| United Nations Development Programme

Step

Flowchart – Medical Evacuation Travel (MET) Process

Responsible Party

Template/Guideline

Medical Evacuation Travel Flowchart

Explanatory Notes

Step

Request approval for MET to Head of Office and advise HR Administrator

Responsible Party

Staff member

Template/Guideline

Explanatory Notes

Request for MET must be accompanied by a medical report from the attending physician that justifies medical necessity.

Step

Verify eligibility of patient for MET

Responsible Party

Template/Guideline

Explanatory Notes

International and national staff members with an appointment governed by the UN Staff Regulations and Staff Rules.

Step

Consult with UN Examining Physician/UN Dispensary Physician on the need for MET

Responsible Party

Head of Office

Template/Guideline

Explanatory Notes

Head of Office (RR/Officer-in-Charge)

MET should be approved on the recommendation of the local Medical Officer of the Regional Commission/UN Examining Physician/UN Dispensary Physician.

Step

Evaluate and recommend MET

Responsible Party

Physician

Template/Guideline

Entitlement Travel MET Annex C Guidelines for Physicians advising on Medical Evacuation

Explanatory Notes

The local Medical Officer of the Regional Commission or
the UN Dispensary Physician or
local UN Examining Physician
Guidelines for physicians on MET should be followed (Annex C); the recommendation for MET should be forwarded to the Head of Office for approval.

Step

Approve MET to a recognized regional medical centre within the region

Responsible Party

Head of Office

Template/Guideline

Explanatory Notes

If MET is not authorized, the HR Administrator should inform the staff member.

MET to any other place will require the prior approval of the UN Medical Director.

Step

Evaluate request for MET outside the region and approve MET to any other place other than the recognized medical centre within the region

Responsible Party

UN Medical Director

Template/Guideline

Explanatory Notes

The Head of Office should forward a request to the UN Medical Director with the following information:
- staff member’s name, agency, duty station and index number;
- indication of whether the patient is the staff member or an eligible family member; if eligible family member, relationship to staff member;
- proposed place and date of evacuation;
- patient’s current clinical condition;
- tentative diagnosis by the treating physician;
- laboratory test;
- treatment initiated;
- specific purpose of the evacuation; and
- recommendation of the local Medical Officer of the Regional Commission, the UN Dispensary Physician or the local UN Examining Physician.

It is essential that correct and complete information be communicated to the UN Medical Director to avoid unnecessary delays. Each request for MET will be reviewed individually, taking into consideration the recommendation of the Medical Officer of the Regional Economic Commission, the UN Dispensary Physician or the local UN Examining Physician, and any other medical information at hand.

If MET is not authorized outside the region, the RR would be advised to inform the staff member.

Step

Arrange MET:
- Communicate approval to staff
- Inform Cigna or GMCS of MET
- If patient is unable to, forward completed and signed Cost Estimate form to Medical Insurance on behalf of patient
- Organize MET of the patient and accompanying escort, if applicable
- Organize purchase of tickets, confirmation of flights and DSA
- Process salary advance for the staff member, if requested
- Ensure that any required entry visas are obtained
- Forward itinerary and MET approval to Finance for payment of DSA and terminal expenses
- If the MET destination is in security level I or above, request security clearance for the patient and/or family member/ medical escort
- Forward the travel details to the HR Administrator of the receiving office and request logistical arrangements for the patient: hospital appointment, hotel accommodation and transportation

Responsible Party

Template/Guideline

Explanatory Notes

In non-emergency cases, appointments with the hospital should be confirmed before the staff member or dependent leaves on MET; Cost estimate forms should be completed at least 10 days before hospitalization or no later than three days after hospitalization in cases of emergency

All logistical arrangements should be put in place before departure and confirmed with the receiving UNDP office at the place of MET

The following information should be forwarded to the receiving office:
- patient’s name, date of birth and relationship to the staff member;
- if applicable, name of accompanying family member and/or medical escort;
- date of arrival, name of airline, flight number and estimated time of arrival for patient and, if applicable, accompanying family member and/or medical escort;
- estimated date of departure, name of airline, flight number and estimated time of departure for patient and, if applicable, accompanying family member and/or medical escort;
- whether hotel accommodation arrangements are required for the patient and, if applicable, accompanying family member and/or medical escort;
- whether transportation arrangements to and from the airport are required for the patient and, if applicable, accompanying family member and/or medical escort; and
- whether patient is covered under Cigna, MIP or any of the New York Insurance Plans.

If the staff member is unable to complete and/or sign the form, the staff member’s spouse or an adult family member may complete and sign the form on his/her behalf. If attempts to contact the staff member’s spouse or an adult family member have failed, the UNDP RR, Country Director or OIC may sign on the staff member’s behalf. This measure should only be taken under circumstances where there is supporting documentation to show that efforts to contact the staff member’s spouse or adult family member were unsuccessful and where further delay could jeopardize the staff member’s well-being. When using this measure, the UNDP decision maker is responsible for communicating all medical information to the staff member until such time as a spouse or adult family member is contacted.

Step

Approve the application for hospitalization and direct billing;
Forward Letter of Guarantee to the hospital/clinic

Responsible Party

Template/Guideline

UN Worldwide Medical Insurance Plan.

MIP Rules

Explanatory Notes

Insurance Company Cigna, MIP or any of the New York Insurance Plans

For local staff covered under MIP, please refer to MIP Rules.

For international staff covered under UN WWP (Cigna), please refer to UN Worldwide Medical Insurance Plan.

Step

Take MET

Responsible Party

Staff member,

Dependent

Template/Guideline

Explanatory Notes

For local staff covered under MIP, please refer to MIP Rules.

For international staff covered under the UN WWP (Cigna),, please refer to UN Worldwide Medical Insurance Plan

Step

For a patient covered under MIP, sign and forward the GMC Prior Agreement form completed by the doctor to GMC.

Responsible Party

Staff member,

Dependent

Template/Guideline

GMC Prior Agreement Form

Explanatory Notes

For local staff covered under MIP, please refer to MIP Rules.

For international staff covered under Vanbreda, please refer to UN Worldwide Medical Insurance Plan.

Step

Request completion of ‘Medical Evacuation’ form (MS.39) by the attending physician at the place of evacuation, together with a complete medical report to the Medical Service through the attending physician at the staff member’s duty station within two weeks of the evacuee’s return to the duty station

Responsible Party

Staff member,

Dependent

Template/Guideline

Medical Evacuation Form (MS.39)

Explanatory Notes

Step

Forward the ‘Medical Evacuation’ form (MS.39) and the medical report from the attending physician to the UN Medical Director when the staff member returns from MET

Responsible Party

Physician

Template/Guideline

Medical Evacuation Form (MS.39)

Explanatory Notes

The local Medical Officer of the Regional Commission or
the UN Dispensary Physician or
local UN Examining Physician

A complete medical report delivered by the attending physician at the place of evacuation should be forwarded to the Medical Service within two weeks of the evacuee’s return to the duty station.

The record will include all supporting documentation that may have been submitted to justify a request for MET in excess of 45 days.

Step

Maintain a complete record of the MET;
Forward the data on MET to the UN Medical Director each quarter

Responsible Party

Template/Guideline

Explanatory Notes

A written record must be kept by the local HR/Operations Manager of each MET, setting out the following information (which should be forwarded to UNMS):
- the name of the staff member, index number, name of the organization, whether locally or internationally recruited;
- the name of the dependant and his/her relation to the staff member, if the evacuee was not the staff member;
- the name of the Head of Office who authorized the evacuation;
- the place of evacuation authorized by the Head of Office;
- the actual place of evacuation;
- the total cost of the MET, including travel expenses and DSA; and
- the total medical costs during MET.

Step

Repatriation of mortal remains

Responsible Party

Template/Guideline

Annex D : List of Reimbursable Expenses

Explanatory Notes

The funding source for the authorized expenses related to the preparation and transportation of mortal remains is the same funding source against which the staff member’s salary is charged. Please be guided by Annex D.

All expenses related to the staff member’s medical treatment are charged to MIP in accordance with the rules.

Expenses related to the MET (e.g. staff member’s air ticket, nurse’s air ticket, DSA, ambulances etc.) are charged to the same funding source against which the staff member’s salary is charged.

1	Step Flowchart - Family Visit	Responsible Party	Template/Guideline Flowchart - Family Visit Travel	Explanatory Notes
2	Step Request family visit travel/annual leave or reverse family visit travel for spouse through UNALL	Responsible Party Staff member	Template/Guideline	Explanatory Notes Request for Leave (Quantum link - requires UNDP username and password)
4	Step Approve absence from the office (annual leave) in Quantum self-service	Responsible Party	Template/Guideline	Explanatory Notes Leave should be approved in Quantum self-service in accordance with the office’s leave plan
6	Step Process entitlements	Responsible Party GSSC/BES focal point	Template/Guideline	Explanatory Notes When the staff member requests the lump sum option, he/she receives 75 percent of the least costly unrestricted economy air fare from his/her duty station to his/her recognized place of HL or chosen destination, whichever is less
7	Step Embark on family visit travel	Responsible Party Staff member	Template/Guideline	Explanatory Notes If the staff member is unable to travel, his/her spouse could take reverse family visit travel to the staff member’s duty station
8	Step Record absence in the system	Responsible Party Staff member,	Template/Guideline	Explanatory Notes

Step

Report accident

Responsible Party

Staff member

Template/Guideline

Explanatory Notes

The staff member is responsible for reporting an accident as soon as possible to his/her HR administrator

The staff member should refer to all Appendix D documentation for information on the conditions under which compensation may be granted

Step

Fill in a Claim for Compensation form;
Attach all original supporting documentation;
Submit to HR administrator

Responsible Party

Staff member

Template/Guideline

Claim for Compensation under Appendix D to the Staff Rules

Explanatory Notes

Staff members are personally responsible for payment of all medical expenses incurred and are expected to pay all bills, then claim reimbursement

Under no circumstances should physicians or hospitals be instructed to send bills to UNDP or the UN Health and Life Insurance Unit

TPAs (Blue Cross, Aetna, Cigna and HIP/HMO) are not required to provide coverage for service-related injuries or illness (as their insurance contracts exclude coverage of this nature), but may, upon request, do so, pending the outcome of the claim for compensation

All bills for medical, hospital, and related services must be listed and provided by the claimant

Reimbursement will be authorized only when original detailed bills are submitted

Step

Assist staff member in completing documentation;
Vet all forms and documentation submitted by the staff member

Responsible Party

Template/Guideline

Explanatory Notes

Upon vetting all documentation, the HR administrator must submit documentation to the respective HR associate GSSC

Step

Provide guidance to HR administrator;
Vet all forms and documentation submitted by the HR administrator;
Submit documentation to ABCC

Responsible Party

Template/Guideline

Explanatory Notes

The HR associate, GSSC is responsible for timely submission of forms and documentation to the ABCC

Claims for compensation under Appendix D must be submitted to the ABCC no later than four (4) months after the date of injury or onset of illness

Step

Determination of eligibility and compensation

Responsible Party

ABCC

Template/Guideline

Explanatory Notes

The ABCC makes recommendations to the Secretary-General concerning claims for compensation under Appendix D

The Secretary-General can consult with the ABCC on any matter connected with the implementation and administration of Appendix D

The Secretary-General may require a medical examination of any person claiming, or in receipt of, compensation for injury or illness under Appendix D

Based on documentation provided, and documentation requested, the ABCC will make a determination on the case

Step

Announcement of decision (I)

Responsible Party

ABCC

Template/Guideline

Explanatory Notes

Upon making its decision, the ABCC notifies the Director, OHR

Step

Payment

Responsible Party

OHR Copenhagen

Template/Guideline

Explanatory Notes

Payment of compensation by UNDP to an eligible staff member is made in accordance with ABCC decision/direction

Step

Appeal

Responsible Party

Staff member

Template/Guideline

Explanatory Notes

Reconsideration of the decision of the ABCC may be requested within 30 days of notice of the decision

In exceptional circumstances, the ABCC may accept requests made at a later date

Requests for reconsideration shall be accompanied by the name of the medical practitioner chosen by the staff member to represent him/her on the medical board

Step

Determination of compensation, if any, based on appeal

Responsible Party

ABCC

Template/Guideline

Explanatory Notes

If, after reviewing the report of the medical board and the recommendations of the ABCC, the Secretary-General alters his original decision in favour of the staff member, the UN will bear the medical fees and incidental expenses

If the original decision is sustained, the staff member shall bear the medical fees and the incidental expenses of the medical practitioner whom he selected and half of the medical fees and expenses of the third (independent) medical practitioner on the medical board. The balance of the fees and expenses shall be borne by the UN.

Step

Announcement of decision (II)

Responsible Party

ABCC

Template/Guideline

Explanatory Notes

Upon making its decision, the ABCC notifies the Director, OHR, HR associate, GSSC and the HR administrator

Step

Payment (if applicable)

Responsible Party

OHR Copenhagen

Template/Guideline

Explanatory Notes

If the appeal by a staff member is successful, payment of compensation by UNDP is made in accordance with ABCC decision/direction

Step

Payment of costs (if applicable) related to appeal

Responsible Party

Staff member

Template/Guideline

Explanatory Notes

If the original decision by the ABCC is sustained, the staff member must pay:
- The medical fees and the incidental expenses of the medical practitioner whom the staff member selected
- Half of the medical fees and expenses of the third (independent) medical practitioner on the medical board

Step

Flowchart - Compensation for Death, Injury or Illness – Appendix D

Responsible Party

Template/Guideline

Flowchart - Compensation for Death, Injury or Illness – Appendix D

Explanatory Notes

Step

Request a certificate of service in writing

Responsible Party

Staff member

Template/Guideline

Generic certification letter

Explanatory Notes

Submits a request to the person who administers the staff member’s contract (HR administrator)

Step

Process certificate of service HR administrator

Responsible Party

Template/Guideline

Explanatory Notes

Factual information, such as period of service, positions held, and earnings, in response to such inquiries will be given in a written statement on UNDP letterhead

Upon the staff member's written request, the statement also refers to the quality of his/her work and official conduct

Step

Request Leave

Responsible Party

Staff member

Template/Guideline

Flowchart - Family Leave

Explanatory Notes

Every effort should be made to inform the supervisor in advance of the proposed leave and of its duration; if this is not possible, the information should be provided on the first day taken as family leave

Request Family Leave in Atlas eServices
Staff member without access to Atlas eServices applies for family leave off-line in writing for approval by their supervisor and such records must be kept on file

Step

Approve, Deny or Request amendment for the family leave request

Responsible Party

Template/Guideline

Explanatory Notes

Absence on family leave is recorded as uncertified sick leave
Approve Family Leave in Atlas eServices
Approval, denial or request to amend family leave that is submitted manually off-line must be done in writing and such records must be kept on file
Staff member is automatically informed via email
Leave monitor is automatically informed via email upon approval

Step

Record Family Leave in Atlas eServices

Responsible Party

Staff Member without access to Atlas eServices

Template/Guideline

Explanatory Notes

A copy of the request and supervisor’s approval should be kept in the staff member’s file.

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.

1	Step Request annual leave	Responsible Party Staff member	Template/Guideline Request for Leave: Quantum Link	Explanatory Notes Request for Leave: Quantum link requires UNDP username and password. Staff member applies for annual leave in Quantum. Staff members are responsible at all times for ensuring that they have sufficient annual leave accrued to cover. any period of absence on annual leave, home leave, family visit, reverse education grant travel in lieu of a child.
2	Step Requests annual leave through the regional bureau for approval.	Responsible Party	Template/Guideline	Explanatory Notes The regional bureau should be advised by the Resident representative of any absences from the country of the duty station, and to designate an officer-in-charge during such absence.
3	Step Approve, Deny or request amendment for the annual leave request.	Responsible Party	Template/Guideline	Explanatory Notes Leave is approved in accordance with the leave plan of the office. Staff member is automatically informed via via Quantum notification. Approval, denial or request to amend annual leave that is submitted manually off-line must be entered retroactively in Quantum and approved.
4	Step Take leave	Responsible Party Staff member	Template/Guideline	Explanatory Notes
5	Step Staff member and supervisor ensure annual leave balance in Quantum is correct.	Responsible Party Staff member	Template/Guideline	Explanatory Notes It is the responsibility of the staff member and supervisor to ensure that annual leave is properly recorded and approved to ensure balance in Quantum is correct.
6	Step Commutation of Annual Leave	Responsible Party	Template/Guideline	Explanatory Notes The annual leave balance in Quantum at the time of close of business will be used for the commutation of annual leave upon separation. A sign off is no longer needed by staff member and business unit.

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.

Step

Flowchart - Time off for Breastfeeding

Responsible Party

Template/Guideline

Flowchart - Time off for Breastfeeding

Explanatory Notes

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Policy Areas

Medical Evacuation Travel (MET)

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Responsible Party

Template/Guideline

Explanatory Notes

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Family Visit

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Responsible Party

Template/Guideline

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