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Annual Leave

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.

Time off for Breastfeeding

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.

Telecommuting

1
Step

Request telecommuting
Responsible Party

Staff member

Template/Guideline

Annex 1 – Telecommuting Connectivity Guidelines

Annex 2 – Telecommuting Agreement: Part 1 – Compact

Annex 2 – Telecommuting Agreement: Part 2 – Organizational Form

Annex 2 – Telecommuting Agreement: Part 3 – Confirmation

Annex 2 – Telecommuting Agreement: Part 4 – Manager’s Guidelines

Explanatory Notes

Telecommuting requests should be submitted in writing to the staff member’s immediate supervisor and head of office.

2
Step

Review of request for telecommuting
Responsible Party

Head of Office

Template/Guideline
Explanatory Notes

The immediate supervisor and head of office review each request on a case-by-case basis, with particular concern for ensuring adequate staff coverage.

3
Step

Discussion within unit/team
Responsible Party
Template/Guideline
Explanatory Notes

The unit/team meets to discuss set goals, work objectives and distribution of work.

4
Step

Approval
Responsible Party

Head of Office

Template/Guideline
Explanatory Notes

The head of office decides on requests for telecommuting.

5
Step

Communication of decision to staff member and unit/team
Responsible Party
Template/Guideline
Explanatory Notes

The staff member telecommuting must be made aware that, due to the exigencies of service, he/she may be requested to resume normal working arrangements;

Inform HR administrator.

Temporary part-time employment

1
Step

Request for temporary part-time employment
Responsible Party

Staff member

Template/Guideline

Annex 3 – Temporary Part-Time Employment Costing Sheet

Explanatory Notes

Part-time employment requests should be submitted in writing to the staff member’s immediate supervisor and head of office; 

The request should include the reason for the temporary conversion to part-time employment, a suggested start date and an estimate of how long he/she wishes to work part time.

2
Step

Review of request for temporary part-time employment
Responsible Party

Head of Office

Template/Guideline
Explanatory Notes

The immediate supervisor and head of office review each request on a case-by-case basis, with particular concern for ensuring adequate staff coverage.

3
Step

Discussion within unit/team
Responsible Party
Template/Guideline
Explanatory Notes

The unit/team meets to discuss set goals, work objectives and distribution of work.

4
Step

Approval
Responsible Party

Head of Office

Template/Guideline
Explanatory Notes

The head of office decides on requests for temporary part-time employment;

Requests to work temporarily on a part-time basis may be approved initially for a minimum of six months and no more than 12 months; 

Any extension beyond the introductory six months requires the mutual agreement of the Organization and the staff member; 

Once the request is approved, a copy should be sent to initiate the necessary administrative action (including personal action form) regarding:
- International staff stationed outside New York: to the HR associate serving the duty station;
- International and local staff stationed in New York: to the HR associate serving the organization unit; and
- Local staff stationed outside New York: to the local operations manager.

5
Step

Communication of decision to staff member and unit/team
Responsible Party
Template/Guideline
Explanatory Notes

The staff member on temporary part-time employment must be made aware that, due to the exigencies of service, he/she may be requested to resume normal working arrangements; 

Inform HR administrator to permit the appropriate administration of benefits and entitlements.

Compressed working schedules

1
Step

Request for a compressed working schedule
Responsible Party

Staff member

Template/Guideline

Annex 4 – Compressed Work Schedule Template

Explanatory Notes

Compressed working schedule requests should be submitted in writing to the staff member’s immediate supervisor and head of office.

2
Step

Review of request for a compressed working schedule
Responsible Party

Head of Office

Template/Guideline
Explanatory Notes

The immediate supervisor and head of office review each request on a case-by-case basis, with particular concern for ensuring adequate staff coverage.

3
Step

Discussion within unit/team 
Responsible Party
Template/Guideline
Explanatory Notes

The unit/team meets to discuss set goals, work objectives and distribution of work.

4
Step

Approval 
Responsible Party

Head of Office

Template/Guideline
Explanatory Notes

The head of office decides on requests for a compressed working schedule.

5
Step

Communication of decision to staff member and unit/team
Responsible Party
Template/Guideline
Explanatory Notes

The staff member on a compressed working schedule must be made aware that, due to the exigencies of service, he/she may be requested to resume normal working hours; 

Inform HR administrator.

Flexitime

1
Step

Request for flexitime
Responsible Party

Staff member

Template/Guideline
Explanatory Notes

Flexitime requests should be submitted in writing to the staff member’s immediate supervisor and head of office.

2
Step

Review of request for flexitime
Responsible Party

Head of Office

Template/Guideline
Explanatory Notes

The immediate supervisor and head of office review each request on a case-by-case basis, with particular concern for ensuring adequate staff coverage.

3
Step

​Discussion within unit/team
Responsible Party
Template/Guideline
Explanatory Notes

The unit/team meets to discuss set goals, work objectives and distribution of work.

4
Step

Approval
Responsible Party

Head of Office

Template/Guideline
Explanatory Notes

The head of office decides on requests for flexitime.

5
Step

​Communication of decision to staff member and unit/team
Responsible Party
Template/Guideline
Explanatory Notes

The staff member on flexitime must be made aware that, due to the exigencies of service, he/she may be requested to resume normal working hours; 

Inform HR administrator.

Overtime Compensation

1
Step

Request overtime
Responsible Party

Staff member

Template/Guideline

Overtime Compensation Form

Explanatory Notes

Completes Part A of form and sends it to appropriate authorizing official through his/her supervisor

2
Step

Overtime reporting
Responsible Party

Staff member

Template/Guideline

Overtime Compensation Form

Explanatory Notes

When overtime is finished, completes part B of form and sends it to the appropriate authorizing official through his/her supervisor.

If compensation is in the form of: 

  • Additional cash payment, a copy of duly completed form is sent to local Finance Section/ Unit for payment.
  • CTO, a copy of the duly completed form is sent to the Attendance Focal Point. Authorized absences will normally be charged to any accumulated compensatory leave before being debited from the staff member’s annual leave (AL) balance.
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