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1
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Step
Flowchart - Malicious Acts Insurance Policy (MAIP)
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Responsible Party
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Template/Guideline
Flowchart - Malicious Acts Insurance Policy (MAIP)
HR_Insurance Plans_MAIP Flowchart
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Explanatory Notes
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2
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Step
Receive MAIP Census request
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Responsible Party
OHR
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Template/Guideline
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Explanatory Notes
Enrollment:
No forms need to be completed for enrollment. Coverage is automatic and OHR New York makes all arrangements for payment of the premium.
Local Administrative Officers must ensure that all staff members and individual consultants have the original of the latest duly completed Designation, Change or Revocation of Beneficiary Form in their files. For international staff, the form will be kept in their files at Headquarters.
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3
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Step
Compile data for premium calculation
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Responsible Party
OHR
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Template/Guideline
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Explanatory Notes
Premium:
Coverage under MAIP is at no cost to the individual. UNDP bears the full cost of the premium.
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4
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Step
Validate numbers, budget planning and funds sufficiency checks for all workforce included in MAIP
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Responsible Party
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Template/Guideline
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Explanatory Notes
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5
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Step
Complete MAIP Census request with UNDP data, send to UN
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Responsible Party
OHR
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Template/Guideline
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Explanatory Notes
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6
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Step
Claim documents should be submitted with as much information related to the incident as possible to the HR Administrative Office. The information should include, if relevant, security/police report, death certificate, post-mortem report and beneficiary designation.
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Responsible Party
Claimant
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Template/Guideline
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Explanatory Notes
Security Measures:
Insured individuals must strictly follow all security instructions issued by the UN DO and the Field Security Officer or Adviser. Ignoring security instructions may be taken as deliberate exposure to exceptional danger, which could render an individual's coverage null and void.
Resident Representatives in countries covered by MAIP:
- Must ensure strict adherence to security measures declared in countries, as failure to do so could result in tragic incidents and denial of related insurance claims
- Should maintain and submit to the UN DO in the country a regularly updated list of all staff present in the area
- Are responsible for ensuring that all staff members and consultants hold a valid contract at all times. No claim may be submitted without a valid contract.
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7
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Step
Medical invoices substantiating claim should be certified as necessary and include valid costs and attached to the claim.
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Responsible Party
UN Medical Officer
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Template/Guideline
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Explanatory Notes
Security Clearance.
Before insured individuals travel at UNDP's expense to a country in Security Levels 1 through 6, regardless of the purpose of travel, they must request and receive security clearance from the UN DO for the destination country. It is also advisable to obtain security clearance for in-transit stops in such countries. This is especially important if the traveller(s) must leave the airport to travel to another airport to make a flight connection, since, in many instances, there are restrictions on within-country movement.
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8
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Step
All incidents potentially leading to MAIP claims must be immediately reported to the United Nations – Insurance and Disbursement Service (IDS) as well as Department of Safety and Security (DSS)
Liaising with the claimant and or beneficiaries throughout the claim process
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Responsible Party
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Template/Guideline
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Explanatory Notes
Travel to or through such a country may not commence and tickets should not be given to the traveller until security clearance is received.
To request security clearance, the traveller should complete the form Request for Security Clearance and fax or e-mail it to the UN DO for security at the destination duty station two weeks ahead of the proposed travel. The UN DO will fax or e-mail the reply to the traveller.
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9
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Step
All MAIP claims are subject to certification that the victim was in compliance with prevailing security guidelines and procedures
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Responsible Party
DSS
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Template/Guideline
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Explanatory Notes
Notification:
DSS must be notified within the first 48 hours following the incident
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10
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Step
After the insurer’s claims adjuster has received the claim from the HR Administration Office and reviewed it, the claim will be approved or denied based on terms of policy coverage
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Responsible Party
IDS (Insurance and Disbursement Service)
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Template/Guideline
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Explanatory Notes
Claims:
All claims, together with supporting documentation, must be submitted by the staff member or surviving beneficiary(ies) to the local Human Resources/ Operations Manager, who is responsible for reviewing such claims and forwarding them to the HR Specialist in OHR Copenhagen serving the duty station.
In the Event of Death:
In the event of death, the following documentation should be submitted to the HR Specialist in OHR Copenhagen serving the duty station, who will process the claim through DSS:
- Original claim
- Copy of the individual’s contract with UNDP
- If locally recruited staff member, copy of the local salary scale at the time of the death
- If locally recruited, copy of the applicable Designation, Revocation or Change of Beneficiary form
- Copy of the beneficiary’s birth certificate or national passport
- If on travel status, copy of the Travel Authorization (TA)
- Copy of the official death certificate
- Copy of the autopsy report
- Copy of the security clearance
- Confirmation that all internal UN security procedures were fully complied with by UNDP and the individual concerned when the incident occurred
In the Event of Injury.
In the event of injury, the following documentation should be submitted to the HR Specialist in OHR Copenhagen serving the duty station, who will process the claim through DSS:
- Original claim
- Copy of the individual’s contract with UNDP
- If locally recruited staff member, copy of the local salary scale at the time of the injury
- If on travel status, copy of the TA
- Copy of the official medical report, describing the extent of the injuries
- Copy of the security clearance
- Confirmation that all internal UN security procedures were fully complied with by UNDP and the individual concerned at the time the incident occurred
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11
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Step
A claims funding amount is sent from the claims adjuster to the UN
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Responsible Party
IDS (Insurance and Disbursement Service)
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Template/Guideline
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Explanatory Notes
Fraud:
Any fraud, misstatement, or concealment by an insured person in relation to any matter affecting this insurance or in connection with the making of any claim shall render this insurance null and void in so far as it relates to the insured person in question. Furthermore, any claim determined to be fraudulent will result in disciplinary measures against the relevant party(ies).
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12
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Step
After verification and consultation with HR Administrative Office, if need be, disbursement of funds to claimant or beneficiaries
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Responsible Party
IDS (Insurance and Disbursement Service)
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Template/Guideline
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Explanatory Notes
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