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Home Leave Request

1
Step

Request Home Leave travel
Responsible Party

Staff

Template/Guideline

Request for Home Leave Travel (Paper form)

Off-Line Certification Form

Home Leave Travel Record Card

UNALL

Explanatory Notes
  • The HL period will be charged to the annual leave balance less allowable travel time. Except in cases where SM is on SLWOP/SLWFP/ML or other.
  • The HL request should be submitted in advance of travel.
  • Staff members who:

-have access to UNALL and is taking HL in conjunction with AL must apply for HL from the leave module’ and the supervisor receives a request for approval via email;

-do not have access to the leave module within UNALL must continue to request HL manually using the appropriate forms (see Paper Form). 

-Staff members taking HL in conjunction with SLWOP; ML/SLWFP or other must continue to request HL manually using appropriate forms and ensure that SLWOP, ML and SLWFP is granted as per policy frameworks.

2
Step

Request Home Leave travel in conjunction with Reassignment
 
Responsible Party

Staff

Template/Guideline

Request for Home Leave Travel (Paper form)

Off-Line Certification Form

Home Leave Travel Record Card

UNALL

Explanatory Notes
  • The First leg of travel considered HL period will be charged to the annual leave balance less allowable travel time.
  • The HL request should be submitted in advance of travel.
  • Second Leg of travel will be considered under Monetized travel.

For calculating the costs of the tickets for a Home Leave travel in conjunction with reassignment, the first leg of the travel will be processed in accordance with Home Leave travel procedures but at 100 percent of the cost of the unrestricted economy fare by the least costly scheduled air carrier and by the most direct route.

The second leg of the travel will be processed in accordance with the procedures for monetization of reassignment travel.

The travel entitlement from the Home Leave destination to the newly assigned duty station is to be based on the travel time from the current duty station, to the new duty station.  When the travel time between the current duty station and the new duty station is less than 9 hours, the entitlement for the travel from the HL city to the new duty station is in economy class without regard to the actual travel time between the two cities.

For purposes of calculating the cost, the "prime travel" is the less costly and unrestricted economy class air fare for travel between the current duty station and the place of reassignment.

The “additional cost for HL” is the fare difference between the “prime travel” and the unrestricted economy class air fare to travel from the current duty station to the place of HL.

3
Step

Approve staff member’s absence from the office
Responsible Party
Template/Guideline

eServices

Explanatory Notes
  • Absence should be approved in accordance with the office’s leave plan
  • After approving the request for HL, the supervisor sends it to the HR focal point via:

-for staff using the leave module in UNALL an automated message will go to the respective HR focal point (HQ based staff, HR focal point is BES in GSSC; CO based staff HR Focal point is HR in Country office); or
-a manual form for staff or scenarios not covered by eServices.

4
Step

Approval by HR focal point after verifying eligibility and calculating credit points accrued
Responsible Party

BES/GSSC

Template/Guideline
Explanatory Notes
  • The HR Focal point checks staff member and eligible family eligibility for HL Travel.
  • The HR focal point refer to the HL Checklist for review of eligibility
  • The HR Focal point approves the HL request in UNALL or form as applicable and insert/adjust for the allowable Travel time
  • Staff member is notified of the approval of eligibility
  • The staff member must hold international appointment: PA, FTA or TA (only international TA holders who serve at a 12-month HL cycle duty station and who areexceptionally extended beyond the first 364 days may be eligible). He/she should be residing in a country other than his/her UN-recognized nationality or place of Home Leave. Note: If the staff member is a permanent resident in the country of the duty station, he/she is not entitled to HL while serving in the duty station.
  • The staff member must have the required HL points prior to the date of travel (i.e. minimum 24 points for regular HL or at least 12 points for advance HL). Staff members eligible for HL accrue service credit towards it from the date of appointment: 

-in a duty station with a 24-month HL cycle: one point per month (i.e. 24 credit points in two years of service); or
-in duty station with a 12-month HL cycle: two points per month (i.e. 24 credit points in one year of service);
-arrival 1st to 15th of the month: accrual at new duty station's points rate; and
arrival between 16th and end of month: accrual at previous duty station's points rate.
-When an entitlement becomes effective between the 16th and the end of the month, the counting of HL points starts from the following month.

  • There should be six months of service remaining after the staff member returns to his/her duty station from HL travel, or three months if serving in a duty station with a 12-month HL cycle
  • For staff members serving at a duty station with a 24-month HL cycle, at least 12 months should elapse between one HL and the next. For staff members serving at a 12-month duty station, at least six months should elapse.
  • Security clearance is required for all official travel including HL travel through the UNDSS Travel Request Information Process (TRIP) system.
  • Advance HL may be authorized when the staff member has accrued 12 points. A negative point balance will be recorded in the HL card. The balance cannot exceed 12 negative points. To become eligible for the next HL, the staff member must overcome the negative points balance and then accrue 24 points, as the granting of advance HL does not bring forward the date of entitlement to subsequent HL.
  • If the staff member defers HL, he/she may accrue a maximum of 48 points. If the staff member does not take HL when he/she reaches 48 points, he/she stops accruing points until he/she exercises the entitlement.
  • The entitlement may be advanced or deferred when compatible with the needs of the Organization or staff member’s concerns. Requests must specify the reasons for seeking advance or deferred entitlement.
  • If the appointment of a staff member is extended, and, as a result, he/she becomes entitled to HL, his/her service credit towards HL will begin to accrue from the date of initial appointment.
  • A staff member in permanent residence status who takes up non-immigrant status in the country of his/her duty station is granted entitlement to HL and accrues service credit for such leave from the date on which non-immigrant status is acquired, provided that eligibility has otherwise been established.
  • When a staff member is transferred or seconded from an international organization participating in the common system, any entitlement to HL is determined as though all his/her previous service had been with UNDP.
    When a staff member is loaned, any HL entitlement is determined by the releasing organization as though the staff member were still serving with that organization at the duty station to which he/she is assigned.

5
Step

Process entitlements/HL Payment
Responsible Party

BES/GSSC

Template/Guideline
Explanatory Notes
  • Obtain quotation for the requested travel itinerary.
  • Confirm destination of payment with SM.
  • The staff member receives payment in accordance with the Lump Sum determination. Refer to the HL Guidelines for details. The staff member may choose Organization-assisted HL travel when this is the best option to support his/her ability to use the entitlement. The HR Specialist or HR Analyst in GSSC/BES must be notified before proceeding with the Organization-assisted HL travel for advice and guidance.

6
Step

Exercise Home Leave travel
Responsible Party

Staff

Template/Guideline

UNDSS Travel Request Information Process TRIP

Explanatory Notes
  • Ensure to obtain Travel Security/Travel notification in advance of travelling.
  • The absence is charged to the staff member's annual leave balance less the allowable travel time.
  • The absence is recorded elsewhere in absence module either SLWOP, ML, SLWFP or other.
  • The staff member must inform BES/JPOSC if the travel is postponed, cancelled or if one or more of the travellers are not travelling as this will lead to an adjustment of the lump sum.
     

7
Step

Update/adjust absence/allowable travel time in the system
Responsible Party
Template/Guideline
Explanatory Notes
  • If HL is requested through UNALL, adjust HL period for allowable travel time if needed.
  • If HL is requested manually:

-enter HL taken;

-enter periods of allowable travel time (if applicable); and

-Deduct 24 points.

  • For travel on both the outward and the return journey on HL or family visit, staff members who opt for the lump sum payment for their HL or family visit travel shall be granted a fixed amount of travel time not chargeable to annual leave determined on the basis of the most direct flight available as follows:

-One day for each journey of less than 10 hours;

-Two days for each journey of 10 hours or longer but less than 16 hours; and

-Three days for each journey of 16 hours or more.

The travel time is approved in accordance with UNDP travel policy and shall include any authorized rest period or stopover made by the staff member to or from the place of HL within the home country.

  • When the staff member opts for the travel lump sum, travel time shall be applied to working days regardless of when the travel actually took place.
  • When travel is arranged by the Organization, no compensation in terms of travel time applies for travel undertaken on a weekend or official holiday.


 

8
Step

Verification/ submission of supporting documents after completion of HL
Responsible Party

Staff

Template/Guideline
Explanatory Notes
  • The staff member must certify that travel has taken place as authorized and must upload scanned copies of supporting documents within 30 days of returning from HL  in UNALL.
  • Supporting documents may include but not limited to: used airline tickets and boarding passes, in hard copy or electronic form, or national passport containing the dates of arrival and departure from the country to which a particular home leave travel was authorized. If for some reason, such documents are not available, copy of credit card/bank statement together with invoice should be submitted instead. If travelling by car, proof of travel will be any evidence showing that travel took place, such as stamped passports and receipts of payments for road tolls, fuel etc.
  • If the staff member has not certified home leave travel and provided supporting documents within 90 days of return from home leave travel, the lump sum will be recovered.
  • GSSC will conduct spot checks for the compliance on the requirement to certify and to upload proof of travel upon completed HL Travel on a regular basis.
  • Office of Audit and Investigations (OAI) and/or UN Board of External Auditors may spot check the compliance as part of their audits as well.
  • A Home Leave payment cannot be issued unless the previous Home Leave has been certified. 
     

9
Step

Verifying HL points balance/HL record card
 
Responsible Party

Staff member

Template/Guideline
Explanatory Notes
  • Upon Reassignment or relocation from duty station staff member sign off on the Absence record card (if manual card is used) including verification of the accurate HL points balance in Quantum.
  • If HL points balance is inaccurate, the focal point will make necessary adjustment prior to SM departure

Repatriation Grant Request

1
Step

Inform BES/JPOSC HR focal point as soon as possible that the staff member has arrived in the duty station and taken up duty.
(where applicable, confirm arrival of eligible family members.)
Responsible Party

Local HRA / SM’s supervisor / other Agency

Template/Guideline
Explanatory Notes

Local HR Focal point/Supervisor/Other agency must inform the BES/JPOSC HR Focal point that the staff member and eligible family members have arrived at the duty station together with the entry on duty date and the travel dates.

2
Step

Authorize payment of assignment grant through memo or voucher.
Responsible Party

BES/JPOSC HR Focal point

Template/Guideline
Explanatory Notes

UNDP staff assigned to a CO duty station:

BES sends a payment authorization to UNDP Country Office. UNDP Country office processes and releases payment. The authorization specifies the amount of the assignment grant lump sum whereas the amount of the DSA entitlement is determined by the UNDP CO.

UNDP staff assigned to a HQ duty station:

BES/JPOSC raises a voucher and sends it for approval to the budget owner.

For staff members who are reassigned to a new duty station, BES/JPOSC may authorize the lump sum of the assignment grant up to three months in advance at the request of the staff member. The payment will be based on the exchange rate and post adjustment rate applicable on the date of payment. The payment will not be adjusted if there are any fluctuations in exchange rate/post adjustment following payment.

3
Step

Process payment authorization/Approve voucher.
Responsible Party
Template/Guideline
Explanatory Notes

UNDP country office processes and releases payments through AP voucher. Calculates DSA entitlement using the DSA rate applicable on the day of arrival of the staff member and/or eligible family members. Budget owner approves voucher .

4
Step

Exception to waive the recovery of settling in grant lump sum, when the period of service at the duty station is reduced to less than one year.
Responsible Party
Template/Guideline
Explanatory Notes

The BES HR Specialist servicing the region has the authority to grant an exception to waive the proration of the lump sum assignment grant if there are compelling and/or compassionate reasons.

Modalities of payment and adjustment to all Allowances

1
Step

Payment in currencies other than United States dollars.
Responsible Party

BES/JPOSC HR Focal point, in consultation with the OHR Policy and Compensation Unit

Template/Guideline
Explanatory Notes

The allowances are established in, and are normally paid in, United States dollars. Should the staff member request payment of salary and allowances in another currency, in accordance with prevailing rules on currency and modalities of payment of salaries and allowances, payment shall be made at the United Nations operational rate of exchange prevailing on the date the payment is made. No adjustments shall be made to account for changes in exchange rates once the payment has been made.

2
Step

Adjust or discontinue payment of allowance.
Responsible Party

BES/JPOSC HR Focal point

Template/Guideline
Explanatory Notes

Adjustments or discontinuation of payments shall be made when applicable as a result of change of duty station, change of dependency status, change of designation or classification of duty station, promotion, completion of five (or, exceptionally six) continuous years’ at the duty station, as applicable, period on special leave or separation. An adjustment shall also be made if a staff member receives a special post allowance to a higher level which would bring the staff member’s entitlement into another range (this normally would apply for special post allowances at the P-4, D-1 or FS-7 level), thus giving rise to a higher amount of the allowances in accordance with the amounts specified in the tables in the annex.

Non-Family Service Allowance

1
Step

Staff member is assigned to a non-family duty station.
Responsible Party

BES/JPOSC HR Focal point

Template/Guideline
Explanatory Notes

Non-Family Service Allowance is paid automatically   through payroll based on the classification of the duty station. Non-Family Duty Station status’ are published by the Interagency Field Group based on UNDSS recommendation and the status is maintained in Quantum by GSSC.

Hardship Allowance

1
Step

Staff member is assigned to a duty station with a hardship classification B to E.
Responsible Party

BES/JPOSC HR Focal point

Template/Guideline
Explanatory Notes

Hardship Allowance is paid automatically through payroll based on the hardship classification of the duty station. The hardship classifications are published by ICSC and the classification is maintained in Quantum by GSSC.

Mobility Incentive

1
Step

Monitoring of 5 years of uninterrupted service with UNDP
Responsible Party

BES/JPOSC HR Focal point

Template/Guideline
Explanatory Notes
  • 5 years of uninterrupted service is counted as of the last entry on duty (EOD) with UNDP (hire/rehire) unless staff member has joined UNDP on transfer, secondment or loan from another agency.

2
Step

Activate Mobility Incentive in  Quantum for the assignment
Responsible Party

BES/JPOSC HR Focal point

Template/Guideline
Explanatory Notes

3
Step

Payment
Responsible Party

BES/JPOSC HR Focal point

Template/Guideline
Explanatory Notes
  • Payment is automated and paid monthly through payroll.
  • The mobility incentive assignment count and start date is included on the Personnel Action form.Entitlement to the incentive ends upon 5 years in a duty station regardless of when the entitlement started to be accrued. 
  • The mobility incentive is activated per assignment in Quantum.

4
Step

Monitor and end entitlement to Mobility Incentive on the date of 5 years in duty station.
Responsible Party

BES/JPOSC HR Focal point

Template/Guideline
Explanatory Notes
  • Entitlement to the incentive ends upon 5 years in a duty station regardless of when the entitlement started to be accrued. 

5
Step

Reinstate mobility upon reassignment to a new duty station
Responsible Party

BES/JPOSC HR Focal point

Template/Guideline
Explanatory Notes

Pre-Award Negotiations

1
Step

Submit the request for approval. 

 
Responsible Party

CO Procurement

Template/Guideline

Pre-Award Negotiations Strategy

Explanatory Notes

Negotiations on procurement actions below the CAP threshold shall be initiated after authorization by the Head of Business Unit or personnel delegated with Procurement Authority.

Negotiations on procurement actions above the CAP threshold shall be initiated after authorization by the Procurement Authority (Head of BU or RCPO or CPO), based on the recommendation of the appropriate Procurement Review Committee (CAP, RACP or ACP).

2
Step

Manage negotiations (see Managing Negotiations Guidance Notes) 
 
Responsible Party
Template/Guideline

Guidance Notes on Managing Negotiations

Explanatory Notes

Formalizing partnerships with foundations

1
Step

Formalizing via MoU (optional) 
 
Responsible Party
Template/Guideline

Memorandum of Understanding (MoU) and Statement of Intent (SoI)

Explanatory Notes

An MoU captures areas of intended collaboration towards a common goal, when such commitments does not include any transfer of resources between the partners, or make any financial demands on UNDP.

2
Step

Formalizing via financing agreement
Responsible Party

RR focal points, and Directors of initiating business unit

Template/Guideline

Financing Agreements and Templates

Foundations’ partner specific agreements

Explanatory Notes

Collaboration which involves formalization via a financing agreement must always be done in the context of UNDP's Programme and Project Management policies and procedures; please see Financing Agreements and Templates.

If the financing agreement's text deviates from the standard, approval should be sought from the Office of Legal Services (OLS), Bureau for Management Services (BMS). Any deviation from the standard templates must be reviewed before signature by the Director of the Office of Legal Services (OLS/BMS).

3
Step

Tax Status:  As an international organization, UNDP does not possess these documents. However, as a subsidiary organ of the United Nations, UNDP’s tax-exempt status is derived from the Convention on the Privileges and Immunities of the United Nations. 
 
Responsible Party
Template/Guideline
Explanatory Notes

Information regarding UNDP’s tax status is usually requested by foundations based in the United States. Those foundations will ask for the submission of a Tax-Exempt Statement in the form of an IRS Section 501(c)(3) Status Determination letter/statement.  The following sample text can be submitted to U.S.-based foundations in place of the IRS determination letter:
"UNDP, as a subsidiary organ of the United Nations, is immune from taxation based on the Convention on the Privileges and Immunities Act of the United Nations, to which the United States Government acceded on 29 April 1970, 21 U.S.T. 1418, [1970], T.I.A.S. No. 6900. The United Nations, including UNDP, is also exempt from taxation pursuant to the International Organizations Immunities Act (IOIA). Pub. L. No. 79-291, 59 Stat. 669 (codified at 22 USC 288 et seq.). For the purposes of this Act, the President of the United States designated the United Nations as an international organization, Executive Order No. 9698, 11 Fed. Ref. 1809 (1946)."

4
Step

Financial information:
Responsible Party
Template/Guideline
Explanatory Notes

Some foundations may request financial documentation, such as an organization's budgets and financial statements, which is included into the project proposal as appendixes.  
UNDP bi-annual support budget and the annual financial report to the Executive Board are available on the Executive Board website. UNDP bi-annual financial report and audited financial statements of the Board of Auditors is available on the UN General Assembly website. 
 

5
Step

Pre-approved Status provision to accompany the Financing Agreement
Responsible Party
Template/Guideline
Explanatory Notes

"UNDP confirms that it is a subsidiary organ of the United Nations, which is an international organization designated by Executive Order 9698 of the United States International Organizations Immunities Act, 22 USC 288. You agree to advise us immediately if there is any change in your organization’s status during the term of this grant".
Always ensure that this provision is included without any deviations. In case of deviations, please seek clearance from the UNDP legal office.

Options for approaching potential foundation partners

1
Step
Submitting a letter of inquiry
Responsible Party
Template/Guideline
Explanatory Notes
This is the most common method preferred by foundations and can sometimes be accompanied by a project submission.

Many foundations accept letters of inquiry on an ongoing basis while others set specific submission deadlines.

2
Step
Submitting project proposal - foundations often invite organizations to submit proposals following a successful review of a letter of inquiry
Responsible Party
Template/Guideline
Explanatory Notes
A direct request for proposal may also occur in instances where a foundation is initially approached informally and, upon expressing interest regarding a proposed project idea.

3
Step
Informal approaches – in cases where there is significant partnership potential and foundations only support pre-selected organizations
Responsible Party

RR focal points, and Directors of initiating business unit

Template/Guideline
Explanatory Notes
Informal approaches and efforts to establish and maintain good rapport, can often open doors to the possibility for future collaborations with a foundation.

Identifying and analyzing foundations for partnerships with UNDP

1
Step

Analysing potential partners 
 
Responsible Party
Template/Guideline
Explanatory Notes

Conduct  research on "legitimacy" of the foundation to confirm their basic purposes, including scanning of programmatic activities; board membership and individuals/entities affiliated with the foundation; previous grant-making; and tax and other financial information (if available). Information may be available in international/national foundations registers, websites of the foundations, news published by media, watchdogs, etc. 

For additional information please refer to the intranet guidance in BERA/Public Partnerships Group. 

2
Step

Due-diligence review of cases for foundations that have controversial profiles, or are linked to corporations whose business practices are inconsistent with the ideals of the United Nations
Responsible Party

The case should be discussed by members of an ad hoc local Committee,

Initiating Business Unit

Template/Guideline

Self Certification Form for Donor Entities

Self-Certification Form for Donor Individuals

Private Sector Risk Assessment Tool

UNDP Private Sector Due Diligence Risk Assessment Tool User Manual

Explanatory Notes

Members of the Committee should include relevant CO staff and relevant strategic UNDP local partners (e.g. representatives of Government/CSO.

The Self Certification Form for Donor Entities and the Self-Certification Form for Donor Individuals are relevant for in-scope donors.  In-scope donors refer to private companies/foundations/private individuals acting as donors, in the context of the Anti-Money Laundering and Countering the Financing of Terrorism Policy which is supplemented by the Operational Guide for the Implementation of the UNDP Anti-Money Laundering and Countering the Financing of Terrorism Policy (AML/CFT Policy). The Operational Guide provides detailed procedures and guidance for the implementation of the policy across UNDP and specifies roles and responsibilities in the vetting process, including escalation procedures and available corporate tools. The Offline Private Sector Risk Assessment Tool Guide contains the practical steps to be followed to reach a decision on a given partnership with corporate foundations and business associations, coalitions and alliance.

3
Step

Due-diligence review for corporate foundations
Responsible Party
Template/Guideline

Private Sector Risk Assessment Tool

UNDP Private Sector Due Diligence Risk Assessment Tool User Manual

Explanatory Notes

Corporate foundations should be in line with the guidelines for conducting private sector due-diligence. Refer to Policy on Due Diligence and Partnerships with the Private Sector for further clarification. 
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