| United Nations Development Programme

1	Step UN Certificates (UNC) Submit the request through the Operations service icon in UNall Service Portal with one photograph (jpeg format).	Responsible Party	Template/Guideline PT-64E Application for UN Certificate	Explanatory Notes
2	Step Certify form PT.64 in accordance with the traveller’s contract with UNDP and forward to UN TTS/DOS.	Responsible Party Certifying Officer	Template/Guideline	Explanatory Notes
3	Step Issue UNC and forward to UNDP Travel Service Section for delivery to the applicant.	Responsible Party	Template/Guideline	Explanatory Notes The UNDP Visa & Passport Desk at HQ in New York UNDP will deliver the UNC to the UNDP Mail Room for dispatch by pouch
4	Step Return UNC to UNDP Travel Service Section (HQ) if expired, no longer required or if separating from the organization.	Responsible Party UNC holder	Template/Guideline UN Laissez Passer return form (TTS.7)	Explanatory Notes Create a case through the Operations service icon in UNall Service Portal prior to returning the document.

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.

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.

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.

Step

Send Request for Information (RFI)

Responsible Party

Programme Staff

Template/Guideline

Request for Information from CSO/NGO Template

Explanatory Notes

Identify potential NGOs relevant to UNDP programmatic areas

Step

Filter Request for Information

Responsible Party

Programme Staff

Template/Guideline

Explanatory Notes

Filter NGOs relevant to UNDP programmatic areas

to submit Partner Capacity Assessment tool. Basic criteria:

a. Not Proscribed

b. Area of expertise of interest to UNDP

Step

Send Partner Capacity Assessment tool

Responsible Party

Panel: Programme Staff Operations Staff Independent Participant (appointed by RR)

Template/Guideline

Explanatory Notes

Obtain detailed information from NGOs

Step

Conduct Partner Capacity Assessment

Responsible Party

Template/Guideline

Explanatory Notes

Identify capacity to deliver & Identify capacity development opportunities

Step

Conduct General Risk Analysis

Responsible Party

Panel: Programme Staff Operations Staff Independent Participant (appointed by RR)

Template/Guideline

Explanatory Notes

Assess the general risks for UNDP in engaging with the NGO

a. Identified risk levels (actual/ mitigated)

b. Maximum financial ceiling to channel through the NGO

Step

NGO Overall Information Capture

Consolidate information

Responsible Party

If objective is to establish an office Roster in identified areas a Roster manager to be identified to maintain/ updated roster

Template/Guideline

Explanatory Notes

The following information will be consolidated from all previous steps:

a) Relevance against need

b) Capacity to deliver

c) Opportunity for capacity development

d) Financial ceiling

e) Risk level/ mitigation

Step

Terms of Reference for the Specific Engagement

Responsible Party

Programme Staff

Template/Guideline

Explanatory Notes

Defined clear outputs and deliverables for UNDP project

Step

Identify Unique Collaborative Advantage Criteria

Responsible Party

Panel: Programme Staff Operations Staff Independent Participant (appointed by RR)

Template/Guideline

Explanatory Notes

Identify specific unique collaborative advantage criteria for NGO for the project success.

Such criteria will be the basis for the later “Collaborative Advantage Analysis” once the long list of NGOs have been identified

Step

Identify NGOs from the Roster

Responsible Party

Panel: Programme Staff Operations Staff Independent Participant (appointed by RR)

Template/Guideline

Explanatory Notes

Identify suitable NGOs from the roster – Long List to be established based on:

a. Area of expertise

b. Access to beneficiaries

c. Ceiling

Step

Reassessment of Risk Based on Specific TOR

Responsible Party

Template/Guideline

CSO/NGO Selection: Risk Analysis Template

Explanatory Notes

Confirm/Reconfirm general risk level in light of the specific TOR

Step

NGO Collaborative Advantage Analysis

Responsible Party

Panel: Programme Staff Operations Staff Independent Participant (appointed by RR)

Template/Guideline

CSO/NGO Selection: Comparative Advantage Analysis Template

Explanatory Notes

Determination of the most appropriate modality for engaging NGO(s)

Decision on whether

Selection based on unique collaborative advantage

(OR)

Selection based on competitive process

Step

Endorsement by Senior Manager if Selection Based on Unique Collaborative Advantage

Responsible Party

RR/OIC (no further delegation)

Template/Guideline

Explanatory Notes

Accountability for selection through non-competitive process

Decision on NGO(s) with whom RPA can be negotiated

Step

Engagement Through Unique Collaborative Advantage Selection Process

Responsible Party

Template/Guideline

Explanatory Notes

Definition of key areas such as:

a. Activity Work Plan (AWP)

b. Cost negotiations including overheads

Step

Engagement Through Competitive Selection Process

Responsible Party

Operations Staff

Template/Guideline

Call for Proposals from NGOs Instructions

Quality-Based under a Fixed Budget Methodology Selection Guide

Procurement Methods Policy

Explanatory Notes

Selection through a competitive process as several NGO can deliver

Subject to oversight by the procurement committees

Step

Negotiation of Responsible Party Agreement. Please refer to the Programme and Project Management (PPM) Select Responsible Parties and Grantees policy for Responsible Party definition.

Responsible Party

Programme & Operations Staff

Template/Guideline

Responsible Party Agreement between UNDP and a Civil Society Organization

Explanatory Notes

Clear understanding of expectations on both sides

RPA ready for signature

Step

Signature of RPA

Responsible Party

As identified in the ICF[SB2]

Template/Guideline

Internal Control Framework

Explanatory Notes

NGO legally engaged

Step

Update of Project M&E and Results Framework

Responsible Party

Programme Staff

Template/Guideline

Explanatory Notes

Manage NGO-specific risks NGO-specific capacity development and risks incorporated into the overall project design

Step

Flowchart - Medical insurance: UN NY Empire Blue Cross PPO Medical Insurance

Responsible Party

Template/Guideline

HR_Insurance Plans_Empire Blue Cross PPO Flowchart

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

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 documentation.

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.

1	Step Submit the request through the Operations service icon in UNall. Upload completed forms and other documentation to the UNall case, have forms certified by General Operations/BMS then submit to the UN Visa Committee.	Responsible Party Staff member	Template/Guideline	Explanatory Notes Form TTS.1 should be certified by General Operations/BMS.
2	Step Forward approved application to UNTTS.	Responsible Party	Template/Guideline	Explanatory Notes UN Visa Committee will advise the staff member on the status of the application and of any required additional information. All follow-ups should be made directly with the UN Visa Committee or the UNTTS.
3	Step Send a cable requesting issuance of the visa, to the US consulate in the city where the G-5 visa will be picked up.	Responsible Party	Template/Guideline	Explanatory Notes The staff member may request a copy of the cable for the household employee to present to the US consulate.
4	Step Provide all required documentation to the household employee.	Responsible Party Staff member	Template/Guideline	Explanatory Notes
5	Step Apply for the G-5 visa in person at the US consulate where the visa is to be picked up and where the UNTTS has sent the cable.	Responsible Party	Template/Guideline	Explanatory Notes The household employee should carry all required documents, including a copy of the UNTTS cable to facilitate the visa application processing.

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.

Step

Flowchart - Malicious Acts Insurance Policy (MAIP)

Responsible Party

Template/Guideline

Flowchart - Malicious Acts Insurance Policy (MAIP)

Explanatory Notes

Subscribe to

Policy Areas

Application for UN Certificates (UNC)

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

Uncertified Sick Leave - from 1 April to 31 March – USL (Illness – without medical certificate; family emergency)

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

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

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

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Responsible Party

Template/Guideline

Explanatory Notes

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Responsible Party

Template/Guideline

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Responsible Party

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Responsible Party

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Responsible Party

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Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Consular visas

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline