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1.a)
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Steps
Shipping Arrangements: (These do not apply to staff that have opted for
the Relocation Grant): a) if shipping from NY or from a place where there
is no UNDP office, contact the TSS once the shipment has been
authorized, to discuss the forwarding arrangements.
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Responsible Party
Staff Administrative Services (BES/JPOSC)
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Template/Guideline
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Explanatory Notes
The SM must clearly indicate to the estimator and to the packers which
items he/she intends to ship and whether the goods will be shipped by air or by
surface;
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1.b)
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Steps
An estimate of the goods that the staff member intends to ship must be arranged with the forwarding agent/agents as early as possible and the list of the items included in the estimate must be signed by both the SM or his/her representative, and the forwarding company;
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Responsible Party
UNDP Travel Service Section,
Staff member
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Template/Guideline
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Explanatory Notes
An estimate of the goods that the staff member intends to ship
must be arranged with the forwarding agent/agents as early as possible and the
list of the items included in the estimate must be signed by both the SM or
his/her representative, and the forwarding company;
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1.c)
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Steps
If shipping from a place where there is a UNDP office, contact the local
HR/Operations Manager, once the shipment has been authorized, to make the
shipping arrangements using an authorized forwarding agent.
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Responsible Party
Staff member
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Template/Guideline
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Explanatory Notes
The SM or his/her representative must be present at the time of packing to ensure that the packing list accurately describes the goods and their condition. He/she should sign the packing list, noting any exceptions if necessary, and retain a copy of the list which will be helpful in preparing an insurance request, or filing an insurance claim.
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1.d)
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Steps
If the shipment is estimated to exceed the weight entitlement, the
shipping company will advise the SM. If the SM agrees to the charges assessed
by the shipping company they will need to arrange proper payment directly with
the shipping company.
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Responsible Party
Country Office,
UNDP Travel Service Section
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Template/Guideline
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Explanatory Notes
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2.a)
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Steps
For shipments arriving in the NY tri-state area, contact the Traffic Unit, UN Secretariat, Room FF-0285, tel. (212) 963-9389 (212) 963-9389 , email shipments@un.org Immediately upon arrival in NY to provide them with the following documents required for customs clearance: copies of a) G-4 visa; b) I-94; c) passport; d) ocean bill of lading or airway bill; e) shipment arrival notice; and f) approved travel request .
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Responsible Party
Staff member
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Template/Guideline
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Explanatory Notes
The SM (including SMs who have opted for the Relocation Grant) should be at the destination when the shipment arrives to attend
to customs clearance requirements and delivery to residence. The SM will be
liable for any charges resulting from delays attributed to his/her failure to
do so.
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2.b)
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Steps
For shipments arriving in the CO and other BUs outside of HQs,
contact the local HR/Operations Manager to complete the customs clearance forms
(this also applies to staff who have opted for the Relocation Grant) and to
make arrangements for the clearance and delivery of the shipment.
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Responsible Party
Staff member
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Template/Guideline
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Explanatory Notes
On taking delivery of the shipment, the SM (or the person authorized by
the SM to receive the shipment) should take note of any external damage to the
shipment, or any missing packages or crates.
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3.a)
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Steps
Contact the SM if contact information has been provided ; arrange for
the estimate, packing and pick-up of the shipment in accordance with both the
SM’s written instructions and the authorized entitlement (weight, , origin and
destination, mode of shipment and the number of shipments.
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Responsible Party
Country Office,
Other BUs outside of HQs at point of origin
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Template/Guideline
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Explanatory Notes
The CO and other BUs outside of HQs will arrange for at least three
forwarding companies to view and estimate the weight of the goods and to
provide their quotations; evaluate the quotations on the basis of cost and
quality of service and award the job accordingly; endeavor to arrange shipments
door-to-door and settle all costs with the forwarding agent; if
necessary to arrange a shipment door-to-port, ensure that the
destination services will be handled by the CO and other BUs outside of HQs at the
destination, or by TSS/GO/BMS if there
is no UNDP CO at destination.
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3.b)
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Steps
As soon as the shipment takes place, a) forward original shipping
documents to the destination agent or the UNDP office handling the destination
services ; b) provide the SM with a copy of all relevant shipping documents ;
c) provide the UNDP office, or UNDP GO/TSS if there is no UNDP office at
destination, with shipping details (departure/arrival dates, mode of shipment,
shipping line,ocean bill of lading or airway bill number, weight of shipment,
and number of pieces ; d) if shipment was arranged door-to-port, authorize the
UNDP office at destination, or TSS/GO/BMS if there is no UNDP CO at
destination, to arrange the destination services (clearance, storage - if
authorized, and delivery to residence, providing such office with the relevant
debit instructions (approved travel request number, PO number, chart of
accounts-COA).
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Responsible Party
Country Office,
Other BUs outside of HQs at point of origin
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Template/Guideline
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Explanatory Notes
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4.a)
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Steps
Arrange for customs clearance as soon as possible in order to avoid
demurrage charges.
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Responsible Party
Country Office,
Other BUs outside of HQs at point of origin
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Template/Guideline
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Explanatory Notes
In case of delays, the reason/s for such delays should be documented and
the party/ies responsible for such delays identified for the purpose of
pinpointing responsibility and accountability.
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4.b)
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Steps
If the shipment was arranged : a) door-to-door, do not make any
payment for destination services, unless specifically authorized by the office
which arranged the shipment ; b) door-to-port, and the office which
arranged the shipment has authorized the CO to arrange for destination
services, settle the relevant invoice and charge the costs in accordance with
the authorizing CO’s or with TSS/GO instructions, approved travel request, PO
number and COA.
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Responsible Party
Country Office,
Other BUs outside of HQs at point of origin
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Template/Guideline
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Explanatory Notes
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5.a)
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Steps
Relocation Grant (RLG): Indicate his/her preference in writing to the
appropriate Human Resource (HR) Service Center.
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Responsible Party
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Template/Guideline
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Explanatory Notes
The SM will be required to sign an attestation waiving the normal
shipping entitlement for shipment and accepting the lump sum payment as complete
for all costs related to his/her relocation.
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5.b)
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Steps
For moves administered by COs, pay RLG in the appropriate amounts upon
notice from the HR Service Centre
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Responsible Party
Respective HR Service Center
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Template/Guideline
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Explanatory Notes
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5.c)
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Steps
For moves administered by COs, pay RLG in the appropriate amounts upon
notice from the HR Service Centre.
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Responsible Party
Resident Representative
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Template/Guideline
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Explanatory Notes
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6.a)
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Steps
Insurance arrangements: Submit a fully completed Itemized Valued Inventory
form PT.78 (with a copy of the travel authorization indicating the insurance
entitlement) to TSS/GO /BMS if making more than one shipment, an itemized
valued inventory for each shipment must be prepared separately.
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Responsible Party
Staff Member (who has not opted for the RLG)
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Template/Guideline
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Explanatory Notes
If the total value of the inventory exceeds the insurance entitlement and the staff member has not indicated his/her agreement to pay for the over-entitlement, coverage will be requested only up to the maximum insurance entitlement. The itemized valued inventory should list all articles in the shipment, including containers such as suitcases, and the replacement value in U.S. dollars of each article in the inventory. All articles of special value, such as antiques, jewelry, furs and coin and stamp collections, should be listed separately. Information on the premium chargeable under the UN insurance policy is available upon request from the office that is responsible for arranging the insurance of the shipment
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6.b)
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Steps
If the SM indicated on the PT.78 his/her agreement to pay for excess
insurance coverage, inform him/her of the amount to be recovered from salary;
if the SM is separating from service, collect the excess premium before
submitting the PT.78 to UNTTS.
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Responsible Party
UNDP Travel Service Section
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Template/Guideline
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Explanatory Notes
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6.c)
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Steps
Extension of insurance to cover personal effects/HHG placed in storage
after shipment: Request an extension of coverage (from the arrival at the port to the
date the goods are delivered to residence) from the company which insured the
shipment so that the goods would be protected in the event of an insurance
claim; request extension of insurance from the UNTTS (if insured through the
UN) ; otherwise, request directly from the insurance company.
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Responsible Party
Staff member
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Template/Guideline
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Explanatory Notes
SM is advised to arrange extension of insurance with the same company that was used for the in-transit insurance to ensure continuity . SM should provide name and location of the commercial warehouse, the date the goods were placed in storage. Storage insurance ceases automatically upon expiration of the period for which the SM has paid the premium for storage insurance.
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7. a)
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Steps
Insurance Claim (This does not apply to staff who have opted for the Relocation Grant):
Write a memorandum or letter addressed to the Chief of Transportation
Operations Unit, UNTSS, Room FF-0279 Mr. Guido den Braven, indicating
origin/destination, mode, delivery date of shipment and listing the items
damaged/missing with dollar amounts of claim.
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Responsible Party
Staff member
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Template/Guideline
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Explanatory Notes
A completed PT-78 (Itemized Valued Inventory/Request for Insurance Coverage) should have been submitted to UNTTS prior to on forwarding of shipment. Make arrangements to have the shipment unpacked and examined immediately upon delivery;
Make notations on the delivery receipt describing the nature and extent of the loss/damage in a quantifiable manner; do whatever is necessary to prevent further loss or damage; do not dispose of damaged property or packing material until a survey has been made; do not accept offers of settlement from carriers without the underwriter's approval; immediately contact the UN Transportation Operations Unit, Shipment Team at
menonj@un.org, (tel.212-963-6287 212-963-6287);
nwe@un.org, (tel.212-963-6202 212-963-6202);
ganze@un.org, (tel.212-963-9389 212-963-9389);
abalos@un.org,(tel.212-963-9388) for further instructions; Keep a copy of all documents forwarded to UNTSS.
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