9.1. Prerequisites

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The following documents and data are required to process and approve a family visit request:

• Validate Appointment Status: The HR Partner should review the type and expiration date of the staff member’s appointment to ensure they have a valid international appointment for at least six (three months for a duty station with a 12- month home leave cycle) months following return from family visit travel. The appointment status 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 staff member is eligible to use family visit travel for the year requested.
  • Family Visit Absence Record: the staff member has submitted and received approval for their family visit 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: the HR Partner will check that no family members were installed at the duty station.
  • 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) – Time Senior Administrator Only: Check to ensure:
  • The staff member has completed their expense report and was issued a UN purchased ticket as part of their family visit. The Time Senior Administrator will confirm 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.
• Check for Exceptions/Special Cases: The HR Partner should check for any exceptional requests or cases.
• Official Documentation: Documentation from the staff member and their manager regarding any leave request that could not be entered into ESS and requires HR Partner action to enter it directly in ECC.
  Although the HR Partner has access to submit time and travel transactions on behalf of the staff member, it must be noted that these are the primary responsibilities of the Time and Travel Administrators respectively and these requests should be submitted to them first.
  

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