8.1. Prerequisites

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The following documents and data are required for a home leave time request.

• Validate Appointment Status: The HR Partner should review the expiration date of the staff member’s appointment to ensure they have a valid appointment of at least six months upon the proposed completion of their home leave. This is viewable in IT0016 (Contract Elements). If their contract needs to be extended please refer to the HR Partner Personnel Administration – Contracts job aid.
• Validate Eligibility for Travel Approval: Check to ensure:
  • The place of home leave has been established in Umoja (should appear at the top of the travel portal request submitted by the staff member), otherwise create the Place of Home Leave in IT3244 (NPO Entitlement Country and City) ensuring that the effective date of the creation of the IT3244 record is the date the staff member became entitled to international benefits (onboarding date for most staff, but date of promotion from G to P in the case of staff members who have been promoted from the G to the P category).
    
  • HL Points: the staff member has the required home leave points , the required number of home leave points have been deducted from the quota based on the approved Annual Leave – Home Leave absence record
    • HL Absence Record: the staff member has submitted and received approval for their home leave by the Time Manager and the record is viewable in ECC. The dates of the absence record should coincide with their travel request and meet the minimum stay requirements
    • Dependency Check: any family members included in home leave travel request are eligible (e.g. are a recognized spouse and/or dependent children and the staff member is not serving in a nonfamily
      duty station).
    • Previous Travel Check: The staff member has not had any travel that would invalidate the entitlement to home leave at this time (e.g. interactions of travel with family visit, etc.).
• Validate Eligibility for Travel Days: This verification and granting of travel days is done upon return from home leave travel by the staff member and after the HR Partner verifies that:
  • The staff member has completed their expense report and was issued a UN purchased ticket as part of their home leave.
  • The HR Partner has checked that all dates for their travel/leave match their original AL-HL request
  • Travel days fall on week days.
• Check for Exceptions/Special Cases: The HR Partner should check for any exceptional requests or cases (e.g. Advance home leave request).
  • Combined Home Leave and Parental Leave – under development: Umoja will allow the staff member to submit a home leave request while the staff member is also on parental leave. In this special case upon approval of the home leave entitlement, Umoja will deduct both the home leave quota and the annual leave days for the period of home leave. As a result, the HR Partner or Time Senior Administrator will have to credit in ECC the staff member’s annual leave for the period of time that home leave overlaps with Parental Leave.
    It is also possible to have staff members request conversion of AL_HL days to sick leave. In this case, the staff member will need to submit the medical certificate offline to the HR partner and the HR partner will convert the corresponding days of AL to sick leave. Umoja only allows staff members to submit overlapping entries for home leave and parental leave. Any other overlaps will not be allowed in ESS and will have to be made in ECC.

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