3.7.1. Prerequisites

The following documents and data are required to submit a family visit time request on behalf of the staff member:

• Family Visit Leave Request: the staff member should submit a written request to the Time Administrator/Time Senior Administrator indicating the proposed dates of family visit to be taken as well as the justification for why they cannot submit the request themselves through ESS. If the justification is warranted, the Time Administrator/Time Senior Administrator will proceed with the submission of the leave request on their behalf.
  

• Validate Eligibility for Travel Approval: Check to ensure:
  • The staff member is eligible to use family visit travel for the year requested.
  • Previous Travel Check: The staff member has not had any travel that would invalidate the entitlement to family visit at the time.

Family Leave visit shall not be authorized in the calendar year in which the Home Leave falls due. Even if the Home Leave was postponed one year, family visit for that year will still not be authorized, except for duty stations with a 12-month leave cycle, in which case, the minimum interval (3 months) between return from Home Leave and beginning Family Leave is met.

Additionally, at least 9 months must have elapsed between the last Home leave travel and at least 12 months of service must be accrued.

• Validate Eligibility for Travel Days (after travel is undertaken) – HR Partner will check to ensure:
  • The staff member has completed their expense report and was issued a UN purchased ticket as part of their family visit.
  • All dates for their travel/leave match their original AL-FV request and make the required adjustment to the AL-FV absence record in ECC to include travel days, if eligible.

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