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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.

Salary Surveys

1
Step
​Consult Salary Survey Manual for further information
Responsible Party

Staff member

Template/Guideline

Salary Survey Manual

Explanatory Notes

Salary Advance

1
Step

Request salary advance
Responsible Party

Staff member

Template/Guideline

Standard Request for Salary Advance

Explanatory Notes

Staff member/PSA holder requests salary advance in accordance with conditions listed in policy and undertakes in writing to reimburse UNDP immediately and in full prior to separation if the terminal emoluments due are insufficient to cover the balance of the outstanding advance.

Staff member/PSA holder must initiate request in UNALL if available.



 

2
Step

Approve Salary Advance request and ensure recovery of approved salary advances in accordance with the timeframe established in policy
Responsible Party

Head of Office

Template/Guideline
Explanatory Notes

Head of Office or delegatee for locally recruited staff members/PSA holders outside HQ.

Director of Office or delegatee for locally recruited staff /PSA holders at HQ.

Global Payroll and Client Services Manager for IP staff members/ IPSA holders.

3
Step

​Create voucher and set-up recovery mechanism
Responsible Party
Template/Guideline
Explanatory Notes

Salary Advance recovery recording mechanism is now automated. If a manual advance is processed, it must be recorded in accordance with IPMU procedures.

IPMU for IP staff members/IPSA holders and locally recruited staff members/PSA holders payrolled by the Copenhagen Global Shared Service Centre. 

Local finance associate for locally recruited staff members/PSA holders

4
Step

Approve voucher and disburse
Responsible Party

Operations Manager

Template/Guideline
Explanatory Notes

IPMU for IP staff members/ IPSA holders and locally recruited staff members/PSA holders payrolled by the Copenhagen Global Shared Service Centre.

Local finance associate or operations manager for locally recruited staff members/PSA holders.
 



 


 

Rental Subsidy

1
Step
Request for rental subsidy
Responsible Party

Staff member

Template/Guideline

Rental Subsidy Application Form - Europe and North America

(as appropriate)

Rental Subsidy Application Form - Country Office

Explanatory Notes
Completes the rental subsidy application form and submits with copy of signed lease agreement.

Applies after arrival at duty station and signing of rental lease.

Submits new rental subsidy application form when there is a change in dwelling, rent amount for same dwelling, family size/dependency status, housing status, or lease expiry date as soon as such changes occur.

If assigned to duty stations in Europe and North America, also submits copy of recent electricity bill when responsible for paying electric bills separately from rent.

If applying under the force majeure  category, submits appropriate documentary evidence attesting to reason for change in dwelling, a copy of former lease, and a recent receipt or cancelled cheque relating to such lease.

Is not required to submit annual re-submissions if there are no changes in lease conditions or family size.

Is required to resubmit an application in event of expiry of lease, change in  lease, dwelling, family size, or other changes in housing status.

2
Step
Request agent's fee subsidy
Responsible Party

Staff member

Template/Guideline
Explanatory Notes
Submits to Staff Administrative Services (BES/JPOSC) a copy of the contract or agreement with the agent and a copy of a receipt for the fee or cancelled cheque for payment of the fee related to the lease agreement based on which rental subsidy is requested.

3
Step
Verify eligibility for rental subsidy
Responsible Party

,

Executive Officer

Template/Guideline
Explanatory Notes
For duty stations outside Europe & North America: HR Administrator
For duty stations in Europe & North America: Executive Officer

The rental subsidy application form is reviewed for eligibility.

4
Step
Review and certify rental subsidy application
Responsible Party

,

Senior Management,

,

Executive Officer

Template/Guideline
Explanatory Notes
For duty stations outside Europe & North America: the Resident Representative or delegated authority (Senior Management)
For duty stations in Europe & North America: the Bureau Deputy Director or Executive Officer

Responsible party ensures that rental subsidy application form is completed based on the information provided in the lease agreement.

Responsible party ensures that all information provided in rental subsidy application form is correct and corresponds to  information specified in the lease agreement.

Responsible party verifies rent amount in accordance with established reasonable maximum rent level.

Authority to certify the rental subsidy application cannot be delegated below level of Operations Manager in Country Offices and Executive Officer in Europe and North America.

5
Step
Forward copy of certified rental subsidy application form to Staff Administrative Services (BES/JPOSC)
Responsible Party

,

Executive Officer

Template/Guideline
Explanatory Notes
For duty stations outside Europe & North America: HR Administrator
For duty stations in Europe & North America: Executive Officer

The original certified rental subsidy application form and copy of lease agreement should be kept on file by the hiring unit for three years after separation of staff member.

6
Step
Process rental subsidy entitlement
Responsible Party

Staff Administrative Services (BES/JPOSC)

Template/Guideline
Explanatory Notes
Will inform staff member when approved rental subsidy application has been processed.

Applicable rental subsidy amount will be included in the monthly salary and reflected on staff member's payslip.

7
Step
Process agent's fee subsidy entitlement
Responsible Party

Staff Administrative Services (BES/JPOSC)

Template/Guideline
Explanatory Notes
One-time payment of subsidy is included in next salary.

Project Petty Cash Fund (PPCF) Procedure

1
Step

Procedures for PPCF are the same as PCF Procedures except for the key differences listed below:

  • Authority is delegated to the RR only (not to be further delegated) to appoint a holder of Personnel Services Agreement (NPSA/IPSA) as the Custodian for PPCF. When the PPCF Custodian is a NPSA/IPSA, the replenishment request must be reviewed and approved by the Operations Manager and above, not by the Project Manager or the manager for the project office. (Refer to further guidance in ICF)
  • The CO's main office is required to review and approve the PPCF monthly APJV and the Operations Manager must certify the monthly reconciliation.
  • If the total of all PPCFs (whether one PPCF or multiple PPCFs) required is higher than the maximum level, the Head of Office must send the request to Treasurer for approval (see Annex 5: Request for Treasury Approval).
  • The GL Account for Project Petty Cash Fund_PPCF is 16106.
  • The chart fields ('COA') for PPCF AP non-PO Invoice, APJV and AR Direct Journal must be filled with the following data:

a)     Account = 16106

b)     Fund =  relevant fund code for the project

c)     Operating Unit

d)     Dept

e)     Impl. Agent

f)       Donor

g)     Project ID (this ID must be the same as the project ID in the request sent to the Treasurer)

h)     Open Item Key = PPCF Custodian Staff Index ID or Supplier ID.

Year-end certification must certify the status of each PPCF, including those issued for UNDSS, by submitting the PPCF list with details (follow the exact year-end closing procedures as PCF including deposit the remaining cash in the safe into CO's bank account and full accounting/reconciliation).
 
Responsible Party
Template/Guideline
Explanatory Notes

Caution: Be completely familiar with the procedures for PCF and follow them for PPCF noting the differences above (especially on Internal Controls, Accounting, Reconciliation and Year-end Closure)​

Raising E-requisitions

1
Step

Creating a requisition includes the following main steps:

  • Product definition
  • Checkout
Responsible Party

Requester / Receiver

Template/Guideline
Explanatory Notes

2
Step

Product definition:

a) Update requisition preferences. To use defaults for all requisitions.
b) Search for items in the search bar, 
c) If product exists – Select Product (LTA’s) or Items.
d) If product does not exist define Product - UNSPSC
e) Search for items using Shop by Category, or
f) Create a request using “Request non-catalogue items” from “More Tasks”
g) Complete each line information: Description, category, quantity and amount.
h) Add to Cart.
i) Repeat step (e) and (f) for each line.
j) If a predefined product or LTA exists for the need, the Requester only enter the quantity and ‘Add to Cart’. 
k) For LTAs, the information will vary based on agreement. The idea is to provide enough information, including links to product sites, so the Requester can make the product selection.
Responsible Party

Requester / Receiver

Template/Guideline
Explanatory Notes

3
Step

​Checkout 

a) Click on the shopping cart icon and click Review.

b) Complete details for each line item: Delivery date, Asset use, Billing (COA).

c) Use ‘manage approvals’ to check who can approver and submit to send for approval.
Responsible Party

Requester / Receiver

Template/Guideline
Explanatory Notes

4
Step

Approval of the E-requisition

a) Project Manager reviews and approves the E-requisition.

b) Approver can alternatively also open the E-requisition and request additional information.
Responsible Party

Project Manager

Template/Guideline
Explanatory Notes
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