Benefits and Entitlements - Separation

"What are final entitlements?"

• Final entitlements refer to the money UNDP owes the staff members at the time of his/her separation. It consists of Repatriation Grant, commutation to cash of accrued annual leave, the last month's salary (if withheld because the separation date was prior to the end of the month), and outstanding Education Grant payment.

"When will I receive my final entitlements?"

• A separation process entails numerous actions. A number of clearances and documents are required from you and your office, and from various UN/UNDP offices regarding outstanding amounts for travel, Education Grant, etc. The final entitlements are released after all documentation has been carefully reviewed to ensure that there are no outstanding amounts between you and UN/UNDP. On average, final entitlements are released 3-4 months after your separation date. Please note that your submission of the documents required is essential for a smooth separation process.

"What is the separation package?"

• The separation package consists of:
  - a letter to you, explaining the separation process and formalities;
  - an authorisation to your office to pay you the Relocation Grant and monetised ticket;
  - a number of forms to be filled in by you and your office.

"What happens to my pension contribution?"

• If you are a member of UNJSPF, you should fill in the form 'PENS E/6. Instructions for Payment of Benefits'. This form is provided to you as part of the separation package. According to what you choose on the form, your pension contribution is released, or it is held in trust. If you request release of your pension contribution, it will be released when all separation formalities have been completed by UNDP and UN Payroll. On average, the pension contribution is released by UNJSPF 3-4 months after a staff member’s separation date.

"Can I have more information on my pension contribution?"

• For details on your pension contribution, please contact UNJSPF directly, eg. for information on how much will be released when you separate, if you choose release (see 'What happens to my pension contribution?'). UNJSPF’s contact details are available on www.unjspf.org. You may also wish to refer to the Regulations and Rules of UNJSPF, available in the same place.

"What is the difference between Repatriation Grant and Relocation Grant?"

• Repatriation Grant is intended to assist internationally recruited staff members with expenses incurred in connection with establishing residence away from the last duty station upon separation from service. It is payable to staff members whom UNDP is obligated to repatriate. The repatriation grant is linked to the years of service and dependency status.



• Relocation Grant refers to the lump sum paid in lieu of shipment of personal effects. Since 7 April 2003, the amounts for JPOs are: USD 6,000 (single) and USD 9,000 (dependents).

"Can I have more details on the Repatriation Grant?"

• The Repatriation Grant is to be claimed within two years after the separation date.



• Proof of Country of Residence outside duty station (also called Proof/Evidence of Relocation) is required for the Repatriation Grant to be released. The proof must be signed and sealed/stamped by an official authority (government, municipality, etc) in the country where you establish residence after your separation.



• The net base salary is used to calculate the Repatriation Grant. For single staff members, 1 year of service grants 3 weeks (15 days) of salary; 2 years of service, 5 weeks (25 days); beyond 2 years of service, 1 extra week is granted for each extra year (the total maximum is 16 weeks). For staff members with a spouse and/or recognised dependents, 1 year of service grants 4 weeks (20 days) of salary; 2 years of service, 8 weeks (40 days); beyond 2 years of service, 2 extra weeks are granted for each extra year (the total maximum is 28 weeks).

"I am not leaving the duty station - what happens to my Repatriation Grant?"

• You can only claim your Repatriation Grant once you establish residency away from the last duty station. If you remain in your duty station after expiration of your JPO contract, your Repatriation Grant will therefore be held in trust. It is important to note that the Repatriation Grant can only be held in trust for 2 years, after which your entitlements lapses.

"When will I receive the Relocation Grant?"

• You are entitled to receive your Relocation Grant (and monetization of ticket to your place of repatriation) prior to the end date of your contract, enabling you to arrange the shipment of your personal effects. Approximately one month prior to your separation date, JPO Service Centre will send you and your office a separation letter and various separation documents, including an authorization to your office to pay your Relocation Grant and monetization of ticket.

"How is my unused annual leave commuted to cash?"

• Payment of annual leave which has not been used at the time of separation is up to a maximum of::
• 30 days for JPOs completing one year of service;
• 45 days for JPOs completing two years of service;
• 60 days for JPOs completing three or more years of service.



• The unused annual leave is commuted to cash based on the staff member's net salary (single or dependent) plus the post adjustment applicable in the country of assignment at the time of separation, divided by 21.75 (which is the 261 working days per year, divided by 12 months), multiplied by the number of annual leave days due to the staff member.

"Can I keep my UNLP?"

• Your UNLP must be cancelled when you separate form service. Therefore, you are required to submit your UNLP to JPO Service Centre when you separate. Your final entitlements will only be released when you have submitted the UNLP (together with forms to be filled in upon separation, see 'What is the separation package?').
• JPO Service Centre will send the UNLP to UNDP Travel Service for cancellation. Travel Service will return it to you once it has been cancelled.
• you remain in service as an international staff member, i.e. on a fixed term contract (100-series), or on an L-contract (200-series) or on an ALD-contract (300-series), you may keep the UNLP. However, your office must send a confirmation to JPO Service Centre that they will process the extension as well as making sure that the UNLP is cancelled when you separate in the future.

"What happens to my group life insurance with Aetna and my medical insurance with Van Breda?"

• Your coverage under Aetna and Van Breda expire at the end of the month of your separation date. Thus, for example, if your separation date is 15th March, you are covered till 31 March. If your separation date is 31 March, you are covered till 31 March.



• If you wish to keep your coverage, you will have to do so as a private member. For further information on your insurance schemes please liaise directly with:
  
  UN Insurance Unit, UN Secretariat
  304 East 45th Street, Room FF-335P
  New York
  NY 10017
  USA
  
  Tel. (212) 963-9124 / Fax (212) 963-4222

"How do I contact... ?"

• Van Breda:
  Head of Department
  J. Van Breda and Co.
  Plantin en Moretuslei 295
  2140 Borgerhout (Antwerpen)
  Belgium
  
  Fax: 323-2723969
  Email: gp1@int.vanbreda.be



• Aetna (Group Life Insurance):
  Check their website www.aetna.com for contact details regarding your specific question.



• UNJSPF:

The New York Office and the Geneva office have a shared electronic filing system, so you can contact either office, even if you served in New York.

To find out more...

• Please visit our related circulars and forms section (VIII. Separation).

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