Organized Shipments | United Nations Development Programme

1.a)	Step 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.	Responsible Party Staff Administrative Services (BES/JPOSC)	Template/Guideline	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;
1.b)	Step 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;	Responsible Party Staff member	Template/Guideline	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;
1.c)	Step 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.	Responsible Party Staff member	Template/Guideline	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.
1.d)	Step 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.	Responsible Party	Template/Guideline	Explanatory Notes
2.a)	Step 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 .	Responsible Party Staff member	Template/Guideline	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.
2.b)	Step 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.	Responsible Party Staff member	Template/Guideline	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.
3.a)	Step 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.	Responsible Party	Template/Guideline	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.
3.b)	Step 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).	Responsible Party	Template/Guideline	Explanatory Notes
4.a)	Step Arrange for customs clearance as soon as possible in order to avoid demurrage charges.	Responsible Party	Template/Guideline	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.
4.b)	Step 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.	Responsible Party	Template/Guideline	Explanatory Notes
5.a)	Step Relocation Grant (RLG): Indicate his/her preference in writing to the appropriate Human Resource (HR) Service Center.	Responsible Party	Template/Guideline	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.
5.b)	Step For moves administered by COs, pay RLG in the appropriate amounts upon notice from the HR Service Centre	Responsible Party	Template/Guideline	Explanatory Notes
5.c)	Step For moves administered by COs, pay RLG in the appropriate amounts upon notice from the HR Service Centre.	Responsible Party Resident Representative	Template/Guideline	Explanatory Notes
6.a)	Step 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.	Responsible Party Staff Member (who has not opted for the RLG)	Template/Guideline	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
6.b)	Step 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.	Responsible Party	Template/Guideline	Explanatory Notes
6.c)	Step 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.	Responsible Party Staff member	Template/Guideline	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.
7. a)	Step 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.	Responsible Party Staff member	Template/Guideline	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.