Frequently Asked Questions
The ESS/MSS Focal Point in your office/department is the first person to go to for any assistance in using the ESS/MSS tools in Umoja. ESS/MSS Focal Point provide first tier support to staff on ESS/MSS issues, prior to approaching HR partners to resolve such issues.
A Time Administrator is a staff member given the role to enter/edit Time requests on behalf of another staff member in their respective office, view absence balances of a staff member, and view the Team Calendar. This role to enter on behalf is intended to be used on an exceptional basis and not as a routine practice, except for ASG level and above.
A Senior Time Administrator is a staff member given the role to enter/edit Time requests on behalf of another staff member in their respective office, view absence balances of a staff member, and view the Team Calendar. A Senior Time Administrator is also provided limited access to ECC portal to make changes in time management data in the backend of the system to handle more complex working schedules such as shifts and night differentials (e.g. security, drivers, conference services, etc.), as well as make changes to time management data converted prior to Umoja Go Live (1 November 2015).
A Primary Time Manager is a staff member given the role as a manager to review and approve time management requests of their team members. A time manager can overview team members' calendar, quotas/balances and status of leave requests. Time managers are mapped to their team members through their organizational units.
A Time Manager can also designate a Secondary time Manager(s) through the ESS/MSS Home page under User Map portal.
A Secondary Time Manager is a staff member assigned by a Primary Time Manager to perform the same functions as a Primary Time Manager limited to the designated period of time.
An Exceptional Time Manager is a staff member designated by an HR Partner to perform the same functions as a Primary Time Manager for a specific staff member on loan or assignment placed in a different office/duty station for a specific period of time without the actual movement in the organizational unit structure.
An HR Partner is a staff member given the role to review and approve ESS/MSS requests submitted through the ESS/MSS portal and that require HR review and approval; e.g. changes in Personal Data such as marital status and nationality, Entitlement Requests such as adding/editing dependants, and Time Management requests such as certified sick leave, extended leave, etc. In the absence of a senior Time Administrator, HR Partners also make changes to data converted prior to Umoja Go Live (1 November 2015), and/or outside the approved time frames e.g. requesting an uncertified sick leave dating one month beyond the entry date. Please refer to the link provided for the list of HR Partners.
At UNHQ, the list of HR Partners by Department is available on iSeek. Please refer to the link provided for HR Partners.
An HR Administrator can perform actions on behalf of the SM on the portal, but cannot approve requests.
For time management entries/balances, you need to contact your senior time administrator, if assigned one, otherwise, you need to go to your HR partner. For all other entries (nationality, marital status, dependents, rental subsidy, etc.) you need to go to your HR partner.
All staff members should have access to ESS/MSS. Access for new staff is part of the on-boarding process. If for some reason you do not have access, you need to fill out an Umoja User Registration Form (for ESS users), and obtain HR partner signature, who will in turn forward to the Security Liaison Officer (SLO). The SLO will submit to Unite Service Desk at firstname.lastname@example.org for non-field offices, and to Local Service Desk for PK and SP Missions. Upon review and verification of signatures, the access will be added to your profile. Click HERE for more information.
Roles in Umoja are assigned based on staff members' functional roles. First refer to your respective office/supervisor if you need to add a role. To proceed to add a role, you need to fill out an Umoja User Registration Form (for transactional users) and obtain the appropriate signatures: User, Section Chief, Security Liaison Officer (SLO), and Functional Approver. The SLO will submit the completed form to Unite Service Desk at email@example.com for non-field offices, and to Local Service Desk for PK and SP Missions. Upon review and verification of signatures, the role will be added to your profile. Click HERE for more information.
Each month certain functions under the Self-Service portal will be locked for a couple of days to enable payroll processing. While the payroll lock is in effect, some ESS/MSS functions will have limited availability to prevent changes from negatively affecting the payroll process. Likewise, HR Partners will not be able to take certain actions in the ERP Central Component (ECC) system for staff members.
Please note that payroll lock will occur monthly and the dates for limited ESS/MSS access will be communicated via broadcasts at UNHQ. Users will regain access to full functionality each month as soon as the actual payroll has been completed.
For more information on ESS/MSS functionalities available during payroll lock click HERE.
At UNHQ, monthly payroll lock announcements will be disseminated via email broadcasts. The announcements will also be available on the iSeek UNHQ Umoja Page.
You may record a new UN official email address after it is provided to you by the organisation. Click on 'update/create' link next to the field and follow the steps.
You may request changes to your marital status by following the steps in the 'update/create' link next to the field. While you have to attached supporting documents (e.g. marriage certificate) in Umoja, you still need to present the original official document to the HR partner to certify the copy and place in your official status file.
You may request changes to your present nationality and/or nationality at birth, only if different from UN official nationality, by following the steps in the 'update/create' link next to the nationality field. While you have to attached supporting documentation (e.g. passport) in Umoja, you still need to present the original to the HR partner to certify the copy and place in your file.
You can make changes to an existing address except for the country (e.g. city, street, house number, zip code). For a change in country you need to create a new address.
You can not delete an existing address as the system keeps track of the history of staff members' addresses. However, when you input a new address of the same type, e.g. a new mailing address, the system will automatically delimit the "valid until" date of the previous mailing address to one day prior to the start date of the newly created mailing address. Dates of addresses of the same type cannot overlap.
If an address has erroneously been included under your list of addresses, you need to contact the HR partner to delete the unknown address.
Prior to the launch of Umoja, any staff members joining the organization were asked to complete a beneficiary designation form as part of the on boarding process. The form was signed in front of a witness (usually HR staff) and placed in the official status file. This information was not converted into Umoja as it is only available in hardcopy form, but the beneficiary information is still relevant.
You can update your beneficiary information in Umoja by re-entering your beneficiary information. Access 'beneficiary details' under 'personal information' and enter the new beneficiary details and percent shares (making sure they total 100%). Once entered, you should print out the form and sign in the presence of an HR partner as a witness, and the HR partner will counter-sign.
The HR Partner will only approve a new beneficiary form upon the counter-signed hardcopy that will be kept in your official status file.
Also note that the Umoja beneficiary form is only for entitlements that are due to you from the organization and does not include your pension benefits. To update the UN Pension Fund (UNJSPF) beneficiary information, please visit the UNJSPF website and complete the respective beneficiary form.
Once your beneficiary request is submitted and in process, you will not be able to make further changes until this workflow is completed.
Changes to bank details are done through the cashier’s office/treasury on the 20th Fl of the Secretariat building. You should go to the Cashier’s office with new bank details to submit the request for change - Form F48 (9-12).
For new staff, submission of bank details are part of the on boarding process through the HR partner.
There are a number of reasons why you may not be able to change/update your personal information:
- Umoja ESS/MSS lock due to payroll processing. Each month certain functions under the Self-Service portal will be locked for a few days to enable payroll processing. While the payroll lock is in effect, some ESS/MSS functions will have limited availability to prevent changes from negatively affecting the payroll process. Likewise, HR Partners will not be able to take certain actions in the ERP Central Component (ECC) system. Once the payroll lock is lifted, changes can be processed. Please refer to the Monthly Payroll Lock document for more information.
- The request may still be in process with the HR partner. Please wait/ or contact the HR partner to process the request so it may be released for further editing.
- Technical reasons for which you need to raise an iNeed Self-Service ticket.
You can submit a request to add/modify a dependent by accessing any of the three portals in ESS: Personal Information, Entitlements, and Life and Work Events. To add a dependent, select one of the dependent types provided, e.g. spouse, child, step-child, sibling etc. and proceed with populating the information. You can edit information by clicking on pencil icon next to the dependent's name and making necessary changes, certify, and submit. Once submitted the request will appear under requests in the "process area" awaiting HR partner review and approval.
You cannot make changes to a request pending HR review and approval. However, you may withdraw a pending request by selecting the dependent under requests in "process area" and clicking on the trash icon, then clicking on yes to confirm deletion. The dependent is removed from the request queue. Then you may submit a new request with the correct information.
When the children are between 18 and 21 years of age. Attach certificate for full time school attendance.
You need to add supporting documents as attachments to the request whenever necessary (e.g. marriage certificate for a new spouse, birth certificate for a new-born). You also need to present official documents to your HR partner to certify the copies and add to your official status file. As a staff member you need to keep the originals for a period of 5 years.
You cannot edit or delete an existing rental subsidy, except for expiration date. A new rental subsidy request needs to be created to reflect the needed changes
Dates cannot overlap in rental subsidy requests (not even by one day); the system will trigger a hard stop. You need to make sure end and start dates of two consecutive rental subsidies do not overlap, and curtail previous rental subsidy expiration dates, if needed, to proceed with the new rental subsidy request.
You need to curtail the end date of the existing rental subsidy request and create a new request reflecting the change(s) (e.g. the new rent amount). The start date of the new request will be one day after the end date of the previous request.
If you are receiving one month DSA upon assignment/reassignment, the rental subsidy start date should be one month after your start date.
An entry for a duty station in Umoja is a prerequisite to starting a rental subsidy request. First, you enter your duty station address under Personal Information portal > addresses; then go to the Entitlements Portal to enter the rental subsidy request.
Yes, but broker fees apply once during your assignment in the same duty station.
You can view and print your salary statements (as early as 1 Nov 2015) through Benefits and Payments portal > payment > display salary statement.
You can always view and print your confirmation form for health and dental insurance plans through Benefits and Payments portal > Benefits > Participation Overview or Confirmation form. You can only make changes to your plan on specific events, as listed below, that will trigger a new link to appear under the Benefits portal for a period of one month.
1) Annual campaign: A link is triggered under Benefits portal for the month of June to give you the opportunity to make changes to your selected health and dental insurance plans.
2) Work event: Upon new hire or reassignment, a one month link is triggered from the date of hire or reassignment to select/change your health and dental plans. If the link is missing, please contact your HR partner.
3) Life event: Upon change in life event (marriage, new born, adoption, divorce, etc.) a one month link is triggered from the date of life event to add/remove dependents from your health and dental plans. If the link is missing, please contact your HR partner.
First add your new-born as a dependent through any of the following three portals: the Life and Work events portal, Entitlements, Personal Information. Remember to attach all supporting documentation. The request will go through the workflow to the HR partner for review and approval.
Once HR reviews and approves dependency and a personnel action is processed in Umoja, a new link will be triggered under the Benefits portal. Click on the link and follow the steps to add your new-born to your insurance plans. Make sure to complete the process within 30 days.
First add your spouse as a dependent through any of the following three portals: the Life and Work events portal, Entitlements, Personal Information. Remember to attach all supporting documentation. The request will go through the workflow to the HR partner for review and approval.
Once HR reviews and approves the request and a personnel action is processed in Umoja, a new link will be triggered under the Benefits portal. Click on the link and follow the steps to add your spouse to your insurance plans. Make sure to complete the process within 30 days. If the link is missing, please contact your HR partner.
Once HR completes the on boarding process, a link will be triggered under the Benefits portal. Click on the link and follow the steps to select health and dental insurance plans. You have the option to waive one of the plans, if not needed. Make sure to complete the selection process within 30 days. If the link is missing, please contact your HR partner.
Make sure to first add your family members as dependents through any of the following three portals: the Life and Work events portal, Entitlements, Personal Information. Remember to attach all supporting documentation. The request will go through the workflow to the HR partner for review and approval.
You should contact the HR partner to explain the reasons for missing the 30 day window. The HR partner can trigger the link for an extended period of time so that you can select your insurance plans.
You can enrol in Life Insurance in ESS only upon initial appointment with a contract duration of 6 months or longer. However, you are still required to submit the Life Insurance application in paper form.
Upon completion of on boarding a new link titled "Appointment Life" is triggered for a period of 60 days under Benefits and Payments portal > Benefits > Appointment Life. To enrol, please click on the Appointment Life link and follow the steps per screens shown.
You can view a list of all personnel actions through Umoja; however, you can only view details and print the personnel actions that were processed through Umoja post Go Live (1 November 2015). To view, go to the Life and Work Events portal > work events > personnel actions. Contact HR partners for details/copies of Personnel Actions processed prior to 1 Nov 2015.
You can edit or delete your leave request from the leave overview link. Select the leave request and click on the pencil icon to edit, or trash icon to delete.
Please note that you cannot change the type of leave request e.g. Annual leave to uncertified sick leave. The initial request needs to be deleted (annual leave) and a new request needs to be created with the different type of leave (uncertified sick leave).
Yes, you can edit/delete an approved leave request. Please note that editing/deleting an approved leave request will re-start the workflow and re-submit for approval.
Time frames for entering/editing retroactive and forward leave requests vary depending on the type of leave. Please refer to the table in the link provided for the most commonly used leave requests. Click HERE for link.
Both choices will send the request through the same workflow, the only difference is what screen you will see next.
Your Time manager approves your annual leave.
Your Time manager approves your CTO and Overtime. Please make sure that CTO and Overtime hours recorded in Umoja were previously approved through your office's established offline procedures.
Your Time manager approves your Uncertified Sick Leave (USL).
The HR partner approves consecutive or non-consecutive CSL up to 20 days within a one year leave cycle (1 Apr 2015 to 31 Mar 2016), with a medical note without diagnosis from a certified doctor.
Medical Service approves consecutive or non-consecutive CSL beyond 20 days within a one year leave cycle (1 Apr 2015 to 31 Mar 2016), with a medical note with diagnosis from a certified doctor.
Two separate entries are recorded for each day worked overtime regardless of whether they are on consecutive days or not.
1- First hour recorded as CTO outside general assembly dates, and first half hour recorded as CTO during general assembly dates.
2- Overtime recorded for all remaining hours worked beyond CTO, applying the rate of 1.5 for weekdays and 2.0 for weekends and holidays.
For recording compressed work schedule:
1- A hard copy of the signed agreement should be in place offline, signed by SM, Manager and EO/HR.
2- You will enter one hour 'compressed attendance' for every compressed day worked - total of 9 days.
3- You will enter a 'compressed regular day off' for the 10th day out of office.
Starting April 2016, on the 25th of every month, Umoja will issue staff members’ Monthly Time Statement for their review and certification. Each Monthly Time Statement will reflect the following:
• All Absence/Attendance requests that have been approved for the previous month;
• Leave balances as of the last day of the previous month;
• All leave requests that are pending approval for the Monthly Time Statement period.
You are advised to review and certify your Monthly Time Statement the soonest.
On 29 April of each year, Umoja will issue staff members’ Annual Time Statement for their review and certification. The Annual Time Statement reflects all Absences that have been approved for the leave cycle 1 April to 31 March as well as leave balances as of 31 March. You are advised to review and certify your Annual Time Statement the soonest.
Scroll to the bottom of the Umoja active screen (and not the PDF copy of the monthly time statement) until you see the certification box. Check and save to complete certification.
You need to contact your Senior Time Administrator or HR partner to make any changes in balances prior to Umoja Go-Live, 1 Nov 2015. You should provide documentation to support the changes requested.
You are advised to follow up on adjusting your leave balances in a timely manner to ensure certification of monthly time statements.
In order for the time statements to accurately reflect your leave taken during the previous month/cycle, it is critical for you to submit your leave requests on a timely basis and for the Time Managers to approve those requests before the 25 of every month for the monthly Time Statement. In brief:
Staff members need to ensure that all leave requests they can submit on their own in ESS are entered in a timely manner, and follow up with Senior Time Administrators or HR partners on leave request entries that require their assistance;
Managers need to ensure that all Absences/Attendances routed for action for their staff be duly approved/rejected as necessary in ESS before the 25 of every month
Yes. The system will always bring you back to the first uncertified monthly statement before allowing you to certify the next month's statement.
Please note that corrections will not be reflected on the PDF version of the monthly time statement; however, you can verify that balances have been corrected by checking your actual current balances before you proceed to certify.
You record attendance for:
When Actually Employed (WAE)
As a first step, initiate your paternity leave offline by submitting a medical note certifying child''s expected delivery date or child''s birth certificate to your HR partner. Following review, HR partner establishes a 20 day quota for paternity leave.
Once quota is established by HR partner, you may submit request for paternity leave through Umoja in the Time and Management Portal > Create Leave Request. Your Time manager will approve the Paternity Leave request.
You can find your organizational details under Home > User Map portal.
You can find your approvers (Time, HR, Travel, etc.) under Home > User Map portal.
You need to contact the Umoja Organisational Management Focal Point in your respective office to liaise with the Umoja team to update the mapping to reflect the right Time Manager.
You go to the Home > Work centre portal and select "time pending items" to review and approve requests. Please note, that you can only approve one request at a time.
Go to Home > User Map portal, select Secondary Time Manager (STM), and click on create. Three fields need to be populated: time frame delegating the STM, organizational unit, and name of the STM.
You need to contact the Umoja Organisational Management Focal Point in your respective office to liaise with Umoja team to update the mapping according to the proper organisational units.
If there is no lower structure of an organisational unit to map those supervisors as time approvers, one way to get around it is to assign those supervisors as secondary time managers. Please note that both you and the supervisors will continue to receive all staff member requests in your Division, however, you reach an internal agreement where each supervisor selects and approves the requests of their direct-report.
Umoja is an administrative reform initiative for the United Nations Secretariat that includes a thorough streamlining of UN business processes. At its core, it is an implementation of SAP Enterprise Resource Planning (ERP) software.
Umoja will provide a simplified and real-time approach to the Organization’s management of finances, resources and assets. By 2016, the United Nations Secretariat will have transitioned to Umoja as its central administrative tool, leaving behind multiple and fragmented legacy systems such as IMIS, Mercury, Sun, and many others.
Umoja is not an acronym. Its name means “unity” in Swahili, and, appropriately, the solution represents a once-in-a-generation opportunity for the United Nations to: upgrade its technology, tools and practices to those appropriate for the 21st century; comply or exceed international industry standards such as IPSAS; streamline fragmented administrative processes, to allow Managers and Staff to focus on important work rather than red-tape; and, finally, unify multiple IT and computer systems and platforms to avoid delays, waste, and frustration.
The user will not be able to find a Shopping Cart in the work overview and Advanced Search if he is logged into Umoja as buyer. Buyer will be able to see shopping cart line items once the Shopping Cart is approved in the Sourcing Cockpit.
Umoja’s phased approach enables the UN to mitigate delay, absorb change at a tolerable rate, and address some of the risks associated with deploying a comprehensive solution in a global organization.
Please check the Umoja website for the latest information on deployment timelines. See when your entity will deploy Umoja by viewing the interactive Umoja deployment timeline.
Click to review the Umoja Deployment Timeline.
Enterprise Resource Planning (“ERP”) is a system that provides an integrated suite of information technology applications that support activities such as finance and budget management, human resources management, supply chain management, central support services, and other core functions. ERPs allow for the streamlining of operations in an organization through process re-engineering, sharing of common data, and implementation of best practices and standards.
Training and Communication
Umoja Log-On Questions
If you are still unable to find an answer or resolution to your issue, please open a service ticket with your local Help Desk. View the User Quick Guide for helpdesk procedures and contact information.
If you are still unable to find an answer or resolution to your issue, please open a service ticket with your local Help Desk. View the User Quick Guide for helpdesk procedures and contact information.
Unite Identity is a unique ID number that allows OICT to map users to Umoja. It is more unique, sophisticated and secure than your staff index number or email address. Receiving your Unite Identity credentials and activating them to log in to the Umoja Dashboard is the first step to accessing Umoja Production Systems.
Key Changes by Functional Area
Umoja will most directly affect staff working in Finance, Procurement, HR, Logistics and other support services.
These items will not be capitalized unless they are procured against materials with an indicative value that exceeds the capitalization threshold. They can be operationally tracked in plant maintenance as equipment master records.
Yes. When the nature of the expense is Official Travel, then there is no choice besides making the budget available to the Official Travel class. Please note that there is a User Aid on iSeek for FMBB.
Umoja will operationally track all items that we need to track as equipment master records, irrespective of value. Items procured against materials that have an indicative value above the capitalization threshold (either $5,000 or $20,000 depending on nature and financial volume) will be capitalized and financially tracked through a fixed asset master record and on the balance sheet.
The same cost centers are used as they were in SUN, except that the Umoja Coding Block is now used.
The Umoja Funds Commitment is certified by the Travel Unit's Certifying Officer, then it is approved by a Finance Approving Officer
Umoja Foundation includes financial reporting functionality such as a Trial Balance and various flexible and detailed reports for Accounts Receivable, Accounts Payable and General Ledger analysis.
Please direct inquiries about budget reporting to the Finance LPEs (Local Process Experts) who will address the request.
There is no need to create a Pre-Commitment. Travel funds may be committed directly with FMZ1 (doc type 45).
Commitment is needed. Additionally there is a User Aid/Cheat Sheet on iSeek for FM Documents showing that for travel, no Pre-Commitment is needed. T-Code FMZ1 is used to create the Commitment and the Doc Type is 45.
Central Support Services
Yes; the customer would be whomever the property is sold to/wins the auction.
These would be IOVs, not Sales Orders.
Water lots will be recorded as part of real estate data whether they are owned or leased by the Organization. If leased, they are considered to be lease-ins (UN as tenant) regardless of whether they are leased commercially, nominally or are under a right to use agreement. Wharf improvements are treated as leasehold improvements. However, capitalization of such improvements is determined by IPSAS parameters.
Click on the "Team Carts" query, and then click "Refresh."
The user will not be able to find a Shopping Cart in the work overview nor through Advanced Search if he is logged into Umoja as buyer. Buyers will be able to see shopping cart line items once the Shopping Cart is approved in the Sourcing Cockpit.
In this case, the Shopping Cart has two levels of approvals. Go to the Shopping Cart, tab approval and you will notice that another level of approval is required.
Ensure that the "Show my team carts" checkbox is checked, then click "Apply" and "Refresh."
Uncertified sick leave is intended for use by staff members when they are unable to perform their duties due to illness or injury for short periods of time. Uncertified sick leave (maximum 7 days leave with pay) may also be used by staff to attend to family-related emergencies. Should a staff member utilize this option, they are required to make every effort to inform their supervisor in advance of the proposed leave and of its duration. However, if this is not possible, he or she shall provide the required information on the first day taken as emergency family leave. Leave taken for this purpose is not considered as “personal days”.
A staff member’s maximum entitlement to sick leave will be determined by the type and duration of his or her appointment. When the entitlement to sick leave has been exhausted, further certified sick leave shall be charged to annual leave. When this entitlement has been exhausted, the staff member will be placed on special leave without pay at which time a determination will be made if the staff member could be considered for a disability pension.
Certified sick leave of more than seven days and up to 20 days during the annual cycle requires certification without diagnosis from a licensed medical practitioner. After 20 days during the annual cycle the medical certification must include the diagnosis and you submit the certification with the diagnosis to your Medical Service.
Uncertified sick leave (maximum 7 days leave with pay) may also be used by staff to attend to family-related emergencies. Should a staff member utilize this option, they are required to make every effort to inform their supervisor in advance of the proposed leave and of its duration. However, if this is not possible, he or she shall provide the required information on the first day taken as emergency family leave. In cases of death or emergency of an immediate family member and additional time off is required, a staff member may apply for Special Leave (without pay) for a maximum duration of two weeks plus necessary travel time.
A staff member on sick leave shall not leave the duty station without the prior approval of the UN medical officer who may in special circumstances, approve the request from a staff member when the competent medical facilities are not available in the duty station or when the staff member requires accompanying family care during the treatment.
Staff members have an obligation to inform their supervisors as soon as possible of any absences due to illness or injury, and promptly submit the medical certificate or report, if required, to certify their sick leave. If you were unable to obtain the necessary certification at the early stage of your absence on sick leave, you have up to 20 working days following the initial absence from duty to do so.
Sick leave is authorized time off from work when a staff member is unable to perform his/her functions because of sickness or injury. There are two types of sick leave: • Uncertified sick leave – absences of up to seven working days during the annual leave cycle (April through March) for which you do not need to provide a doctor’s note, for sickness, injury, or for family-related emergencies. • Certified sick leave – absences in excess of seven working days during the annual leave cycle. You must submit a doctor’s note for approval. The first 20 days of certified sick leave during the annual cycle is approved by your (local) HR official or executive office. After the first 20 days, certified sick leave is approved by the Medical Service.
No, the step- in-grade pay increment will not be paid when the staff member separates during the month in which the increment would otherwise have been due.
Retired staff members who are above their mandatory age of separation can be employed by the Organization on temporary appointment or as an individual contractor or as a consultant. Please consult the HR Handbook for details on the conditions that apply. When such employment is approved, it can begin only after at least three months has elapsed since the date of retirement.
Rest and recuperation must be taken within one month following the completion of the period of uninterrupted qualifying service. The period of qualifying service starts counting from your date of arrival at the duty station, or from the date of return from last rest and recuperation, or from the date of return from any leave that has interrupted the qualifying service. Any absence of more than three working days—on annual leave, sick leave, family leave, family visit travel, home leave, or official business travel combined with annual leave/special leave—interrupts the period of service.
Rest and recuperation is due only at duty stations designated for payment of rest and recuperation. The frequency of rest and recuperation depends on the duty station where you are serving: 1) Every 6 weeks in extremely dangerous locations and war/conflict areas 2) Every 8 weeks at all non-family and restricted duty stations 3) Every 12 weeks at duty stations with a high level of hardship (D or E).
It is possible to request a deferral of the repatriation grant to a later period. Such request should be submitted as soon as possible in advance of your separation from the Organization and will be reviewed and approved by the Office of Human Resources Management or the local HR Office as applicable. Deferral of this entitlement can be approved for a period of up to two years.
When the UN provides free transportation to the official R & R destination and the staff member decides to travel to an alternate destination, it will be at the staff member’s own expense. When free transportation is not provided, if you choose to travel to a location other than the official R & R destination, the Organization will pay the lower of either (a) the cost between the duty station and the official R & R destination or (b) the cost between the duty station and the place to where you have chosen to go for R & R.
No, post adjustment is not included in the calculation of the repatriation grant paid to a staff member.
No. The repatriation grant is not paid to a staff member who is summarily dismissed or who abandons his or her post.
A staff member holding a temporary appointment who is considered internationally recruited, according to staff rule 4.5, shall be eligible for the payment of the repatriation grant at the single rate only, regardless of her/his family status in accordance with the data in annex IV to the Staff Regulations.
The rental subsidy stops at the beginning of the period of SLWOP and resumes on return to duty. The SLWOP period is not counted towards the normal maximum sevenyear period of the rental subsidy in Europe and North America. If the period of SLWOP is less than one full month you will not receive payment of rental subsidy for that month.
It is the portion of rent NOT subject to a subsidy by the UN at the duty station. The rental subsidy calculation is a complex formula using several main contributing factors: your duty station and what is considered to be the highest reasonable rent level you should pay in that location (maximum rent level), the actual amount of rent you pay (lease), your family composition and your income (grade level and step). The individual threshold is calculated as (monthly net salary + post adjustment) x threshold percentage rate. If your rent is less than your individual threshold, there is no rental subsidy. Your individual threshold can change with changes in base salary, post adjustment, or family situation.
Rental subsidy begins once you are settled with the DSA portion of the assignment grant covering the period when you first arrive. The subsidy is generally payable from the first day following the end of payment of the Daily Subsistence Allowance (DSA) portion of the Assignment Grant, or from the first day of your lease agreement, whichever date is later.
The rental subsidy calculation is a complex formula using several main contributing factors: your duty station and what is considered to be the highest reasonable rent level you should pay in that location (maximum rent level), the actual amount of rent you pay (lease), your family composition and your income (grade level and step). The "dependant rate" is used if a staff member's spouse and/or child has been recognized as an eligible dependant by the Organization and the salary is at the dependency rate. If no spouse or child is recognized as an eligible dependant, the salary is at single rate and the "single rate" is used in calculating the rental subsidy.
You can get an estimate by using the Benefits at My Duty Station Calculator on the Pay and Benefits page of the HR Portal. (Link not yet available)
You can get an estimate by using the Benefits at My Duty Station Calculator on the Pay and Benefits page of the HR Portal. (Link not yet available)
Starting 1 July 2014, Umoja will start to be deployed at various duty stations. If Umoja has not yet been deployed where you are located then you must follow the procedures currently in place. With Umoja, you manage your rental subsidy application, changes, and annual declaration through the system. Forms are not used but certain documentation is required. 1) For a new rental subsidy application or a revised application when there is a change in the rent, dwelling or family situation, Submit a new application as soon as you sign the lease and have all of the documentation. Submit a revised application for a change in rent, dwelling, or family situation no later than 30 days after the change has occurred. 1) Log in to the Umoja Employee Self Service Portal (ESS) 2) Select Entitlements 3) Click on ‘Check Entitlements Eligibility’ Do you have an HR question? Email firstname.lastname@example.org 11 June 2014, version1 Disclaimer: This is an advance copy and all links and references listed are not yet available 4) Select Rental Subsidy – Apply online IMPORTANT: You must retain all original documents for a period of five years starting from the date of the submission of the claim. 2) Annual Declaration when there is no change and your lease is still valid. Certify the information on file to receive continued payment of the subsidy. 1) Log in to the Umoja Employee Self Service Portal (ESS) 2) Select Life and Work Events 3) Select Work Events>Annual Declaration, then Rental Subsidy.
The maximum reasonable rent level by duty station is found in the Benefits at My Duty Station Calculator on the Pay and Benefits page of the HR Portal. The maximum rent levels are also published in Information Circulars of which you can find by searching the HR Handbook.
The threshold percentage is published by the International Civil Service Commission on its website. From the ICSC homepage map, click on the country, the information icon, and from the data that opens about that country, click post adjustment classification. Rental subsidy percentage for that country is also provided on the screen.
If you return to the same duty station the seven-year scheme starts anew only if you have spent six months or more outside of the duty station and if the return to the duty station required a change of residence.
Your relocation grant will be based on the allowance package coming with the twoyear fixed term appointment. Accordingly, you can then receive a lump sum for unaccompanied shipment in the amount of $15,000 USD at the family rate or $10,000 USD at the single rate.
The amount of the relocation grant depends on the length of the appointments and movement and on the staff members family composition.
If you have to delay your repatriation for compelling reasons, you can request for a deferral of your repatriation travel which will also defer your entitlement for relocation grant. Deferral is possible for up to two years and is subject to approval by the local HR official.
The non-removal allowance is paid for a five year period of active service as long as you remain installed at the same duty station.
After a staff member moves and becomes eligible for the non-removal allowance, it is paid for five years of active service at the same duty station.
The allowance depends upon choosing either the unaccompanied shipment orrelocation grant for shipment and is paid monthly in an amount according to the staff member’s grade and family status (single or dependent) as well as the category of the duty station.
For temporary appointments and temporary movements of less than one year the non-removal allowance is not paid.
When you were initially installed at your duty station, you should have received a relocation grant for $10,000, which is the amount at single rate (considering that your family did not travel with you at that time). Now when at least one of your family members travels to join you in the duty station, you will be receiving additional $5,000, which is the difference between the family rate and the single rate. Please refer to the guidelines for the implementation of GA Resolution 65/248 on the harmonization of the conditions of service for internationally recruited staff currently appointed or assigned to a non-family location for one year or longer that will become a regular family duty station. It is stipulated that staff members are eligible for shipment of personal effects of the eligible family members under Staff Rules or payment of $5, 000 relocation grant in lieu of shipment of personal effects.
Shipping options depend on the type and duration of the assignment/movement, your personal profile, and the assigned duty station you are going to.
The removal entitlement is when the Organization takes care of all the arrangements and pays the cost of shipment of a large part of your belongings (within established weight or volume limits). Under the non-removal entitlement, the Organization will either pay a fixed lump-sum amount, (called a Relocation Grant), or alternatively, if the staff member’s chooses, arrange for unaccompanied shipment of a small part of their belongings and pay a monthly non-removal allowance for a duration of five years.
A temporary movement between duty stations is moving to a different position for a limited period of time within the same Department or Office or in a different Department/Office. The temporary movement between duty stations can be either: a) temporary assignment, where you move to a new position and retain the lien to come back to the same position you left when the assignment ends; or b) temporary loan, where both you and your post are ‘loaned’ to a different organizational unit and supervisor for a definite period of time and at the end both you and your position return to the original organizational unit. Which option selected is a management decision between the two offices. For the staff member, each option has different implications regarding their conditions of service.
A transfer from one duty station to another normally happens when you are selectedfor a vacant position at a different duty station, or by a lateral move to a post inanother duty station but withinthe department/office. Since it is a permanent move,the staff member has no return rights to the position they left. If you move again atsome time in the future, the allowances are based on your individual profile and the assigned duty station. You are installed at the new duty station when you move there and are then paid allowances based on your individual profile and the assigned duty station.
Locally-recruited General Service staff members, including those on a temporary grade to the Field Service category, are not entitled to the mobility allowance, as they revert to their GS status (with no international benefits) upon return to their parent duty station.
The clock counting five years for the purpose of mobility allowance will be stopped once you go on special leave without pay. The clock will resume once you return to active duty.
Staff members who are already in receipt of the mobility allowance will continue get it while in receipt of a DSA for official travel.
When a staff member has had at least five year’s consecutive service, for staff serving at duty stations in categories A to E, the mobility allowance is payable from the second assignment of one year or longer; at duty stations in category H, the mobility allowance is payable from the fourth assignment and only if the staff member has had two or more assignments, each for a period of one year or longer, at duty stations in categories A to E.
When two staff members are married to each other and each is entitled to themobility allowances, each shall be paid at the single rate. If there are one or more dependent children, the allowance is paid at the dependency rate to the staff member for whom the child or children are recognized as dependants.
You do not need to take any actions in Umoja when you change jobs within the same duty station. You will receive notifications about actions taken in Umoja by the offices involved. You receive a movement notification when your selection is finalized and the release date is determined. The notification is also sent to the Manager of the releasing office, and to the Receiving and Releasing HR Partners. If your change in job means moving to a different duty station, you will receive the notifications that tell you to take the necessary actions for shipment, travel, and the allowances related to the movement. Note: Starting 1 July 2014, Umoja will start to be deployed at various duty stations. If Umoja has not yet been deployed where you are located then you must follow the procedures currently in place.
The salary of staff members in all categories is calculated at either the single or dependency rate. A dependent is a UN-recognized family member for whom the staff member provides main and continuing support. The dependency rate applies when there is a dependent spouse or one child. The dependency allowance is payable to additional children who meet the requirements. Family status notification is used to request to receive or discontinue the dependency allowance for a dependent. Open the Maintain Family Status HR Factsheet for more information and the list of the relevant policy documents that can be found in the HR Handbook.
If your appointment expires before the end of the school year, you must submit the claim one month before the date of your separation from service.
Life and work events are changes that affect your personal profile information and entitlements in two important areas: changes in your life (such as marriage, divorce or birth of a child) and changes in your employment (such as a temporary move or a transfer to a new duty station). Staff members are responsible for keeping information about changes in life and work events up-to-date and accurate so that affected allowances and benefits can be aligned with your profile.
You may combine education grant travel with home leave travel for your child provided the child spends at least seven days at the duty station, as well as seven days at the place of home leave.
The amount of the education grant will be based on the actual location of the educational institution the child is attending, taking into account the location of theduty station where you are installed. Staff members are able to claim reimbursement for boarding costs, or payment of the flat sum for board, for a child attending school outside the non-family duty station.
You can request the lump-sum option for education grant travel but only to cover the round-trip journey. Once the lump-sum is selected, it is not possible to request the travel be arranged by the Organization for the same trip.
Admissible expenses are tuition, textbooks, or tuition for the teaching of the mother tongue when the dependent child attends a local school in which the instruction is given in a language other than his or her own. All admissible and non-admissible expenses are explained in detail the relevant administrative instructions listed on the Education Grant HR Factsheet and found in the HR Handbook and may further be specified through periodic Information Circulars.When you submit a claim for admissible expenses you must also have the required documentation: a) You must have the P.41 form “Certificate of Attendance and Costs and Receipts for Payment” completed by the school. b) Substantiating documents—the invoices, receipts, cancelled checks and bank statements that document the education expenditures c) If you wish to claim for private tuition for education in the mother tongue, you must also have the teacher’s certification.
Yes. However, any retroactive claim of education grant must be made within one year of the date on which the staff member would have been entitled to receive the grant, in this case the end of the school year. You must submit the P.45 form and all required supporting documentation as indicated on the Education Grant HR Factsheet.
The education grant follows the academic year. Open the Education Grant HR Factsheet for details about applying in advance of an academic year or making a claim at the end of an academic year.
If a child attends different schools during the same academic year, the amount of the grant will be prorated according to the time spent at each academic institution, not to exceed the total entitlement (for more information see the relevant administrative instructions listed on the Education Grant HR Factsheet and found in the HR Handbook). Education grant travel is payable for one round trip journey by the child each scholastic year between the educational institution and the duty station. Regardless of the change in schools, only one round trip journey during that academic year can be claimed.
The amount of the grant to be paid will be prorated. The modalities for prorating the amount of the education grant are described in the relevant administrative instructions listed on the Education Grant HR Factsheet and found in the HR Handbook. You can submit a claim for expenses you have paid. If your child does not complete the school year, you must submit the claim within one month of the date your child’s full-time attendance ends.
In most cases, when the child is studying in the country of the duty station, no matter how far, boarding and travel expenses are not admissible under the education grant entitlements.
Boarding expenses can be admissible on exceptional basis when a child attends an educational institution beyond commuting distance from the area where the staff member is serving and in the opinion of the Secretary-General, no school in the area will be suitable for the child. Information on such exceptions can be obtained from the local HR Office.
The International Civil Service Commission (ICSC) decided to discontinue what was known as hazard pay and institute danger pay. The purpose remains the same—to compensate staff members for working under extremely difficult and dangerous conditions.
For internationally-recruited staff, the danger pay allowance is currently US$1,600 per month. For locally recruited staff, the allowance is 30 per cent of the net midpoint of theapplicable local General Service salary scale (excluding long-service and longevity steps, if any).
The International Civil Service Commission (ICSC) is responsible for authorizing which duty stations hazard pay applies to. The authorization is normally for a period of up to three months at a time and subject to ongoing review. It is lifted when hazardous conditions are deemed to have abated. > Open the list of duty stations where danger pay is currently in effect.
There is no limitation to the number of times a fixed-term appointment may be renewed. Each new fixed-term appointment can be granted for a period of up to five years.
An initial temporary appointment is granted for up to 364 days. It may, however, be extended for up to 729 days, if warranted by operational needs related to field operations and/or special projects. A temporary appointment shall not be converted to any other type of appointment.
Determination to renew or extend a contract is made by the manager based on the operational needs of the Organization and performance of the staff member. In exceptional circumstances, contracts may be extended solely for administrative reasons, i.e. to allow staff member fully utilize an entitlement, or complete an administrative procedure. Exceptions in such circumstances are reviewed and approved by the HR office.
Since you are not changing duty stations, you will not receive the assignment grant at the time of the appointment.
Yes, if they have been authorized to proceed on travel involving relocation on initial appointment, assignment or transfer they may receive an assignment grant with the amount of the grant differing depending on the type of appointment held and the length of appointment. For temporary assignments of less than one year they will receive 30 days of DSA for themselves only. There is no lump sum payment. > Open the Assignment Grant HR Factsheet > Open the Temporary Movement Between Duty Stations HR Factsheet
For internationally recruited staff members holding an appointment other than a temporary appointment : “If an assignment of less than three years’ duration is subsequently extended to three years or more, a second one-month lump-sum is payable at the beginning of the third year”.
Annual leave may be requested as needed. When you wish to use annual leave days, talk with your supervisor to get pre-approval of the dates. Taking into account the balance of days available to you, supervisors will approve annual leave depending on the needs of the unit and the availability of back-up arrangements for your absence.
Staff members who have been authorized to proceed on travel involving relocation on initial appointment, assignment or transfer may receive an assignment grant. The amount depending on the type and length of appointment. The grant is not payable if you are recruited from the area within commuting distance of the duty station unless you can demonstrate that it was necessary for you to change accommodation as a direct consequence of the appointment with the Secretariat. Commuting distance is determined specifically for each duty station. For example, at UN Headquarters in New York, the area within a 50 mile radius from Columbus Circle is considered commuting distance.
Advance annual leave may be granted in exceptional circumstances when a staff member does not have enough annual leave balance to cover the days requested. The maximum advance annual leave granted is 10 working days. The duration of your contract must be long enough going forward so that you will accrue the number of days that are advanced to you. An exception to advance annual leave is approved by the HR office.
Sick leave during annual leave may be approved if a staff member is ill for more than five consecutive working days (not including weekends or holidays), in any seven day period while on annual leave, including home leave, provided that the sick leave is certified. If the illness does not cover more than five consecutive working days, the entire duration of absence is considered annual leave.
For technical support, including access issues, kindly contact the OCHA Umoja Technical Team (UTT) at email@example.com.
The Unite Service Desk is a global ICT help desk service comprised of service desks in Bangkok, Brindisi, Geneva, Nairobi and New York, functioning as a single source of support. The role of the Desk is to resolve ICT issues for Umoja and other key UN applications. While the OCHA focal points or the OCHA Umoja Technical Team should be your first point of contact for support, the Unite Service Desk is available 24/7:
Yes, before creating a travel request in Umoja, you will need the written approval of your supervisor and the relevant budget owner (in some cases this may be the same person). When requesting travel, you should use the comment box to self-certify that you have received the approval of the supervisor and the relevant budget owner. In addition, you should inform your supervisor of your travel through Employee Self-Service (select Time Management – Create Leave Request – Official Business from the drop down menu).
Due to unexpected complications, OHRM has decided not to use the Manager Self-Service (MSS) functionality for contract renewal/extension until 31 August 2015, when further enhancements will be in place. For contracts expiring between 1 June and 31 August, existing offline procedures will remain in place. If you have any questions, please contact your HR focal point.
Staff will continue to be paid on time using Umoja. In preparation for end-of-June salary payments, the Umoja team has performed mock ‘payroll runs’ to identify and address any cases where administrative action (e.g. contract expiration) is required to ensure payment. In the unlikely event that a staff member’s case has not been addressed at the time of payroll cut off in mid-June, a special procedure (salary advance) will be executed to make sure that the staff member is paid on time. A key benefit of Umoja will be the elimination of the payroll issues that previously occurred when staff transferred between for example New York and the field. Once a staff member is in Umoja, there is no need for additional entries, contrary to for example the UNDP system where staff members have to be entered locally every time they change duty stations. Umoja will not impact the payroll of national field staff who will continue to be payrolled by UNDP.
There are many SAP transactions, you can find tcodes and description searching online. A helpful orientation would be reviewing your training material to focus on the sap transactions that are relevant to your function and profile. Navigating the SAP menu is another way to find the transactions without the need to memorize the tcodes. Find training Material by functions at The Hub:https://unite.un.org/connections/communities/community/umoja/resource_center If you have additional questions, ask in the forum. Collaborate. Talk to your focal point.
Naming convention for tcodes in SAP is dependent on the area of application and it's functionality which is represented by first two characters. Last two characters are generally are numerals which are logically assigned sequence numbers. For example: Eng = German Sales = Vertrieb Order = Auftrag .....VA01 - Sales Order Create, VA02 - Sales Order Change, VA03 - Sales Order Display Delivery = Lieferung....VL01N - Sales Delivery Create New, VL02N Sales Delivery Change New, VL03N - Sales Delivery Display New (N in the end generally means NEW, in such case there would be an old transaction without N as well) Invoice = Faktur ....VF01 - Sales Invoice Create, VF02 - Sales Invoice Change, VF03 - Sales Invoice Display Generelly numerals 1, 2 & 3 in the end represent Create, Change & Display respectively. Similarly procurment in German is Erwerbung, hence the tcode ME21/ME22/ME23 - Purchase Order create/change/display where 'M' stands for Materials 'E' stands for Erwerbung in German. All the transactions follow the same naming convention.
The OAH or mission creates the payable document to UNDP, using FV60 against UNDP HQ vendor (1400000100), with payment method A (ACH-CCD).
Payables against this vendor are picked up and paid centrally from New York (by the Treasury division) as a result of the use of the payment method A.
The Donor Code (given to the UN Secretariat by UNDP) of the UN entity paying the advance should have been entered in both the reference field and text field of the FV60 document. The remittance advance, which is automatically emailed to UNDP (firstname.lastname@example.org, email@example.com, firstname.lastname@example.org, and email@example.com) when the payment is made by the Treasury Division, contains the text field on the vendor line. UNDP use the Donor Code to identify who sent the advance.
If this information has not been entered when raising the FV60 document (as per UNDP job aid 2-0, then UNDP will not be able to establish which entity sent the funds.
To find an entity’s donor code use t-code ZAP_DONORMAP. This t-code is provisioned to all Finance Roles
USD should always be used.
This is a decision for the individual entity; however please note that cash on the fund/grant will be reduced when the payment is made. As such, if the fund/grant that is paying the advance is not the same as the fund/grant that is issuing the Financial Authorisation (FA), the fund/grant used for the advance is temporarily financing the other fund/grant until the SCA file is posted and the advance account is cleared.
The advance document does not consume budget but it will consume cash on the related fund/grant.
UNDP Financial Authorisations
In the case where the PO does not include VAT because the UN procedure is to not include VAT in the PO (as this is included at the time of the invoice), text should be added either in the detailed instruction of the PO or in the remarks field of the FA to instruct UNDP to pay the VAT.
The source document for the FA needs to be modified first and the changes will then be reflected in the FA.
Note that the Remarks field can be used to add additional instructions for UNDP. But this should not contradict other instructions in the lines of the FA.
Please refer to the list of UNDP Business partners in job aid 1-0. If the UNDP country office does not appear in this job aid please raise an ineed ticket to Umoja Master Data and provide details on which UNDP Country Office you believe is missing and the details of the transaction to be posted.
Check to ensure that the detailed instructions are entered at the line item level of the Funds Commitment not the header level.
Please check that the funds commitment is approved (FAs related to unapproved FCs cannot be sent).
If you have used a Funds Commitment, please check that vendor used is a UNDP Office. Please refer to UNDP Job aid 1-0 with the list of UNDP Business Partners which should be used. Also ensure that the UNDP vendor is on every line of your funds commitment.
The funds center of the funds commitment may not be mapped to a UNDP donor code (this can be checked using ZAP_DONORMAP, this T-code is mapped to finance roles). If the funds center is not mapped an ineed ticket needs to be raised and assigned to Umoja Tier 2b-Financial Accounting in UNHQ.
Please check that the vendor used is a UNDP Office. Please refer to UNDP Job aid 1-0 with the list of UNDP Business Partners which should be used.
The funds center of the purchase order may not be mapped to a UNDP donor code (this can be checked using ZAP_DONORMAP, this T-code is mapped to finance roles). If the funds center is not mapped, an ineed ticket needs to be raised and assigned to Umoja Tier 2b-Financial Accounting in UNHQ.
- Ensure that there is a funds center on each line of the FV60 document (even if the line relates to a balance sheet account, i.e. for MPOs, petty cash etc).
- The funds center of the AP document may not be mapped to a UNDP donor code (this can be checked using ZAP_DONORMAP, this T-code is mapped to finance roles). If the funds center is not mapped an ineed ticket needs to be raised and assigned to Umoja Tier 2b-Financial Accounting in UNHQ.
- Check the payment method selected, it should be U.
- Check that the FV60 or MIR7 was posted/approved (if they are not approved the FA cannot be created).
Some of the possible reasons are as follows:
- Check the payment method selected, it should be U on the FI (use FBV3 to check).
- If payment method “Other” is not selected in the Travel Portal, the TPA will not be able to add in the UNDP vendor.
- Check the vendor text field in the FI document to ensure the UNDP Donor code is there.
- The funds center of the funds commitment may not be mapped to a UNDP donor code (this can be checked using ZAP_DONORMAP, this T-code is mapped to finance roles). If the funds center is not mapped an ineed ticket needs to be raised assigned to Umoja Tier 2b-Financial Accounting in UNHQ.
- There is a payment block on the AP document.