| United Nations Development Programme

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

1	Step Flowchart	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

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 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.

1	Step Flowchart - Time off for Breastfeeding	Responsible Party	Template/Guideline HR_Work Life_Time Off for Breastfeeding Flowchart	Explanatory Notes
2	Step Initiate discussion with supervisor	Responsible Party Staff member	Template/Guideline	Explanatory Notes The staff member should discuss the timing of breastfeeding with her supervisor and peers.
3	Step Formal request for breastfeeding in writing to supervisor with copy to HR administrator	Responsible Party Staff member	Template/Guideline	Explanatory Notes A copy of the request and supervisor’s approval should be kept in the staff member’s file.
4	Step Approval	Responsible Party	Template/Guideline	Explanatory Notes The supervisor discusses suitable/flexible arrangements for breastfeeding with the staff member.
5	Step Finalize breastfeeding arrangements	Responsible Party Staff member	Template/Guideline	Explanatory Notes With an agreement in place, the staff member makes appropriate arrangements with the Operations Manager and the HR Administrator.
6	Step Establish an appropriate area for breastfeeding	Responsible Party Operations	Template/Guideline	Explanatory Notes Where and when practical and to the extent possible, offices are required to: - provide a private area for mothers to express their milk or breastfeed their infants during the workday; and - provide access to a refrigerator for storing the milk. NOTE: Country Offices are required to make arrangements if and when the need arises.

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

1	Step Submit the request through the Operations service icon in UNall. For local renewal a DS.1648 and the latest i-94 record should be uploaded to the UNall case. For visas to be issued outside the US complete form DS 160 online indicating the city where visa is to be picked up.	Responsible Party Staff member	Template/Guideline	Explanatory Notes
2	Step Submit the completed application through the Operations service icon in the UNall Service Portal.	Responsible Party Staff member, Certifying Officer in General Operations/BMS	Template/Guideline UNall/Operations/General Operations Services	Explanatory Notes The national passport should be valid for at least 6 months; if a visa is also requested for eligible dependents, their national passports should also be submitted.
3	Step Review, sign form and forward to UNTTS together with the national passport/s.	Responsible Party	Template/Guideline	Explanatory Notes
4	Step Request the U.S. Department of State’s Bureau of Consular Affairs (CA), Diplomatic Liaison Division in Washington, D.C. to grant the visa.	Responsible Party	Template/Guideline	Explanatory Notes For G-4/G-5 visas to be issued in New York.
5	Step Send cable to US consulate outside the US requesting issuance of the visa.	Responsible Party	Template/Guideline	Explanatory Notes For G-4/G-5 visas to be issued outside the US, a copy of the cable will be provided to the staff member.
6	Step For visas to be issued outside the US, go in person to the US consulate to complete a visa application form.	Responsible Party Staff member	Template/Guideline	Explanatory Notes Bring a valid national passport valid for at least 6 months. Present a copy of the UNTTS cable to expedite the processing of visa application.

1	Step Flowchart	Responsible Party	Template/Guideline Flowchart - After-Service Health Insurance: ASHI MIP	Explanatory Notes
2	Step Application for ASHI: Complete form and submit within 30 days of separation from service	Responsible Party	Template/Guideline MIP Application/ Request for Change Form	Explanatory Notes The education of staff about MIP ASHI and the distribution of materials are absolutely necessary Refer to MIP 7.2 for eligibility conditions If an office administers personnel on behalf of another agency for MIP purposes, the same rules and procedures for UNDP staff must be followed
3	Step Application for ASHI in case of death of a former staff member: Surviving spouse (if any) or the eldest eligible child completes the MIP Application/Request for Change Form and submits within 30 days of the death of the former staff member	Responsible Party Surviving Spouse, Dependent,	Template/Guideline MIP Application/ Request for Change Form	Explanatory Notes If an insured former staff member dies, the surviving spouse (if any) or the eldest eligible child becomes eligible to assume the role of the subscriber and to continue to pay contributions in accordance with the appropriate category of coverage
4	Step Enrollment: After validation of eligibility and approval of application, the applicant is notified	Responsible Party	Template/Guideline	Explanatory Notes When potential after-service participants elect not to enroll in the after-service coverage when they first become eligible, neither they nor their eligible family members will be permitted to enroll in MIP at a later date. If the potential after-service participant elects not to have after-service coverage, a signed note stating this decision must be put into the staff member’s file at the time of separation.
5	Step Calculation of contributions: ASHI contributions are calculated based on category of coverage as laid down in MIP Rule 7.4. and ASHI subscriber is informed of the amount of contribution and method of payment	Responsible Party , Finance Officer	Template/Guideline	Explanatory Notes Contact MIP_ASHI
6	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) In addition to ensuring the correct calculation of ASHI contributions, the data entry process is also critical for reporting purposes and for timely and accurate payments of MIP reimbursement claims A technical interface uploads enrollment and eligibility data from Quantum and the claims administration company (TPA)
7	Step ID Cards: Uploads eligibility data, updates ID cards and communicates exceptions, if any, to HR Technical Support	Responsible Party	Template/Guideline	Explanatory Notes
8	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
9	Step Claims: MIP Claims are submitted through online claiming tool available in personal web page of the plan member, or, in a sealed envelope containing the MIP Refund Claim form and supporting documents, directly to the company that administers MIP claims, following the instructions on the claim form.	Responsible Party ASHI Subscriber	Template/Guideline Download the MIP claim form: MIP Refund Claim form	Explanatory Notes Effective January 2004, UNDP outsourced the administration of MIP claims to an independent administration brokerage company (TPA). The 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.
10	Step Reimbursement of claims: Claims are verified and processed as follows: If the claim fully meets requirements, a payment instruction is sent to the MIP HR Technical Support 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" HR_Insurance Plans_Designation, Change or Revocation of Beneficiary Form P-2	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.
11	Step Payments: The payment instruction file received from the MIP administration company is uploaded into system and an instruction is sent to CO to effect payment	Responsible Party MIP HR Technical Support	Template/Guideline	Explanatory Notes
12	Step Payments: Vouchers are uploaded, payments are processed through accounts payable, and ASHI subscriber member is notified	Responsible Party Finance Officer	Template/Guideline	Explanatory Notes In order to effect prompt and timely payment, the ASHI subscriber must be properly set up as a vendor in Quantum
13	Step Change of residence: When there is a change of country of residence, the following actions are taken: Claims administration company and the appropriate UNDP office in the new country of residence are informed in writing and a completed MIP Application/ Request for Change form is completed Data is updated in Quantum to reflect changes ASHI contributions appropriate to new country residence are calculated and collected	Responsible Party ASHI Subscriber,	Template/Guideline	Explanatory Notes ASHI Subscriber/ HR Administrators in UNDP Offices of old and new countries of residence If there is no UNDP Office in the new country of residence, the subscriber will be administered by the UNDP Office that is closest to the new country of residence. Participation in the after-service coverage will continue, provided the subscriber pays a contribution appropriate for the new country of residence. The contribution will be in the currency of the new country of residence. The UNDP office will take steps to see that the insured persons were up-to-date in their contributions for after-service coverage in their previous country of residence.

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.

Step

Request advance annual leave

Responsible Party

Staff member

Template/Guideline

Explanatory Notes

A staff member may, in exceptional circumstances, be granted advance annual leave up to a maximum of 10 working days, provided his/her service is expected to continue for a sufficient period to accrue the leave advanced. If the staff member takes more than the maximum 10 working days that may be granted as advance leave, the entire period in excess of the accrued annual leave is to be considered as special leave without pay.

Step

Request for advance annual leave

Responsible Party

Template/Guideline

Explanatory Notes

Requests should be addressed to the Regional Bureau in New York through the Operations Manager.

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Policy Areas

Medical insurance: UN NY Empire Blue Cross PPO Medical Insurance

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Dental Insurance: UN NY Cigna Dental Plan

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After-Service Health Insurance: ASHI UN

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