| United Nations Development Programme

1	Step Hold a discussion about supervisee’s performance, achievements and development in the past year	Responsible Party	Template/Guideline	Explanatory Notes In case of matrix reporting, both direct and matrix supervisors should be part of the annual performance review discussions/decisions.
2	Step Prepare a statement of annual achievement and post it in Quantum	Responsible Party Supervisee	Template/Guideline Quantum PMD module	Explanatory Notes In case the supervisee has not prepared and submitted the statement of annual achievement within the agreed timeframe, the supervisor must still complete their annual performance review.
3	Step Request additional feedback from others (optional)	Responsible Party	Template/Guideline See Quantum PMD module	Explanatory Notes Requesting additional feedback from others is optional and it is recommended that it is requested throughout the year, as appropriate (e.g. after large projects are completed) rather than all at once at the time of the annual performance review. It is advisable that an indicative list of potential additional feedback providers is discussed by the supervisor and the supervisee when the performance goals are agreed on, but the final decision on who to request additional feedback from should be made at the time of the request. In Quantum, the supervisee will see all the feedback provided by others without the indication of who provided what feedback.
4	Step Record the outcome of the annual review in Quantum	Responsible Party	Template/Guideline APR Offline Template (for reference purposes) Quantum Step by Step guide APR Guidance Core Behavioural Competencies People Management Competencies	Explanatory Notes An annual performance review by the supervisor includes: Responses to a set of questions regarding the supervisee’s performance and competency proficiency, and narrative comments An indication of whether the performance of the staff member ‘Successfully meets performance expectations’ and ‘Does not fully meet performance expectations’ For the staff members reassigned to new positions within UNDP during the performance year, as a general principle, the supervisor who supervised the staff member for most of the year will lead the annual review. However, specific arrangements for the review and its record in Quantum will be determined depending on the time of the reassignment and circumstances of the case.
5	Step Make a recommendation for supervisees to receive a special recognition certificate to TMRG	Responsible Party	Template/Guideline Guidance for Supervisors on recommending Certificates of Special Recognition	Explanatory Notes Supervisees are qualified to receive special recognition for consistently exceeding performance expectations throughout the year, or for a special achievement(s) or impact achieved. The supervisor should include into the annual performance review of such staff members examples of incidents where expectations were exceeded or of special achievements. The recommendation of the supervisor should be endorsed by the second level supervisor and approved by the Head of the Office before uploading the certificate to Quantum.
6	Step Review the annual performance review by the Supervisor	Responsible Party Supervisee	Template/Guideline	Explanatory Notes
7	Step In case of disagreement, request a TMC review	Responsible Party Supervisee	Template/Guideline Guidance for HR focal point to create TMC Document on Quantum	Explanatory Notes The request for the TMC review should be submitted within 10 working days from the notification that the supervisor has completed their review to the HR Focal Point. The HR Focal Point will capture this in a TMC Document for the supervisee on Quantum
8	Step Review the outcomes of all performance reviews in the respective Bureau/Office where staff have received a ‘Does not fully meet performance expectations’ rating to ensure consistency between teams in the application of standards. Review cases of supervisees who disagree with the annual performance review by the Supervisor.	Responsible Party	Template/Guideline Talent Management Committee (TMC) Terms of Reference (TOR)	Explanatory Notes
9	Step Record the final TMC comments, as needed, in the supervisee’s personal record on Quantum	Responsible Party	Template/Guideline	Explanatory Notes
10	Step Review the final results of the annual performance review and provide relevant comments, as needed	Responsible Party Supervisee	Template/Guideline See Quantum PMC Module	Explanatory Notes
11	Step Ensure that all supervisors in their team complete the annual reviews of their supervisees. Find an appropriate solution in case reviews are not completed. Review recommendations for special recognition submitted by supervisors in their team along with the comments and examples of special achievement. If in agreement, endorse the recommendation and submit certificate to the Head of the Office for approval.	Responsible Party Supervisor of the supervisor	Template/Guideline	Explanatory Notes Template for Certificate of Special Recognition-to be uploaded in Quantum once proposal is approved.
12	Step Once approved upload the Certificate of Special Recognition to Quantum.	Responsible Party	Template/Guideline Guidelines for uploading Certificate of Special Recognition on Quantum	Explanatory Notes

Step

Hold regular check-in discussions with the supervisee about performance, provide feedback, and discuss support needs; record their results in the Quantum PMD module, as appropriate

Responsible Party

Supervisor (initiative) Supervisee (participate, request)

Template/Guideline

Quantum PMD module

Explanatory Notes

While the supervisor is responsible for providing feedback to supervisees on performance, in line with the principle of mutual accountability for performance, supervisees should also proactively seek feedback on performance and indicate support and development needs.

Records of the periodic reviews are strongly encouraged for all staff but optional. For staff with performance shortcomings, however, the supervisor must make a record of performance discussions and agreements on improvement, next steps, consequences, etc.

Step

Hold a formal mid-term review of the supervisee’s performance and record its results in the on-line PMD tool

Responsible Party

Template/Guideline

Quantum PMD module

Explanatory Notes

Unless confirmed otherwise, the mid-term reviews of performance are expected to be conducted in July-August of the year.
The record of the mid-term review in the on-line PMD tool should include an update on progress in the achievement of annual goals, confirmation of any modifications in the annual plan, if required, and brief feedback on performance to-date and support needs (the latter part is optional).

Detailed comments are required for supervisees with identified performance shortcomings. Performance Improvement Plans (PIPs) should be attached to the mid-term reviews in the on-line PMD tool.

In case of matrix reporting, both direct and matrix supervisors should be part of the mid-term review discussion/decisions.

Step

Discuss modifications to the annual goals

Responsible Party

Template/Guideline

Explanatory Notes

Periodic performance check-ins and the mid-term review should provide a forum for discussions about potential modifications to the annual goals. In case of matrix reporting, both direct and matrix supervisors should be part of the discussion on goal modifications.

Step

Record modifications in the annual goals in the Quantum PMD Module

Responsible Party

Template/Guideline

Quantum PMD Module

Explanatory Notes

Step

Approve modifications in the annual goals and provide justification in the Quantum PMD module

Responsible Party

Template/Guideline

Quantum PMD Module

Explanatory Notes

Supervisor can decide on modifications but has the obligation to inform the staff member.

Step

Discuss the annual performance and learning and development goals

Responsible Party

Supervisor (initiative) Supervisee (participate, request)

Template/Guideline

See Quantum PMD Module

Explanatory Notes

See guidance on how to prepare for an annual performance planning discussion. In case of matrix reporting, both direct and matrix supervisors should be part of the discussion on annual goals.

In discussing learning and development goals, it is important to have a discussion with the supervisee about their career aspirations so that goals could relate to both current and potential future jobs.

Step

Draft annual performance and learning and development goals based on the discussion; record them in the on-line PMD tool

Responsible Party

Supervisee

Template/Guideline

See Quantum PMD Module

Explanatory Notes

See guidance on setting goals.

Performance goals should include goal statements and more detailed descriptions to clarify expectations and success criteria. Goals should be prioritized to acknowledge that they can be different in terms of importance/criticality and time and effort required.

Performance goals should include a mandatory goal on effective people management for all staff with supervisory responsibilities. This goal is assigned automatically, through a centrally managed process.

Project Managers, Heads of Offices, senior managers in Country Offices, Regional Hubs and HQs and other staff with delegated authority and accountability for budget and financial management should also have a goal on financial management. This goal is assigned automatically, through a centrally managed process, to all RRs and Heads of Offices.

In line with the commitments of the UNDP Gender Equality Strategy and Gender Parity Strategy, managers and staff should include into their performance goals results related to gender equality and gender parity. These individual results should be aligned with and contribute to the specific results/targets that the Bureau/office/unit plans to achieve both in terms of UNDP policy/programmatic response to gender equality and empowerment of women, as well as gender inclusion in the workplace. This goal is assigned automatically, through a centrally managed process, to all Heads of Offices.

All RRs will have a mandatory goal related to their contribution to the UNCT results. It will be assigned to them through a centrally managed process. Additional indicators of success should be discussed with the UN RC, as needed. Other staff should also include such goals as relevant.

Learning and development goals should include goal statements and more detailed descriptions of activities to advance staff development, including increase their proficiency in the UNDP core and technical competency areas.

Learning and development goals may respond to immediate needs for a staff member to be/remain successful in the current job, as well as those that relate to their longer-term career aspirations and plans.

Since goals should be aligned with one's functions, it is important to ensure that Job Descriptions are kept up to date and are reflective of the functions that a staff member is expected to perform.

Step

Approve the annual performance and learning and development goals

Responsible Party

Template/Guideline

See Quantum PMD Module

Explanatory Notes

Approval should be recorded in the on-line PMD tool.

Supervisor can assign additional goals to the supervisee in the PMD tool, as needed, following the discussion.

Step

Ensure that all supervisors in their team approve the annual goals of their supervisees. Find an appropriate solution in case goal plans are not completed for some supervisees

Responsible Party

Supervisor of the supervisor,

Head of Office

Template/Guideline

Explanatory Notes

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.

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

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.

Step

Submission of signed Relocation Grant Attestation to HR focal point with BES or JPOSC

Responsible Party

Staff

Template/Guideline

Relocation Grant: Staff Member Attestation

Explanatory Notes

With the Lump Sum arrangement, the staff member is not required to submit documentary evidence as proof of having made a shipment or shipments.
The Lump Sum is not adjusted due to changes in family status
One is not entitled to the lump sum option for appointment/reassignment within the country of the duty station
Duplication of entitlements are avoided. e.g. if a relocation shipment lump sum is paid by another organization upon separation and the staff member has received an offer from UNDP at the time then UNDP will not issue a relocation shipment lump sum.

Step

For staff going to or leaving a country office:
Issue authorization for payment of Relocation Shipment Lump Sum or Shipping arrangements if exceptional organization assisted shipment

Responsible Party

Template/Guideline

Explanatory Notes

The payment or authorization is issued upon medical clearance and prior to travel.

Step

Issue and approve voucher payment of relocation shipment lump sum

Responsible Party

Finance focal point in country office/budget owner

Template/Guideline

Explanatory Notes

The voucher is raised upon receipt of the authorization from the HR focal point in BES/JPOSC as well as vendor information from Staff Member.

Step

For staff leaving HQ and other agencies:
Issue voucher and approval of voucher in Atlas

Responsible Party

Template/Guideline

Explanatory Notes

Step

Shipment Organized by UNDP:
TS is authorized to organized the shipment from locations where there are no UNDP office, from USA and when split shipment.

Responsible Party

Template/Guideline

PT. 78 Form (Itemized Valued Inventory of Personal Effects/Insurance Claims Procedure)

Explanatory Notes

Please use PT 78 form.

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.

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.

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.

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.

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.

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.

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.

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.

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

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

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:

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.

Step

Process payment authorization/Approve voucher.

Responsible Party

Template/Guideline

Explanatory Notes

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.

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.

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.

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.

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Policy Areas

Annual Performance Review

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Performance Monitoring

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Modifying Annual Goals

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Annual Performance Planning

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