Types of Travel. Job Aid

Transcription

1 Overview If you are traveling at the United Nations expense, the following document describes all types of travel available in Umoja. Each type of this travel has a specific GL (general ledger) account assigned to it. Therefore, two types of travel cannot be combined in one Travel Request and a separate Travel Request must be raised for each type of travel. NOTE: It is very important that the correct type of travel is selected at the creation stage of the Travel Request since once approved by the Travel Processing Officer the Travel Type can no longer be changed. Objective This Job will present different categories and types of travel in ESS Umoja Portal to the staff member, Travel Administrator, and HR Partner. Categories and types of travel I. Official Travel 1. Within Mission Travel applicable in DFS-administered missions only where specific funds are allocated to this type of travel. 2. Official Business travel undertaken to conduct official business on behalf of the United Nations. 3. Training travel undertaken for training, learning and development activities (trainers and trainees). 4. Temporary Duty (TDY) long-term official business where no PA (personnel action) is issued in the system by HR. 5. Sabbatical special leave with full pay for the period of up to four months for selected staff members to pursue research/study projects in recognized universities/institutions worldwide, where round trip travel expenses as well as a designated stipend are paid to the staff member if the institution is not at the duty station (for more details consult the latest ST/IC on the subject). 6. Escort to Medical Evacuation/Repatriation when traveler requires medical attention during evacuation/repatriation, a physician or a nurse may be authorized as an escort with full travel entitlement not to exceed three days including travel time (for more details consult the latest ST/AI on the subject). 7. Medical Evacuation (Civilian staff) staff member may be evacuated in case of an acute illness or injury from the duty station at the United Nations expense for the purpose of securing essential medical care or treatment. 8. Medical Repatriation/Evacuation/Security Evacuation of Uniformed Personnel (Formed Police Unit, UN Military Expert on Mission, Military Staff Officers/Contingent Member Troops, UN Police UNPOL ) internationally recruited civilian, Military and Police personnel may be evacuated/repatriated from the duty station on medical grounds at the United Nations expense in case of an acute illness or injury. However, Uniformed personnel might not be entitled to Security evacuation (see the latest relevant ST/AI for additional details). Umoja Training 1/5

2 II. Entitlement Travel 1. Home Leave internationally recruited staff members holding temporary (when extended for longer than one year), fixed-term, permanent, and continuing appointments who are residing and serving outside of their home country are entitled to travel at the United Nations expense for the purpose of renewing their cultural and personal ties and spending a minimum of seven days, exclusive of travel days, in their home country. Annual leave taken for this purpose is referred to as Home Leave. The Organization will also pay the round trip travel in respect to the staff member s eligible family members, installed in the duty station (for more details see ST/AI/2013/3 and Chapter V, rule 5.2 of Staff Rules). 2. Family Visit internationally recruited staff members who work and reside outside of their home country are entitled to family visit travel expenses paid by the UN. A round trip ticket is provided from the duty station to any one of the following places where at least one of the staff member s eligible family members normally resides: (a) Place of recruitment; (b) Place of home leave; (c) Previous duty station; or (d) in the case of non-family mission, the parent duty station. 3. Reverse Family Visit at the request of a staff member, travel of the spouse to visit the staff member instead of exercising the Family Visit entitlement, may be authorized as a Reverse Family Visit travel, subject to any security restrictions at the duty station. 4. Education Grant internationally recruited staff members with a fixed-term, continuing or permanent appointments and who are entitled to Education Grant may also be eligible for Education Grant travel, provided their dependent is enrolled in an educational institution away from the duty station. The staff member will be eligible for travel expenses for each child for one round trip each scholastic year between the educational institution and the duty station. 5. Reverse Education Grant when staff member is serving at a duty station designated as a non-family mission (the child cannot travel to the duty station for a visit), Reverse Education Grant travel may be granted to the staff member or his/her spouse. 6. Rest and Recuperation Rest and Recuperation (R&R) is granted to those staff members serving at duty stations where the entitlement of R&R has been established. It is composed of travel away from the duty station and approved time off from work for the purpose of alleviating stress and promote health and well-being of staff members assigned to designated duty stations. Umoja Training 2/5

3 III. Uniformed Personnel Travel (Deployment and Repatriation) 1. United Nations Military Experts on Mission UNMEM (MILOB/MLO/MILAD) Military personnel/individual officers that constitute the group of Uniformed Personnel deployed by the Department of Peacekeeping Operations (DPKO). The United Nations is only responsible for the cost of travel of Uniformed Personnel to the mission on initial deployment and repatriation upon completion of their tour of duty, unless a member of UNMEM is required to travel on official business while on tour of duty, either within or outside the mission area. 2. United Nations Police Officers (UNPOL) Police personnel/individual officers that constitute the group of Uniformed Personnel deployed by the Police Division (PD). The United Nations is only responsible for the cost of travel of Uniformed Personnel to the mission on initial deployment and repatriation upon completion of their tour of duty, unless a member of UNPOL is required to travel on official business while on tour of duty, either within or outside the mission area. 3. Military staff/contingent members/troops Uniformed military personnel deployed to field missions in self-sustained groups by the Department of Peacekeeping Operations (DPKO). The United Nations is only responsible for the cost of their travel on charter flights to the mission on initial deployment and repatriation. 4. Formed Police Unit (FPU) Uniformed specialized police personnel deployed to field missions in self-sustained groups by the Police Division (PD). The United Nations is only responsible for the cost of their travel on charter flights to the mission on initial deployment and repatriation. 5. Government Provided Personnel/Correction & Justice Officers Government Uniformed Provided Personnel specialized in Law and Justice and deployed to missions to support constitution-making processes and legislative reform and help strengthen prison management and administration. The United Nations is only responsible for the cost of their travel to the mission on initial deployment and repatriation upon completion of their tour of duty. (For detailed information on all types of travel of Uniformed Personnel, see the updated corresponding ST/AI, ST/SGB and ST/IC). Umoja Training 3/5

4 IV. HR Travel 1. Appointment (4 types): a) Finite Duration b) Temporary Replacement c) Post d) Consultant 2. Temporary Assignment 3. Transfer/Reassignment 4. Separation/Repatriation 5. Transportation of Human Remains 6. Interview (3 types): 7. Competitive Exam (3 types): 8. Secondment (3 types) What do we mean when we say? - Post - Finite Duration - Temporary Replacement Umoja Training 4/5

5 Every staff member in Umoja has a Position Type referenced to by a two-digit number which, for staff members, identifies the source of funding for the post. For the purpose of serving the Travel Solution, the position type is one of three criteria that determines which General Ledger account a trip is charged to. The HR partner will need to know against what position type a staff member is travelling in order to process the travel correctly. Position types that relate to each category of HR Travel are as listed below. If the Position Type is 11 Established Post, 12 Temporary Post or 24 VC Post select Post in the Travel Type drop-down menu. If the Position Type is 13 GTA Finite Duration, 14 GTA Finite PK or 23 VC Project Post select Finite Duration in the Travel Type drop-down menu. If the Position Type is 21 GTA Replacement or 22 TAM select Temporary Replacement in the Travel Type drop-down menu. General Ledger account derivation logic The GL account derivation logic is based on the following three criteria: - Employee Subgroup Professional, General Service, General Service International, National Officer, Security, Translator, Reviser, Interpreter, Judges, Trades & Crafts, etc. - Position Type Two digit code which generally identifies funding arrangements for a post - Travel Activity Type Home Leave, Transfer, Official Business, Within Mission Travel, Training, Sabbatical, TDY What does this mean? If you try to travel a Consultant on Home Leave, you will get an error message. This combination of Employee Subgroup (consultant), Position Type (99) and Travel Activity Type, is not mapped. It is deliberately not mapped, since a Consultant would never have an entitlement to Home Leave, thus a travel request with these parameters cannot be raised in the system. Umoja Training 5/5