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Compensation for Death, Injury or Illness – Appendix D

1
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

2
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

3
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

4
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

5
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

6
Step

Announcement of decision (I)
Responsible Party

ABCC

Template/Guideline
Explanatory Notes

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

7
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

8
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

9
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.

10
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

11
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

12
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

Certificate of Service

1
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)

2
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

Family Leave

1
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

2
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

3
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.

Advanced Annual Leave

1
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.

2
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.

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.
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