5.2. Frequently Asked Questions (FAQ) for GID Administrator

What do I do if the GID Requestor does not provide the required information on the form?

All pre-requisite information is required. Failure to submit all relevant information, you must return the form to the GID Requestor to complete missing information.

Are supporting document(s) required for submission of a new or to confirm an index/personnel number?

Yes. All new index/personnel number requests must be accompanied by supporting document(s) that substantiate the information entered in the online form. Valid forms of supporting document(s) are passport, birth certificate and other official government issued document(s) such as a driver’s license and national identification cards. Failure to provide this document should result in a rejection of the GID form submission.

After a thorough search, the person has a duplicate index/personnel number in GID. What should I do?

As GID Administrator, you have the following options:

1. You should submit an iNeed ticket through Unite Service Desk (USD) as Service Request in lieu of an email message to “HR Help Desk.” The iNeed system will automatically create a work order that will be routed to Umoja HR Operational Support Desk queue.

2. Return the form to the GID Requestor advising of the duplicate index/personnel numbers. Enter in the remarks field: “Index# XXXXX & XXXXXXXX exists for this person. You are required to raise an iNeed ticket if you are a UN Secretariat staff or for agencies, send an email to the HR Helpdesk (hrhelpdesk@un.org) to request a cross reference.”

GID Requestor is insisting that the person name in GID is not correctly reflected based on the country interpretation of a national ID. What do I do?

Inform the GID Requestor that a Passport is not a National ID and its transcription are made following an international rule code which does not consider the interpretation of Names existing in each country. The United Nations has an obligation to follow the rules as specified in Standards for Entering Person Names in this job aid to assure a unique interpretation and transcription of the personal data in Umoja. If the passport holder is claiming different naming convention, the person would need to have their passport amended.

GID Requestor has provided an index/personnel number that are eight (8) digit long and begins with 88XXXXXX. Can this index/personnel number be used?

The eight (8) digit long index/personnel number that begin with 88XXXXXX are fast track index numbers. They are intended for one time use only for travel purposes. These index/personnel number do not go through the regular request via in the GID portal. GID Administrators do not support these index/personnel numbers. Therefore, you should advise the GID Requestor to create a new index/personnel number in the portal for your approval which can be used repetitively for the individual.

GID Requestor has provided an index/personnel number that are seven (7) digit long and begins with 88XXXXX. Can this index/personnel number be used?

The seven (7) digit long index/personnel number that begin with 88XXXXX from an agency, such as World Food Program (WFP) provide these types of index/personnel numbers. If the index/personnel number provided is not yet available in our system, as a courtesy this index/personnel number is honored. You should open an iNeed ticket to OICT/EAC-Americas team in New York to have the index/personnel number available in GID.

GID Requestor has provided an index/personnel number provided by the person is from a UN Common System or from an UN-related Organization outside the common system, such as FAO,

IAEA, ILO, IMF, UNFPA, WFP, WHO and World Bank. The index/personnel number is not in our system. Can this index/personnel number be used? If the index/personnel number provided is not yet available in our system, as a courtesy this index/personnel number is honored, given that you have verified the information from the agency, i.e. personnel actions. You should open an iNeed ticket to OICT/EAC-Americas team in New York to have the index/personnel number available in GID so that the index/personnel number can be confirmed in the portal.

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