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Steps
The Dependency Questionnaire Form, together with the necessary supporting documentation, should be submitted for review and issuance of the corresponding personnel action reflecting either the staff member’s entitlement to or discontinuance of the allowance.
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Responsible Party
GSSC,
JPOSC HR,
HR Manager,
Operations Manager
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Template/Guideline
For internationally recruited staff members and for locally recruited staff members stationed in NY, to the GSSC HR focal point or JPOSC HR Focal point
For locally recruited staff members stationed outside NY, to the local HR/Operations Manager
Link to my HR focal point
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Explanatory Notes
Supporting Documentation
Marital status
Upon entry on duty or change of marital status, a staff member is required to submit supporting documents if:
a) Married, a marriage certificate
b) Married under Common Law:
i)Documentary proof of validity of common law marriage where contracted
ii) Letter from a senior or judicial officer from staff member's home country confirming that common law marriage does not violate that country's public policy
iii) Proof of capacity to marry, i.e., parties must be single (or divorced if previously married)
iv) Evidence of mutual agreement to fulfil legal obligations of marriage
c) Legally separated, legal separation papers
d) Divorced, divorce certificate; or
e) Widowed, death certificate
Spouse
Upon entry on duty or change of marital status, a birth certificate, national identity card, or national passport of spouse giving full name, date of birth, and nationality.
If the staff member is claiming dependency allowance, he/she should have the necessary documentation (e.g., W-2 form, income tax return form, or certificate of spouse’s gross annual earnings from employer) ready at any time during the five-year period following payment to clarify or to answer queries arising from a review or audit of the entitlement or related payment.
Gross annual earnings include all earnings, including occupational earnings, earnings resulting from investments, income from pension such as retirement and disability benefits and unemployment benefits.
If the staff member is legally separated and claims dependency allowance, proof of continued financial support to spouse may also be required at any time during the five-year period following the payment.
The allowance is based on yearly earnings and is discontinued for the full year if the annual gross earnings exceed the amounts determined under ST/AI/2016/8 sections 2.1 (a) or 2.1 (b), as applicable.
Children under 21
Upon entry on duty or birth of a child, a birth certificate is required for establishing dependency. Only in the event that a birth certificate does not exist, a national identity card or national passport of child giving full name, date of birth, and nationality may suffice.
If the staff member is claiming dependency allowance, he/she should have the necessary documentation ready at any time during the five-year period following payment to clarify or to answer queries arising from a review or audit of the entitlement or related payment, i.e.:
a) If the child is between 18 and 21, proof of full-time school attendance (e.g., academic institution’s certificate of full-time attendance)
The full-time attendance is not considered broken by summer holidays between school years or shorter breaks due to change in schools as long as the child continues to be enrolled in a school with full time attendance.
b) If the staff member is divorced or legally separated and his/her child does not reside with the staff member, proof that the staff member has assumed responsibility for the main and continuing support of the child (e.g., bank statements, cancelled cheques, bank drafts, or money orders duly date stamped, showing that payments have been regularly made and, if applicable, continue to be made by the staff member to the dependent)
c) If the child is married, proof (e.g., bank statements, cancelled cheques, bank drafts, or money orders duly date-stamped, showing that payments have been regularly made and, if applicable, continue to be made by the staff member to the dependent) that the staff member has assumed responsibility for the main and continuing support of the child.
A staff member who at any time during the five-year period following payment of the dependency benefit is requested and is unable to prove eligibility, may be subject to recoveries and to disciplinary sanctions.
Disabled children (of any age)
Upon entry on duty or birth of a child, a birth certificate is required for establishing dependency. Only in the event that a birth certificate does not exist, a national identity card or national passport of child giving full name, date of birth, and nationality may suffice.
If the staff member is claiming special dependency allowance, a request must be forwarded to the UN Medical Director for determination of disability through the HR focal point in GSSC, JPOSC or local HR-Operations Manager
Only upon receipt of the endorsement from UN Medical Director can the HR focal point enter the data in the UNDP ERP system to trigger payment of the allowance in payroll.
The request must include a medical report from the child’s attending physician(s) in a sealed envelope marked “confidential” and addressed to the UN Medical Director. If the medical report(s) is/are not received in a sealed envelope, it/they should be immediately sealed. No copies may be made of the medical report(s) for the staff member’s personal file or any other file.
Usually, the UN Medical Services Division requires the staff member to periodically provide updated medical reports.
Stepchildren under 21
Upon entry on duty or marriage, a birth certificate is required for establishing dependency. Only in the event that a birth certificate does not exist, a national identity card or national passport of child giving full name, date of birth, and nationality may suffice, giving full name, date of birth, and nationality.
If the staff member is claiming a dependent child allowance, a copy of the divorce judgement granting legal custody of child to staff member’s spouse. No further supporting documentation will be required, but he/she should have the necessary documentation ready at any time during the five-year period following payment to clarify or to answer queries arising from a review or audit of the entitlement or related payment, i.e.:
a) Evidence that the child resides with the staff member. If staff member is serving at a non-family duty station the household of the spouse is considered ‘residing with the staff member’ for the purpose of establishing dependency.
b) Evidence that the staff member provides main and continuing support
c) Evidence that the child is not receiving main and continuing support from other parent
Adopted children under 21
Upon entry on duty or adoption, of a child, a birth certificate is required for establishing dependency. Only in the event that a birth certificate does not exist, a national identity card or national passport of child giving full name, date of birth, and nationality may suffice.
If the staff member is claiming a dependent child allowance:
a) Where there is statutory provision for adoption or prescribed court procedure for official recognition of customary or de facto adoption:
i) Official documentary evidence of adoption in accordance with relevant statutory provisions, or formal recognition by prescribed court procedure of customary or de facto adoption of child
ii) If adoption has not yet taken place, official documentary evidence that adoption procedures have been initiated and that, pending finalization of procedure, child is being entrusted to staff member’s care
iii) If legally adopted child does not reside with the staff member, proof of continuing financial support; or
b) Where there is no statutory provision for adoption or prescribed court procedure for official recognition of customary or de facto adoption:
i) Statement from the appropriate national authorities that adoption is not possible
ii) Affidavit that child will be residing with the staff member and that staff member will assume parental duties and obligation vis-à-vis child. Once child arrives in staff member’s home, evidence that child resides with staff member and that parental relationships between natural parents and child have been severed and have been established with adoptive parent
iii) Evidence of main and continuing support
Secondary dependent
Upon entry on duty or claiming dependency benefit for the first time, a
a) birth certificate, national identity card, or national passport of secondary dependent giving full name, date of birth, and nationality.
b) A notarized statement from the dependent indicating:
i) That monies received from the staff member contribute to at least one half or more of his/her financial support and at least twice the amount of the dependency allowance payable to the staff member in respect of secondary dependent
ii) That the amount is received on a regular basis from the staff member (e.g., monthly or quarterly)
iii) The evidence of dependent's income for previous calendar year (pension statement or income tax return); and
iv) That the dependent resides with the staff member
b) If the dependent:
i) Is residing with the staff member, the notarized statements should also confirm that the dependent resides with the staff member
a) ii) If not residing with the staff member, evidence of support (bank statements, cancelled cheques, bank drafts, or money orders duly date stamped).
The staff member should have the necessary documentation ready at any time during the five-year period following payment of the secondary dependency allowance to clarify or to answer queries arising from a review or audit of the entitlement or related payment, i.e.:
a) A notarized statement from the dependent indicating:
i) That monies received from the staff member contribute to at least one half or more of his/her financial support and at least twice the amount of the dependency allowance payable to the staff member in respect of secondary dependent
ii) That the amount is received on a regular basis from the staff member (e.g., monthly or quarterly)
iii) The evidence of dependent's income for previous calendar year (pension statement or income tax return); and
iv) That the dependent resides with the staff member
b) If the dependent:
i) Is residing with the staff member, the notarized statements should also confirm that the dependent resides with the staff member
ii) If not residing with the staff member, evidence of support (bank statements, cancelled cheques, bank drafts, or money orders duly date stamped).
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