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Disciplinary Reasons

1
Step

Submission and decision. 


Responsible Party
Template/Guideline
Explanatory Notes

Please refer to the UNDP Legal Framework for addressing non-compliance with the UN standards of conduct

2
Step
Implementation of the decision.
Responsible Party

OHR Business Partner

Template/Guideline
Explanatory Notes

Implements termination decision under LO guidance.

Facts Anterior

1
Step

Submission of the request for termination of appointment. 
Responsible Party

Bureau or Country Office

Template/Guideline
Explanatory Notes

2
Step

Review of the request. 
 

 

 
Responsible Party

OHR Business Partner and Legal Office

Template/Guideline
Explanatory Notes

Review by Legal Office required in all cases. 
 

 

3
Step

Approval of the request in section 1.0.
Responsible Party

Assistant Administrator and Director, BMS

Template/Guideline
Explanatory Notes

Approve termination of appointment. 
 

 

4
Step

Implementation of the decision. 


 
Responsible Party

OHR Business Partner,

Staff member

Template/Guideline
Explanatory Notes

Notify staff member and prepare Request for Personnel Action.

Receive notification.

Calculation of indemnities.

Implement termination decision.
 

 

 

Termination of appointment in the interest of the good administration of the Organization without consent of the staff member (Staff with continuing appointments)

1
Step

Submission of the request for termination of appointment.

 
Responsible Party

Bureau or Country Office

Template/Guideline
Explanatory Notes

2
Step

Review of the request in section 1.0.
Responsible Party

OHR Business Partner and Legal Office

Template/Guideline
Explanatory Notes

Review by Legal Office necessary in all cases

3
Step

Approval of the request in section 1.0.
Responsible Party

Assistant Administrator and Director, BMS

Template/Guideline
Explanatory Notes

Approve termination of appointment.

 

4
Step

Implementation of the decision.
Responsible Party

OHR Business Partner,

Staff member

Template/Guideline
Explanatory Notes

Notify Staff Member and prepare Request for Personnel Action.

Receive notification.

Calculation of indemnities.

Implement termination decision.

 

Agreed Separation

1
Step

Submission of application.

 
Responsible Party

Staff Member, Country Office Management or OHR Business Partner

Template/Guideline

The application for the agreed termination

Country Office Submission

New Calculation

Due Process Tracking

Memo

Explanatory Notes

If eligibility criteria are met, the staff member should submit application through Head of Office/Unit to which he/she is assigned.

2
Step

Review of application.
Responsible Party

OHR Business Partner

Template/Guideline
Explanatory Notes

Consider the interests of UNDP and takes into account whether criteria are fullfilled:

  • Review summary prepared by OHR on staff members applying for agreed termination;
  • Determine in the case of recommendations for approval, the applicable terms and conditions as outlined in policy;
  • Ensure process followed took place in full and fair consideration of the staff member's applications;
  • Ensures staff members being selected meet the criteria of the current agreed termination agreements;
  • Seek any additional information from relevant Bureau/Units or Offices
  • Seek Bureau Endorsement
  • Make recommendation to the Assistant Administrator and Director of BMS.

3
Step

Authorize payment of additional termination indemnities.
Responsible Party

Director, OHR

Template/Guideline
Explanatory Notes

Authorizes payment of additional termination indemnities, in accordance with, and limited to the amounts included in the schedule provided in Annex I.

 

4
Step

Decision to terminate the appointment. 

 
Responsible Party

Assistant Administrator and Director, BMS

Template/Guideline
Explanatory Notes

Approves termination of appointment.

 

5
Step

Sign Certificate of No Contest (CNC)
 
Responsible Party

OHR Business Partner, Staff Member

Template/Guideline
Explanatory Notes

Prepare CNC.

Required to sign the Certificate of No Contest (CNC) within two weeks of receipt of notification of approval. 

If staff member does not respond within one month of the date of notification of approval or agreed termination, the proposed agreed termination will lapse, and UNDP will initiate termination of appointment as per the UN Staff Rules and Staff Regulations, Annex III for all approvals. 
 

6
Step

Implementation of approved cases. 
 
Responsible Party

OHR Business Partner,

Staff member

Template/Guideline
Explanatory Notes

For locally recruited staff, prepare Request for Personnel Action to Global Payroll Services. 

For International Professional & General Service staff based at Headquarters, prepare RPA to BES/GSSC 
 

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

Amendment of existing policies

1
Step

Review the scope and content of amendment.
Responsible Party

Content Owner

Template/Guideline
Explanatory Notes

Straightforward changes involve: 

  • Incorporation of new/updated UN regulations, rules and decisions.
  • Alignment with existing UNDP policies, processes, tools and practices to ensure coherence. 

Editorial changes involve: 

  • Refinement of language for ‘clarification’ purposes.
  • Update of outdated links and reference sources.  

Substantive changes involve:

  • Changes with significant financial and/or strategic implications to UNDP which introduce new concepts, roles or processes. 

For substantive changes to existing policies, please follow the procedure on preparation of new policies. 

2
Step

Consult with other offices and BMS/Directorate to ensure consistency in formulating a policy and identify paragraphs in relevant policies that should be refined, and policies to be retired.
Responsible Party

Content Owner

Template/Guideline
Explanatory Notes

3
Step

Ensure that any changes are also reflected in other languages translated.
Responsible Party

Content Owner

Template/Guideline
Explanatory Notes

4
Step

The policy focal point for each content owning bureau keeps track of what policies have been amended and updated.
Responsible Party

Content Owner

Template/Guideline
Explanatory Notes

5
Step

Ensure standardization of format.
 
Responsible Party

BMS/Directorate

Template/Guideline
Explanatory Notes

6
Step

Submit a clean version of the amended policy approved for publication.
Responsible Party

Content Owning Bureau

Template/Guideline
Explanatory Notes

Provide a summary of the amendment for the “Latest updates” section in the policy page and in the “What’s new” page. For guidance, please contact BMS/Directorate.

7
Step

Publish the approved content and update the “What’s new” page in the POPP.
Responsible Party

BMS/Directorate POPP Focal Point for Content Owning Bureau

Template/Guideline
Explanatory Notes

8
Step

Regularly communicate the updated content to country offices.
Responsible Party

Content Owning Bureau

Template/Guideline
Explanatory Notes

Incapacity for further service for health reasons

1
Step

Submission of the request for termination of appointment.
Responsible Party

OHR Business Partner

Template/Guideline
Explanatory Notes

Once staff member has exhausted sick leave and annual leave. 

Request UN Medical Director to establish medical condition of staff member. 
 

 

2
Step

Review of the request.
 

 


 
Responsible Party

UN Medical Director, Staff Member

Template/Guideline
Explanatory Notes

Reviews submission/determines impairment exists. 
 

If staff member disagrees with the recommendation, OHR BP will submit for further review to be done by UN Medical Director.

If staff member agrees with the recommendation, the recommendation of termination will be provided by UN Staff Pension Committee. 
 

3
Step

Endorsment of the request. 



 
Responsible Party

UN Staff Pension Committee

Template/Guideline
Explanatory Notes

Recommendation of termination provided. 
 

4
Step

Approval of the request in section 1.0.




 
Responsible Party

Assistant Administrator and Director, BMS

Template/Guideline
Explanatory Notes

Approve termination of appointment. 


 

5
Step

Implementation of the decision. 
 
Responsible Party

OHR Business Partner,

Staff member

Template/Guideline
Explanatory Notes

Notify staff member and prepare Request for Personnel Action. 

Receive notification. 

Calculation of indemnities. 

Implement seperation decision. 


 

Managing Portfolio and/or Project-Level Risk (Country, Regional or Global Portfolios and/or Projects)

1
Step

Communications & Consultation

 
Responsible Party

Risk Owner

Template/Guideline
Explanatory Notes

Engage key stakeholders in risk identification and risk analysis process. Keep the Portfolio and/or Project Board and other stakeholders/partners informed on RM processes at the portfolio and/or project level.

2
Step

Scope, Context and Criteria
Responsible Party

Portfolio Developer, Project Developer, Portfolio Manager or Project Manager

Template/Guideline

Project Document Template

Portfolio Document Template

Portfolio and/or Project Risk Register

Explanatory Notes

Integrated in Programme and/or Portfolio Document, Project Document, Multi-Year Work Plan.

3
Step

Risk Assessment:
 
Identification of Risks

Risk Analysis

Evaluation of Risk
Responsible Party

Portfolio Developer, Project Developer, Portfolio Manager or Project Manager,

Portfolio Manager and/or Project Manager

Template/Guideline

Portfolio/Project Risk Register

Explanatory Notes

Assess risks during Portfolio/Project Design and as often as needed during implementation, once a year at a minimum. Track in Risk Register.

In consultation with relevant stakeholders, identify major risks for the portfolio/project objectives.

Analyze likelihood and impact of the portfolio/project risks by applying the ERM Criteria Model and record in Risk Register.

Evaluate each portfolio/project risk to determine which risks can be accepted and which risks require a priority treatment in order to meet portfolio/project objectives and avoid harm.

4
Step

Risk Treatment
Responsible Party

Portfolio/Project Developer or Portfolio/Project Manager

Template/Guideline

Portfolio/Project Risk Register

Explanatory Notes

Identify risk treatment measures in Risk Register during portfolio/project design, prior to portfolio/project approval.

During implementation, update/confirm risk treatment measures to address changes in context, new information and new risks, as necessary and based on Step 4. Implement identified risk treatment measures. Escalate/transfer the risks that meet any of the escalation conditions to the applicable line management.

5
Step

Risk Monitoring & Review
Responsible Party

Risk Owner

Template/Guideline

Portfolio/Project Risk Register Template

Explanatory Notes

Monitor and review risks at the frequency that is best fit for the risk and complexity of the portfolio/project. Update Risk Register once a year at a minimum.

6
Step

Risk Recording and Reporting
Responsible Party

Portfolio/Project Manager

Template/Guideline

Portfolio and Project Risk Register

Explanatory Notes

Risks are to be recorded in ERM Risk Register and risk reporting is integrated in agreed portfolio/project reporting cycle, once a year at a minimum. Portfolio/Project risks presented to the Portfolio/Project Board.

Settling-In Grant

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 settling-in 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.

For staff arriving in New York the DSA portion of the settling-in Grant is paid upon submission of the following copies:

1. Entry visa arrival stamp

2. G-4 visa from passport Completed P.1 form

3. Completed P.1 form

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 for JPOSC staff population (JPOs/SARCs/Swedish Government Secondments.) JPOSC is the budget owner of donor funds. Payments/vouchers approval requests should be sent to JPOSC.Payments@undp.org for verification and approval by JPOSC Finance. For JPOs/SARCs on co-funded arrangement, approval of payment shouldered by the hiring unit, should be solicited from the respective hiring unit.

GMS Fee Set-up and Collection

1
Step

Set up project budget, including GMS budget component in Quantum, for each fund and donor combinations
Responsible Party
Template/Guideline

GMS Calculator

Explanatory Notes

Use the GMS Calculator to determine amounts for project programmable budget and GMS budget

List of funds subject to GMS can be found here (taken from UN_GMS_FUNDS)

2
Step

Set up GMS fee in Quantum Grants Module under Awards
-  MS fee collection method is pre-set to 'earn as you go'
-  Set up GMS fee at the Project / fund / donor levels
 

-  Ensure the correct GMS Rate is selected from the drop-down menu.
 
Responsible Party

Office or Fund Managers

Template/Guideline

Guidance Note on GMS Setup in Quantum

Explanatory Notes

Ensure Distribution modality is communicated to GSSC through a UNALL case and is setup properly in Contracts Module
 

3
Step

Monitor GMS fee set up 
Responsible Party

Office/Bureau

Template/Guideline
Explanatory Notes

4
Step

Review GMS exception reports and take corrective actions
Responsible Party

Office/Bureau

Template/Guideline

GMS Exceptions - Power BI

Explanatory Notes

Review and monitor the GMS exceptions – Power BI regularly and make necessary corrections.

5
Step

Process daily/monthly GMS batch process
Responsible Party

IMT/OFRM

Template/Guideline
Explanatory Notes

Refer to monthly closing deadlines from OFM

6
Step

Monitor GMS charged to projects and funds

Monitor GMS Income 

 
Responsible Party
Template/Guideline

Review Ledger results until Quantum queries are made available. Refer to:

Guidance Note on GMS Setup in Quantum

Explanatory Notes

Corporate - Average GMS Rate Performance - Power BI
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