worldwide Plan (WWP) Insurance Flowchart

Explanatory Notes

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 a 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 https://www.un.org/insurance/content/un-wwp for more information
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

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

Template/Guideline

Explanatory Notes

Entitlements Services Unit in BES/GSSC in Copenhagen

The UN Health and Insurance Unit administers the workflow of enrolment and reporting directly with the insurance carrier on behalf of UNDP.

Step

Enrollment of staff:

Staff member records in Quantum are validated, contributions are computed, and coverage is activated

Responsible Party

UN Health and Life Insurance Unit

Template/Guideline

Explanatory Notes

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

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

Staff member,

Template/Guideline

Explanatory Notes

It is the responsibility of the staff member to ensure the correct mailing address is submitted. Incomplete or incorrect mailing addresses in Quantum will result in misdirected mail or failure to receive important information.

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

Online claiming guide

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 one 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.

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

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 – Chartered Medical Evacuation Travel (CMET) Process	Responsible Party	Template/Guideline Flowchart – Chartered Medical Evacuation Travel (CMET) Process	Explanatory Notes
2	Step Request approval for evacuation by chartered air transportation to Head of Office and advise HR Administrator	Responsible Party Staff member	Template/Guideline	Explanatory Notes To avoid any delay in the emergency arrangements, staff members should not contact SOS directly. Only under very exceptional circumstances, when the UNDP authorizing officials cannot be reached, should the staff member contact SOS directly. Even so, it will still be necessary for SOS to attempt to locate the authorizing official at the duty station or an authorizing official in OHR.
3	Step Verify eligibility of the staff member	Responsible Party	Template/Guideline	Explanatory Notes International and national staff members with appointments governed by the UN Staff Regulations and Staff Rules and their eligible dependents.
4	Step Consult with UN Examining Physician/UN Dispensary Physician on the need for Chartered MET	Responsible Party Head of Office	Template/Guideline Annex A Contact Information For UN Medical Services Division (UNMSD) New York	Explanatory Notes Head of Office (RR/Officer-in-Charge) The Head of Office may consult with the UN Medical Director, UN Medical Services Division (UNMSD); see Annex A. However, prior consultation with New York is not a requirement. The factors of degree of health risk, speed and cost will have to be taken into account. When in doubt, the health and life of the patient should be the overriding consideration.
5	Step Evaluate and recommend MET for a staff member/ dependant on chartered air transportation to the Head of Office	Responsible Party Physician	Template/Guideline	Explanatory Notes Local Medical Officer or the UN Dispensary Physician or local UN Examining Physician For acute medical emergency, when it is not possible to arrange normal medical evacuation. When in doubt, the health and life of the patient should be the overriding consideration.
6	Step Approve Chartered MET	Responsible Party Head of Office	Template/Guideline Countries with inadequate medical facilities justifying medical evacuation to recognized regional medical centres	Explanatory Notes Head of Office (RR/Officer-in-Charge) The RR determines the destination of the MET, which should normally be the nearest recognized regional medical centre (see Annex B) or the place nearest the duty station where adequate medical facilities are available, bearing in mind the particular nature of the illness/injury involved and the type of treatment required. For chartered MET outside the region, the advice of the UN Medical Services should be sought.
7	Step Approve MET outside the region	Responsible Party	Template/Guideline	Explanatory Notes The UN Medical Services would advise on a suitable location outside the region, where applicable.
8	Step Communicate approval to staff; Contact International SOS; Inform insurance company and organize evacuation; Ensure completed Prior Agreement Form is forwarded to medical insurance company (CIGNA); Contact the UNDP office at MET destination; Monitor the patient during MET; Process Travel Authorization; Process payment of invoice	Responsible Party	Template/Guideline Entitlement Travel CMET, MET-Annex C International SOS - Alarm Centre directory Entitlement Travel CMET Annex D Emergency Chartered Medical Evacuation Services	Explanatory Notes When chartered air transportation is necessary, this may be done by requesting the services of: - International SOS (see policy above); or - local/regional companies specialized in emergency chartered medical evacuations (see Annex D, which contains the names, addresses and telephone numbers of some companies). The quickest way to contact SOS for assistance is by telephone. The SOS Alarm Control Centres are listed in Annex C. These offices are open 24 hours a day for service. Facsimile may also be used. In contacting SOS, the UNDP authorizing office should provide: - the name of the staff member; - UNDP’s SOS identification number (11BCMA000174); - the nature of the problem; and - the location and a telephone number where the patient or his/her attending physician and the designated physician can be reached. The Purchase Order is the official authorizing document that defines the entitlements and parameters of the approved travel and commits funds for these entitlements. Evacuees and accompanying family members and/or medical escorts must be in possession of a signed Purchase Order prior to undertaking chartered MET. Authorization that has been given verbally should be confirmed as soon as possible by the issuance of a Purchase Order. SOS expenses should be charged to the same funding source against which the staff member’s salary is charged.
9	Step Take Chartered MET	Responsible Party Staff member	Template/Guideline	Explanatory Notes Completes a cost estimate form if requested. - 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 Head of Office (RR/ 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. Submits medical report to UN Medical Services through UN physician on return from Chartered MET.
10	Step Forward Letter of Guarantee to the hospital	Responsible Party	Template/Guideline	Explanatory Notes CIGNA will arrange for direct settlement of reimbursable expenses to the hospital.
11	Step Submit invoice to Country Office for chartered air transportation	Responsible Party International SOS	Template/Guideline	Explanatory Notes SOS and/or the firm used by SOS to provide services will send the invoice(s) for the services rendered to the staff member’s office. Any invoice coming from individual firms other than SOS should have prior clearance and endorsement from SOS.

Step

Flowchart - Malicious Acts Insurance Policy (MAIP)

Responsible Party

Template/Guideline

Flowchart - Malicious Acts Insurance Policy (MAIP)

Explanatory Notes

Step

Flowchart

Responsible Party

Template/Guideline

Flowchart - After-Service Health Insurance: UN

Explanatory Notes

Step

Enrollment:

An Application for ASHI Form must be completed and submitted together with supporting documents in respect of staff member’s application for After-Service Health Insurance (ASHI) coverage, including his/her eligible family members, where relevant

In cases in which eligibility for ASHI coverage accrues as a result of the death of a staff member, the surviving spouse and/or eligible dependent children must apply for ASHI coverage within the three months following the date of death of the staff member

Responsible Party

Staff member,

Template/Guideline

Application For After Service Health Insurance and Pension Fund Deduction of Premiums

United Nations Health and Life Insurance - How to prepare for retirement

Administrative instruction : After-service health insurance (ST/AI/2007/3)/

Explanatory Notes

Administrative Instruction ST/AI/394 dated 9 May 1994 sets out the established policy in regard to the provision of the After-Service Health Insurance (ASHI) coverage under specified conditions

Administrative instruction ST/AI/2007/3 dated 1 July 2007 sets out the change in conditions for eligibility and cost of participating in a UN ASHI plan for staff recruited on or after 1 July 2007

Staff members who become eligible after an event that gives rise to an entitlement for coverage for ASHI must be informed of the procedures for enrollment. Education of staff about the provisions under the insurance plan and distribution of materials by the person most familiar with the scheme, are absolutely necessary.

If an office administers personnel on behalf of another agency, the same rules and procedures for UNDP staff must be followed

At the time of retirement, a staff member may switch from the insurance plan that he/she had on an in-service basis to a health insurance plan that is more appropriate following separation from service, under certain conditions. For example, a staff member who, while in active service, participated in a Headquarters health insurance plan, may switch to a non-United States-based plan if he/she will reside outside the United States following separation from service, provided that covered dependants will also reside outside the United States.

After-Service Health Insurance participants who change their country of primary residence following separation may also transfer from one insurance plan to another if a different plan is more appropriate to the new country of residence. In such cases, the change in plan will become effective on the first day of the month following receipt of written notification regarding the change in country of residence or as soon thereafter as is practical. With respect to health insurance plans available to after-service participants who reside in the United States, transfer from one plan to another may be made subject to the condition that there must be two years' coverage under any such plan before a change can be made. . For more information, visit https://www.un.org/insurance

Step

Enrollment:

Staff members separating from service at Headquarters may submit the relevant application forms directly to the Health and Life Insurance Section, Office of Programme Planning, Budget and Accounts, 304 East 45th Street, 3rd Floor, Room FF-300.

Staff members at other duty stations who apply for ASHI coverage under a plan administered at Headquarters must submit the relevant application forms through their administrative office, not directly to the UN Health and Life Insurance Unit at Headquarters.

Staff members separating from service at other duty stations who wish to apply for After-Service Health insurance coverage under a plan that is not administered at Headquarters should contact the local human resources office or the office administering their in-service health insurance coverage.

Responsible Party

OHR Copenhagen,

UN Health and Life Insurance Unit,

BES-GSSC

Template/Guideline

Explanatory Notes

The administration of this category of employees is centralized in the Benefits & Entitlements Services Unit in BES-GSSC in Copenhagen

Step

Enrollment:

Data on enrolment form is verified and validated and any change in coverage is processed into Quantum promptly.

Responsible Party

OHR Copenhagen,

BES-GSSC

Template/Guideline

Explanatory Notes

Step

Enrollment:

Staff member records in Quantum are validated, contributions are computed and coverage is activated.

Responsible Party

UN Health and Life Insurance Unit

Template/Guideline

Explanatory Notes

The UN Health and Insurance Unit administers the workflow of enrolment and reporting directly with the Insurance Carrier on behalf of UNDP

Step

Payment of contributions to the cost of After-Service Health Insurance coverage:

Staff member must include the authorization permitting UNJSPF to effect monthly deduction from the periodic pension benefit as an integral application component for after-service coverage

In the case of ASHI subscribers who:
- elect to defer pension payments or
- receive monthly pension benefit payments that are insufficient to meet the cost of the participant’s monthly health insurance coverage;
- or where automatic deductions from periodic pension payments payable from the UNJSPF or Appendix D are not available, payment of the requisite contribution must be made in advance of the period of coverage under the applicable health insurance plan on a quarterly, semi-annual, or annual basis.

After-Service Health Insurance participants whose premium contributions are payable on the basis of an invoice, rather than through the automatic pension deduction mechanism, must remit full payment of the amount billed by the due date indicated on the invoice.

Responsible Party

Staff member

Template/Guideline

Explanatory Notes

Subscribers covered under the ASHI will have their contributions deducted on a monthly basis from their periodic pension and/or Appendix D benefit.

Contributions must be made in a currency acceptable to the Organization for the purposes of the insurance plan chosen. In the case of health insurance plans administered at Headquarters, the only currency acceptable is the United States dollar.

Failure to remit the premium in full by the date indicated will result in suspension of insurance coverage, without further notice. Insurance coverage may be reinstated provided that the full required premium payment is remitted within three months of the date of suspension of coverage, along with payment for any subsequent period that may have become due. Failure to reinstate coverage by the latter date will result in termination of eligibility to participate in the ASHI programme.

Step

Claims:

Insurance Claims are submitted on a claim form directly to the insurance carrier in a sealed envelope together with supporting documents, 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 under 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.

Step

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

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 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 claim office of the respective 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

Request Special Leave using the Special Leave Request Form in UNall.

Responsible Party

Staff member

Template/Guideline

Explanatory Notes

See section Paragraph 59.

Step

Process Special Leave request.

Responsible Party

HR Business Partner,

Operations Officer

Template/Guideline

Explanatory Notes

For staff holding UNDP letters of appointment for service limited to another organization, agency, fund or programme and administered by UNDP on behalf of such an organization, agency, fund or programme, any requests for Special Leave (with or without pay) must be reviewed in consultation with the respective organization.

Step

Approval of Special Leave request.

Responsible Party

Head of Office

Template/Guideline

Explanatory Notes

See Paragraphs 60 and 61.

Step

Communicate decision of request for Special Leave to staff member.

Responsible Party

HR Business Partner,

Operations Officer

Template/Guideline

Explanatory Notes

Step

Advise and educate staff member on policy and conditions governing medical coverage and eligibility requirements for ASHI.

Responsible Party

HR Business Partner,

Operations Officer

Template/Guideline

Explanatory Notes

In the case of SLWOP for periods of 30 calendar days or more, the staff member has the option of continuing coverage by making full payment (his/her contribution plus the UNDP contribution) of the premiums involved. UNDP does not subsidize health or life insurance coverage during periods of SLWOP of 30 calendar days or more.
After Service Health Insurance (ASHI) is available to a staff member who has been on SLWOP and separates from the organization on condition the staff member opts for continuing coverage as outlined in Paragraph 33 and meets the eligibility criteria spelled out in the policies governing ASHI: After-Service Health Insurance: ASHI MIP and After-Service Health Insurance: ASHI UN.
A staff member who does not opt for continuous coverage during SLWOP is not eligible for ASHI upon separation unless he/she is returned to active service and is enrolled in a United Nations health insurance plan for at least one month before separation.

Step

Provides follow-up communication to Staff Member stating all terms and administrative formalities of Special Leave and adjusts benefits and entitlements accordingly.

Responsible Party

HR Associate OHR Copenhagen,

Operations Officer

Template/Guideline

Explanatory Notes

See Paragraph 63.

Step

Notification of return to active duty or other alternatives.

Responsible Party

Staff member

Template/Guideline

Explanatory Notes

See Paragraphs 51 and 52.

Step

Assist Staff Member in returning to active duty.

Responsible Party

HR Business Partner,

Operations Officer

Template/Guideline

Explanatory Notes

See Paragraphs 53 and 42 above.

Step

Separation (if applicable).

Responsible Party

Director of BMS

Template/Guideline

Explanatory Notes

See Paragraphs 57 and 58 above. Responsible parties are Director, OHR and in case of agreed separation, the UNDP Administrator who delegated authority to the Director of BMS.

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	Responsible Party OHR Copenhagen	Template/Guideline Flowchart - Dental Insurance: UN NY Cigna Dental Plan HR_Insurance Plans_Cigna Dental Insurance 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 Cigna Dental	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: https://www.un.org/insurance/. 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 OHR Copenhagen, BES-GSSC	Template/Guideline	Explanatory Notes The administration of this category of employees is centralized in the Benefits & Entitlements Services Unit in BES-GSSC 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 ATLAS are validated, contributions are computed and coverage is activated	Responsible Party UN Health and Life Insurance Unit	Template/Guideline	Explanatory Notes
5	Step Managing eligibility data in ATLAS: Data on enrollment form is verified and validated and any change in coverage is processed into ATLAS 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 ATLAS 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 or contact at: 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

Inform supervisor and leave monitor as soon as possible of absence due to illness/family emergency.

Responsible Party

Staff member

Template/Guideline

Explanatory Notes

Staff member must inform the office immediately that he/she will be absent from the office due to illness/family emergency.

All staff members are expected to familiarize themselves with the sick leave policy and other relevant leave entitlements, and are responsible for providing copies of the required specific documents for attendance recording purposes.

Step

Submit request for uncertified sick leave (USL) in Quantum self-service (absence module).

Responsible Party

Staff member

Template/Guideline

Explanatory Notes

Verify uncertified sick leave balance prior to submitting request.

Initiate a leave request in Quantum self-service.

Select “Uncertified Sick Leave” and, depending on the reason, select

(1) ”Uncertified Sick Leave” OR

(2) “Uncertified sick leave/Family Emergency”

Staff members can use a maximum of seven consecutive or cumulative working days for illness (without medical certificate) or family emergencies during the annual leave cycle, i.e., 1 April one year to 31 March the following year.

Record USL in Quantum self-service no later than on the 1st day upon return in the office.

Step

Ensure leave is appropriately recorded in Quantum self-service.

Responsible Party

Template/Guideline

Explanatory Notes

The request for uncertified sick leave due to illness is automatically approved in Quantum. Supervisor and leave monitor will be notified of approval. However, if the leave type selected is family emergency, supervisor’s approval is required.

If leave is not recorded in Quantum, supervisor/leave monitor requests the staff member to submit uncertified sick leave in Quantum on the 1st day upon return from leave.

Number of days of uncertified sick leave (illness/family emergency) taken is automatically monitored in Quantum. Staff member will not be allowed to request uncertified sick leave in excess of seven days.

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Policy Areas

Certified Sick Leave – CSL (more than 20 working days taken cumulatively or consecutively during a 12-month cycle period)

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Handling of Cash and Receipts Treasury

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Medical Insurance: UN Worldwide Medical Insurance Plan

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