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Human Resources Management
Annual and Special Leave
Types of Leave
Sick Leave

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Duties, Obligations and Privileges
- Standards of Conduct
  - UNDP Legal Framework for Addressing Non-Compliance with UN Standards of Conduct
- Harassment, Sexual Harassment, Discrimination, and Abuse of Authority
  - Harassment, Sexual Harassment, Discrimination, and Abuse of Authority
Classification of Posts
- Job Evaluation
Salaries and Related Allowances
Appointment and Promotion
Annual and Special Leave
Social Security
Travel and Removal Expenses
- Entitlement Travel
- Relocation Shipment
  - Relocation Shipment
Separation from Services
- Entitlements upon Separation
- Types of Separation
Disciplinary Measures and Appeals
- UNDP Legal Framework for Addressing Non-Compliance with UN Standards of Conduct
Non-Staff
Workforce Management
- Organizational Unit Restructuring
  - Organizational Unit Restructuring
- Performance Management
  - Performance Management and Development
  - Probation upon Appointment

Focal Point

Yuichi Kawamoto

Effective Date

22/02/2016

Planned Review Date

30/01/2027

Version

2.0

Latest updates

January 30, 2024 -

The Sick Leave policy has been revised to incorporate the relevant changes in UN Staff Rules. In particular, the conversion of approved annual leave days to certified sick leave, for illness during leave, no longer requires a minimum duration of five days (see paragraph 31).

January 09, 2023 -

The policy and procedures have been updated to reflect UNDP's transition to its new cloud-based management platform Quantum in January 2023, replacing its previous ATLAS system

January 30, 2024 -

The Sick Leave policy has been revised to incorporate the relevant changes in UN Staff Rules. In particular, the conversion of approved annual leave days to certified sick leave, for illness during leave, no longer requires a minimum duration of five days (see paragraph 31).

January 09, 2023 -

The policy and procedures have been updated to reflect UNDP's transition to its new cloud-based management platform Quantum in January 2023, replacing its previous ATLAS system.

December 01, 2014 -

Reviewed and edited (minor edit without substantive changes) in 2014.

EXPAND

Relevant Regulations and Rules

Staff regulations and staff rules, including provisional staff rules, of the United Nations

This policy implements UN Staff Rule 6.2, UN Staff Rule 5.3, UN Staff Rule 6.7, UN Staff Rule 9.9, UN Staff Rule 6.3 and Appendix D.

Policies

Main Policy

Sick Leave

DOCX (82.93 KB)

View Download

Related Policies

Flexible Working Arrangements
Termination of Appointment for Reasons of Health

Procedures

Main Procedures

1

Step

Inform supervisor and leave monitor as soon as possible of absence due to illness/family emergency.

Responsible Party

Staff member

Template/Guideline

Explanatory Notes

Staff member must inform the office immediately that he/she will be absent from the office due to illness/family emergency.

All staff members are expected to familiarize themselves with the sick leave policy and other relevant leave entitlements, and are responsible for providing copies of the required specific documents for attendance recording purposes.

2

Step

Submit request for uncertified sick leave (USL) in Quantum self-service (absence module).

Responsible Party

Staff member

Template/Guideline

Explanatory Notes

Verify uncertified sick leave balance prior to submitting request.

Initiate a leave request in Quantum self-service.

Select “Uncertified Sick Leave” and, depending on the reason, select

(1) ”Uncertified Sick Leave” OR

(2) “Uncertified sick leave/Family Emergency”

Staff members can use a maximum of seven consecutive or cumulative working days for illness (without medical certificate) or family emergencies during the annual leave cycle, i.e., 1 April one year to 31 March the following year.

Record USL in Quantum self-service no later than on the 1st day upon return in the office.

3

Step

Ensure leave is appropriately recorded in Quantum self-service.

Responsible Party

Template/Guideline

Explanatory Notes

The request for uncertified sick leave due to illness is automatically approved in Quantum. Supervisor and leave monitor will be notified of approval. However, if the leave type selected is family emergency, supervisor’s approval is required.

If leave is not recorded in Quantum, supervisor/leave monitor requests the staff member to submit uncertified sick leave in Quantum on the 1st day upon return from leave.

Number of days of uncertified sick leave (illness/family emergency) taken is automatically monitored in Quantum. Staff member will not be allowed to request uncertified sick leave in excess of seven days.

1

Step

Inform supervisor as soon as possible of absence due to injury or illness.

Responsible Party

Staff member

Template/Guideline

Explanatory Notes

Staff member must inform the office immediately that he/she will be absent from the office due to illness or injury.

Staff member must consult his/her treating physician to obtain the required certification for sick leave.

All staff members are expected to familiarize themselves with the sick leave policy and other relevant leave entitlements, and are responsible for providing copies of the required specific documents for attendance recording purposes.

2

Step

Submit certified sick leave (CSL) in Quantum self-service (absence module).

Responsible Party

Staff member

Template/Guideline

Explanatory Notes

Verify sick leave balance prior to submitting request.

Initiate a leave request in Quantum self-service.

Select the appropriate type of leave in Quantum self-service as ”Sick leave/Certified sick leave”

For any absence in excess of uncertified sick leave of more than seven consecutive days and up to 20 cumulative or consecutive days during a 12-month cycle period the staff member must upload the medical certificate/report in Quantum at the time of initiating a certified sick leave request.

Record certified sick leave in Quantum self-service no later than 20 calendar days following the 1st day of the sick leave.

3

Step

Approve certified sick leave in Quantum.

Responsible Party

Template/Guideline

Explanatory Notes

The request is approved in Quantum by the supervisor.

4

Step

Ensure leave is appropriately recorded in Quantum self-service (absence module)

Responsible Party

Template/Guideline

Explanatory Notes

If leave is not recorded in Quantum, supervisor/leave monitor requests the staff member to submit certified sick leave in Quantum self-service no later than 20 calendar days following the 1st day of the sick leave.

Number of sick leave days taken is monitored in Quantum. by the leave monitor.

Leave monitorThe supervisor must bring to attention of the staff members and the HR practitioner when the sick leave is close to 20 working days during a 12-month period and further certification is required from UN Medical Services.

5

Step

Contact UNDP Global Payroll Services (for locally recruited staff) and the respective GSSC HR Associate (for IP)

Responsible Party

Template/Guideline

Explanatory Notes

HR practitioner must submit to UNDP GPS or GSSC respective GSSC associate as appropriate: signed attendance record cards, and an audit of the four-year extended sick leave period under review.

gpsatlashrpayroll@undp.org

1

Step

Inform supervisor as soon as possible of absence due to injury or illness.

Responsible Party

Staff member

Template/Guideline

Explanatory Notes

Staff member must inform the office immediately that he/she will be absent from the office due to illness or injury.

Staff member must consult his/her treating physician to obtain the required certification for sick leave.

All staff members are expected to familiarize themselves with the sick leave policy and other relevant leave entitlements, and are responsible for providing copies of the required specific documents for attendance recording purposes.

2

Step

Submit certified sick leave (CSL) to the UN Medical Services Division (UN MSD).

Responsible Party

Staff member

Template/Guideline

MS.24 Form - Sick Leave Certification Request

Download

Explanatory Notes

Verify sick leave balance prior to submitting request.

Initiate a leave request in Quantum self-service

Select the appropriate leave type in Quantum self-service as “Sick leave/Certified sick leave.”

For any absence of more than 20 cumulative or consecutive days during a 12-month period, staff member must submit a MS.24 form with the medical report/certificate to the UN Medical Services Division (DHMOSH) via email: sickleave@un.org

Record certified sick leave in Quantum no later than 20 calendar days following the 1st day of the sick leave.

If unable to send MS.24 and the medical certificate/report to DHMOSH, due to health condition, the staff member’s HR focal pointto support the staff member in this process, and make a pre-notification to DHMOSH, for such a delay.

3

Step

Secure DHMOSH confirmation on certification of the sick leave.

Responsible Party

Staff member,

Template/Guideline

Explanatory Notes

Staff member must follow up with the DHMOSH on receipt of the certification of the sick leave.

If staff member is unable to follow up with DHMOSH due to health condition, the HR focal point must support the staff member by facilitating contact with DHMOSH.

4

Step

Upload approved DHMOSH sick leave certification for the indicated period in Quantum self-service.

Responsible Party

Responsible Party

HR Business Partner

Template/Guideline

Explanatory Notes

Based on the specific case, OHR will provide advice and guidance on the next steps, including the submission process for Disability benefit cases.

United Nations
Development Programme

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