1
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Steps
Request for rental subsidy
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Responsible Party
Staff member
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Template/Guideline
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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.
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2
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Steps
Request agent's fee subsidy
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Responsible Party
Staff member
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Template/Guideline
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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.
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3
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Steps
Verify eligibility for rental subsidy
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Responsible Party
HR Administrator,
Executive Officer
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Template/Guideline
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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.
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4
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Steps
Review and certify rental subsidy application
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Responsible Party
Resident Representative (RR),
Senior Management,
Bureau Deputy Director,
Executive Officer
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Template/Guideline
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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.
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5
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Steps
Forward copy of certified rental subsidy application form to Staff Administrative Services (BES/JPOSC)
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Responsible Party
HR Administrator,
Executive Officer
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Template/Guideline
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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.
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6
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Steps
Process rental subsidy entitlement
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Responsible Party
Staff Administrative Services (BES/JPOSC)
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Template/Guideline
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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.
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7
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Steps
Process agent's fee subsidy entitlement
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Responsible Party
Staff Administrative Services (BES/JPOSC)
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Template/Guideline
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Explanatory Notes
One-time payment of subsidy is included in next salary.
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