| 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) in Quantum self-service (absence module).	Responsible Party Staff member	Template/Guideline	Explanatory Notes Verify sick leave balance prior to submitting request. Initiate a leave request in Quantum self-service. Select the appropriate type of leave in Quantum self-service as ”Sick leave/Certified sick leave” For any absence in excess of uncertified sick leave of more than seven consecutive days and up to 20 cumulative or consecutive days during a 12-month cycle period the staff member must upload the medical certificate/report in Quantum at the time of initiating a certified sick leave request. Record certified sick leave in Quantum self-service no later than 20 calendar days following the 1st day of the sick leave.
3	Step Approve certified sick leave in Quantum.	Responsible Party	Template/Guideline	Explanatory Notes The request is approved in Quantum by the supervisor.
4	Step Ensure leave is appropriately recorded in Quantum self-service (absence module)	Responsible Party	Template/Guideline	Explanatory Notes If leave is not recorded in Quantum, supervisor/leave monitor requests the staff member to submit certified sick leave in Quantum self-service no later than 20 calendar days following the 1st day of the sick leave. Number of sick leave days taken is monitored in Quantum. by the leave monitor. Leave monitorThe supervisor must bring to attention of the staff members and the HR practitioner when the sick leave is close to 20 working days during a 12-month period and further certification is required from UN Medical Services.
5	Step Contact UNDP Global Payroll Services (for locally recruited staff) and the respective GSSC HR Associate (for IP)	Responsible Party	Template/Guideline	Explanatory Notes HR practitioner must submit to UNDP GPS or GSSC respective GSSC associate as appropriate: signed attendance record cards, and an audit of the four-year extended sick leave period under review. gpsatlashrpayroll@undp.org

1	Step Flowchart - MIP process	Responsible Party	Template/Guideline Flowchart - MIP process	Explanatory Notes
2	Step Enrollment of staff: MIP 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 MIP Application/ Request for Change Form	Explanatory Notes Education of staff about MIP 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 for MIP purposes, the same rules procedures for UNDP staff must be followed
3	Step Enrollment of staff: Staff member and eligible dependents (where relevant) are enrolled in MIP in Quantum.	Responsible Party	Template/Guideline	Explanatory Notes In addition to ensuring the correct payroll calculation of these elements, the data entry process is also critical for reporting purposes and for the timely and accurate payments of MIP reimbursement claims
4	Step Managing eligibility data in Global Payroll: Data on enrollment form is verified and validated and any change in coverage is processed into Quantum promptly	Responsible Party	Template/Guideline	Explanatory Notes
5	Step Eligibility Data: Reviews and validates eligibility data in the system and transmits file to claims administrative company	Responsible Party MIP HR Technical Support	Template/Guideline	Explanatory Notes A technical interface uploads enrollment and eligibility data from Quantum and the claims administration company (TPA)
6	Step ID Cards: Uploads eligibility data; issues ID cards; and communicates exceptions, if any, to HR Technical support	Responsible Party	Template/Guideline	Explanatory Notes
7	Step Claims: MIP claims are submitted through the online Claiming tool in a sealed envelope containing the MIP Refund Claim form and supporting documents directly to the company that administers MIP, following the instructions on the claim form	Responsible Party Staff member	Template/Guideline MIP Refund Claim form	Explanatory Notes Effective January 2004, UNDP outsourced the administration of MIP claims to an independent administration brokerage company. The TPA company is responsible for administering MIP claims and for ensuring compliance by subscribers with the MIP rules and avoiding unreasonable or abusive use of the plan.
8	Step Reimbursement of claims: Claims are verified and processed as follows: - If the claim fully meets requirements, a payment instruction is processed through interface between the TPA and UNDP and a Statement of Benefits is sent to the staff member - If the claim does not meet requirements, a notification and/or request for further information/documentation is sent to the staff member	Responsible Party Claims Administration Company	Template/Guideline P-2 Form Designation of Beneficiaries	Explanatory Notes Payment of claims is made through an interface between the claims administration company and Quantum. Payment that goes through this interface will not indicate the nature of the medical services provided. 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. Patient confidentiality will be protected as any MIP.
9	Step Payments: The payment instruction file received from the MIP Administration Company (TPA) is uploaded into system and an instruction is sent to UNDP to effect payment	Responsible Party MIP HR Technical Support	Template/Guideline	Explanatory Notes
10	Step Payments: Vouchers are uploaded, payments are processed and staff member is notified	Responsible Party	Template/Guideline	Explanatory Notes In order to effect prompt and timely payment, staff member must be properly set up as a vendor in Quantum

Step

Provide guidance to UNDP managers and personnel on key UNSMS/UNDP security responsibilities

Responsible Party

Resident Representative,

UNDP, UNV and UNCDF personnel

Template/Guideline

Framework of Accountability for Security

Explanatory Notes

All to familiarize themselves aware of security policy and the security responsibilities inherent in their roles.

Step

Provide guidance on the applicability of individuals employed/hosted by UNDP

Responsible Party

Resident Representative

Template/Guideline

UNDP Security Applicability Guideline

Explanatory Notes

Due to the broad nature of the UNSMS applicability policy, the UNDP Security Applicability Guideline is developed and expands on the applicability of certain individuals within UNDP’s context including clarity on if the same individuals fall under UNDP’s security accountability and responsibility.

(a) Alternate Work Modalities; and (b) Personnel and family restrictions (relocation and evacuation) are covered by the United Nations Security Management System (UNSMS) Security Policy Manual – Chapter IV Section D – Revised Policy on Risk Avoidance.

Step

Assignment of an Agency Country Security Focal Point (ACSFP)

Responsible Party

Resident Representative

Template/Guideline

ACSFP Terms of Reference

Letter of Assignment template

Explanatory Notes

In the absence of a dedicated UNDP security professional, the senior most UNDP representative at the country level, in consultation with the UNDP Security Office, will assign an ACSFP to assist the RR in managing the day to day security related matters of UNDP.

Step

Provide guidance on security mainstreaming

Responsible Party

Resident Representative

Template/Guideline

Guidelines for the mainstreaming of security into programme and project management

Explanatory Notes

Ensures security considerations form an integral dimension of the design, implementation, monitoring and evaluation of all projects and programmes. It necessitates early consultations with the UNDP Security Office to ensure security inputs are prioritized at the inception stage, that costs for security are included in appropriate budget lines in proposals and operating budgets.

Step

Request for Security Support Mission

Responsible Party

Resident Representative

Template/Guideline

Explanatory Notes

Missions are conducted by UNDP security personnel to assist Offices in the implementation of Security Risk Management measures, to monitor and report on security compliance and provide technical security advice to enable and ensure the mainstreaming of security in all programmes and activities.

Step

Request for Surge Support

Responsible Party

Resident Representative

Template/Guideline

Explanatory Notes

While the Security Office remains UNDP’s first line of security surge support and backstopping, capacity to respond over the medium term can be stretched. The Security Office maintains or has access to a structured roster as follows: Internal UNDP Security Advisory Resources, External Security Advisory Resources within the UN and a roster of Pre-Identified Security Advisory Resources including the ExpRes Consultancy Roster.

Step

Provide support to UNDP Country Offices for Surge response

Responsible Party

Resident Representative

Template/Guideline

Explanatory Notes

UNDP Security Office may provide temporary central funding for a maximum period of 3 months in principle to address security surge requirements. Beyond 3 months, COs will need to commit to mainstreaming the cost of the security advisory/support requirements.

Step

Provide database on all approved Residential Security Measures in duty stations

Responsible Party

Template/Guideline

RSM Database

Explanatory Notes

RSMs are intended to protect personnel from physical harm or injury at their residence as a result of increased criminal activity and are only applicable to all internationally recruited, or internationally deployed, personnel covered under the UNSMS including eligible family members residing at the duty station of internationally recruited personnel serving elsewhere. Regarding cost-based elements, Offices will notify personnel of the financial and implementation modalities under which such RSM elements may be obtained and will hold personnel accountable for any default, fraud, and deceit with regards to the RSMs.

Step

Request psychosocial support

Responsible Party

Resident Representative

Template/Guideline

Explanatory Notes

Personnel requiring support during assignments should directly contact UNDP counsellors via oshw.focalpoint@undp.org or the local CISMS UNDSS Counsellor.

Step

Request security clearance for movement or travel in complex high-threat environments

Responsible Party

Resident Representative

Template/Guideline

Acceptable risk oversight and approval mechanism (AROAM)

Explanatory Notes

In line with the SRM’s Acceptable Risk Model and the Guidelines on Acceptable Risk Oversight and Approval Mechanism (AROAM), a separate procedure is required to clear movement and travel in Very High Risk contexts for personnel delivering PC1 activities.

Approval by the UNDP Administrator will be required to confirm that personnel operating in an area with very high security risk are engaged in PC1 activities.

Step

Reporting Security Incidents

Responsible Party

Template/Guideline

Explanatory Notes

UNDP personnel are required to report security related information and/or security incidents to UNDSS and through the UNDP Security Office¹ to the corresponding UNDP manager.

[1] In the absence of a UNDP Security Office personnel, reports should be made to the Agency Country Security Focal Point.

Step

Request for Support in recruiting CO security personnel

Responsible Party

Resident Representative

Template/Guideline

Guideline for the Recruitment of UNDP Security Personnel

Explanatory Notes

Offices should follow procedures stipulated, to ensure due diligence in the selection process. Hiring managers should consult with the UNDP Security Director to ensure inputs of the Security Office are incorporated at each stage of the planning and selection process.

Step

Achieve full security compliance to Security Risk Management requirements

Responsible Party

Resident Representative

Template/Guideline

SCS tool

Explanatory Notes

The exercise is annual, mandatory and applies to the main offices, sub-offices, Regional Service Centres, HQ locations/Coordination Offices and GSSU. It is also highly recommended for project offices and includes offices of UNV and UNCDF. The self-assessment process will be completed in the last quarter of the year being assessed.

Step

Applying for UNMSM resources

Responsible Party

Resident Representative

Template/Guideline

Explanatory Notes

Guidelines outline budgetary, financial, and procurement procedures for the resources available centrally within UNDP to cover UN Mandated Security Measures (UNMSM). These requirements are undertaken in response to United Nations Security Management System (UNSMS) policy directives and recommendations made within the Security Risk management (SRM) process to ensure security compliance in duty stations.

Step

Support in the use of Commercial Air Travel

Responsible Party

Resident Representative

Template/Guideline

Commercial Air Travel Safety Guidelines

Explanatory Notes

All UNDP Personnel are expected to comply with the safety requirements and briefings provided by crew members with regard to safety while on board an aircraft. UNDP personnel will share concerns or observations regarding the safety of a commercial air carrier to local UNDSS advisor and the UNDP Air Travel Focal points reachable at security@undp.org.

1	Step Ensures that approved project budget (created by IP in close consultation with Programme Officer) and project funding (allocation/ASL or cash) are correctly entered into Quantum: (i) Project Module (ii) Budgetary Control	Responsible Party UNDP Programme Officer	Template/Guideline	Explanatory Notes Offices should be mindful that in Quantum, all UNDP advances will consume project budget in PPM as well as the GL cash budget. This requires all Offices to ensure that project budgets are correctly set up in PPM prior to processing any advances. Particularly in relation to corporate advances to partners, in order to prevent delays, the project budget should be properly set-up as soon as agreements are signed and prior to partners start sending the advance request to GSSC Agencies for review, CFRA’s approval and final payment by GSSC.
2	Step For core and non-core funds: Agency submits request for advance of funds. The Programme Officer should monitor that the requested advance by Implementing Agencies as well as the subsequent implementation and liquidation is consistent with the AWP, project budget and project plan. Agencies send their request for advance along with signed agreements and other supporting documents directly to GSSC Agencies for initial analysis and review. GSSC sends the results of the analysis with recommendation to CFRA for final review and approval Once approved, GSSC will release the payments.	Responsible Party Programme Officer/Agencies/GSSC Agencies/CFRA	Template/Guideline	Explanatory Notes
3	Step Agencies submit cumulative quarterly PDRs to the GSSC Agencies unit , which processes their upload into UNEX; recognition of expenses and liquidation of advances in Quantum AP and final posting to GL. All PDRs must include expenses on a full accrual accounting basis under IPSAS.	Responsible Party	Template/Guideline	Explanatory Notes
4	Step Each Quarter, after PDRs are processed and GL closure is notified by CFRA/FPMR/OFM, Programme Officers are expected to perform the following tasks: (a) Review all PDR expenses in UNEX () or from GL programme expense details to ensure they are: Consistent from a programming and financial perspective with the AWP, project budget and chart of accounts to ensure that only valid expenses are recorded in UNDP's books and in the period when the goods were received or the services rendered. Within the established and available project budget and Authorized Spending Limit (ASL/AX1) ceilings to ensure that over expenditure does not occur. Should the PDR from an Agency not be available at year end closing, country offices should contact GSSC Agencies to ensure that estimated expenses for the period are recorded in the system. This scrutiny is particularly important as Agency PDR expenses are not necessarily reviewed by UNDP's programme officers before being processed in UNEX and recognized in GL.Budgetary Control. Therefore, programme officers (b) Review in UNEX, PDRs rejected by UNEX and communicated by GSSC Agencies and ensures causes for the rejections are resolved. . (c) Where necessary, amends in UNEX the automated apportionment exercise (UNEX apportions costs in respect of donor and activity which do not exist in standard UN agency budgets). (d) Follow-up with UN agency counterparts to resolve all pending issues concerning rejected or contentious expenses. Determines if any PDR expenses should be rejected or the chart of accounts revised. Where correction or rejection in UNEX is justified (for example due to expenses above budget) notifies GSSC Agencies (with supporting documentation)	Responsible Party UNDP Programme Officer	Template/Guideline	Explanatory Notes Review UN Account Analysis Report and Project Module Reports for Account Balances and activity details. Check budget control under budget module for budgetary status. Explanation of PDR reject error messages, possible causes and action required are communicated in detail by GSSC as well as HQ instructions. Valid PDR expenses reported by a UN agency and not recorded by UNDP due to UNEX rejection would constitute a liability in UNDP's balance sheet as legitimate expenses not paid by UNDP to the UN agency. GSSC Agencies will ensure rejected expenses are reversed from Agency books and not reported on future PDRs.
5	Step Validated PDRs are then processed in UNEX and the information will be populated in AP to record expenses and liquidate the advances recorded under a particular responsible party.	Responsible Party	Template/Guideline	Explanatory Notes This process is known as the outbound process whereby valid expenses are recorded in Quantum AP.
6	Step Project Clearing Account (PCA) balances are reconciled with each UN agency through the Schedule 12 (a) report. The Schedule 12 (a) report is the quarterly reconciliation report used by UNDP and other UN agencies to reconcile interagency balances.	Responsible Party GSSC Agencies	Template/Guideline	Explanatory Notes
7	Step On an on-going basis, expenses recorded in Quantum are reviewed to ensure they are correctly stated. UN Account Analysis Report can be used for this purpose.	Responsible Party UNDP Programme Officer	Template/Guideline	Explanatory Notes

Step

Transfer funds to the MA through a project document.

Responsible Party

Template/Guideline

Explanatory Notes

Step

Formulate a project in Quantum with the MA as the Implementing Partner.

Responsible Party

Template/Guideline

Explanatory Notes

Standard UNDP procedures for project documents apply (as set out in UNDP’s Results Management, and Finance and Budget Policies and Procedures).

Step

Record payments to the MA as advances (account 16015) through a non-Purchase Order Voucher and are cleared upon receipt of financial reports from the MA.

Responsible Party

Template/Guideline

Explanatory Notes

Procedures for recording this expense in Quantum will vary depending on the arrangements in place. A conversion into UNDP account codes will most likely be necessary. If funds are pooled or commingled by the MA and reported on total JP basis, an apportionment based on the proportion of UNDP contribution to the JP will be required. Refer to the POPP Revenue chapter for recording of revenue under IPSAS.

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 Check the validity of his/her travel documents as soon as travel is planned to ensure that all are valid for the minimum duration required.	Responsible Party Staff member	Template/Guideline	Explanatory Notes Most consulates require a minimum 6-month validity of the UNLP and/or national passport before granting a visa.
2	Step UNLPs/UN Family Certificates (UNFCs) Submit the request through the Operations service icon in UNall Service Portal with one photograph (jpeg format).	Responsible Party Staff member	Template/Guideline TTS.2 (5-23) - English (for UNLP) TTS.2 (5-23) - French (for UNLP) PT-39E Application for UN Family Certificate	Explanatory Notes If holding an UNLP, SM must submit it together with an application for a new one. (Exceptional procedures exist for SMs posted at a duty station where the UN Department of Safety and Security has determined that a security condition exists.) Detailed instructions and requirements are provided in the form. Rush requests to process in less than five (5) days will incur additional fees.
3	Step Certify application after verifying all information on the form and ensuring the applicant’s eligibility for a UNLP/UNFC and forward the certified forms to UNTTS/DOS.	Responsible Party Certifying Officer	Template/Guideline	Explanatory Notes
4	Step Issue UN travel document and forward to TSS/GO/BMS.	Responsible Party	Template/Guideline	Explanatory Notes Allow a minimum of five (5) business days for processing (upon receipt of the completed application)
5	Step Contact applicant at HQ in New York to pick up; or deliver to UNDP Mail Room for dispatch by pouch if sending to CO or other BU outside of HQs by courier service (courier charges to be borne by BU).	Responsible Party	Template/Guideline	Explanatory Notes The UNDP Visa & Passport Desk at HQ in New York will contact local SM’s to pick up the UNLP. For non-local SM’s the document will be dispatched to the UNDP Mail Room for dispatch by pouch. The travel document is accompanied by a transmittal memo (refer to Section 8.0 for the template) for the SM to sign as acknowledgement of receipt. Acknowledgement receipt should be returned to the Pouch Unit.
6	Step Return UNLP/UNFC to UNDP Travel Service Section (HQ) if expired, no longer required or if separating from the organization. This includes replaced UNLP s where exceptional UNLP procedures are in place.	Responsible Party Staff member	Template/Guideline TTS7 - UNLP Cancellation	Explanatory Notes Create a case through the Operations service icon in UNall Service Portal prior to returning the document.

1	Step Create record and maintain record	Responsible Party Finance staff	Template/Guideline Records Management Guidelines	Explanatory Notes Ascertain accuracy and correctness of the record and its supporting documentation Financial records should be created, managed and stored in accordance with paragraphs 4, 5 and 6 of the Record Retention policy Documents to be filed in a sequential order and in safe storage. When the office is closed, chequebooks, issued cheques and petty cash must be placed in the safe for safekeeping
2	Step Store records permanently for staff payments/ payroll	Responsible Party Finance staff	Template/Guideline	Explanatory Notes
3	Step Establish an area for archiving according to the following guidelines: a) The files/records storage area must be secure and locked at all time b) Files must be easily retrievable c) There must be a log and master list for everything archived and its anticipated disposal date	Responsible Party CO	Template/Guideline	Explanatory Notes
4	Step Ensure regular monitoring of the contracted storage space	Responsible Party Administrative Services Division (ASD) at Headquarters and country offices	Template/Guideline	Explanatory Notes
5	Step Store records for a minimum of seven years for all other financial documents except staff payments/ payroll	Responsible Party	Template/Guideline	Explanatory Notes
6	Step Decide whether to dispose of financial records older than 7 years (apart from documents related to staff payments/payroll)	Responsible Party Resident Representative	Template/Guideline	Explanatory Notes Disposal at the discretion of Res. Rep. after seven years in accordance with paragraphs 7 and 8 of the Record Retention policy on the POPP However, if further guidance is required, please contact the Office of Finance
7	Step Dispose of records	Responsible Party Senior GS Finance staff	Template/Guideline	Explanatory Notes Files will be disposed of by incineration and/or shredding

1	Step Complete “Advance Request for Non-US Visa” form to request information on visa requirements.	Responsible Party Staff member	Template/Guideline	Explanatory Notes Request should be signed by the applicant. The applicant should create a UNall case by selecting the Operations service icon under ‘travel documents and visa’ select Visa.
2	Step Complete visa forms and forward to the UNDP Visa Desk together with travel document (UNLP and national passport if required)	Responsible Party Staff member	Template/Guideline	Explanatory Notes
3	Step Review completed form; prepare UNDP Note Verbale addressed to the consulate; deliver application to the consulate; pick up from the consulate the travel document with the visa and contact the traveller.	Responsible Party	Template/Guideline	Explanatory Notes When personal appearance is required by the consulate, the UNDP Visa & Passport Desk at HQ in New York will contact the traveller when the UNDP Note Verbale is ready for his/her to bring to the consulate along with the completed form and his/travel document; the Visa & Passport desk will dispatch a courier to retrieve the visa when it is ready.
4	Step Sign Note Verbale to consulate	Responsible Party	Template/Guideline	Explanatory Notes
5	Step Advise the traveller if a visa fee is required; obtain receipt from the consulate and hand it over to the traveller together with the travel document containing the visa.	Responsible Party	Template/Guideline	Explanatory Notes The traveller should advance the visa fee and claim reimbursement using the travel expense claim form.

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.

Subscribe to

Policy Areas

Certified Sick Leave – CSL (up to 20 working days taken cumulatively or consecutively during a 12-month calendar period)

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Medical Insurance: Medical Insurance Plan (MIP)

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Security Policy Procedure

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes