8.2. Process

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The process for successfully processing and approving a home leave request includes these procedures and roles:

Step 1: Submission of Time Request

1. The Staff Member requests Annual Leave – Home Leave using ESS or, exceptionally, the Time Administrator enters the leave on behalf of the staff member.
2. The system checks the staff member’s home leave points and annual leave days and that the period does not overlap with another leave request. The only overlap that ESS will allow is a combination of home leave with parental leave. All other overlaps will give staff an error message and will not allow them to proceed.
3. If the staff member has sufficient number of home leave points and annual leave, the system submits the request to the Time Manager.
4. The Time Manager approves or rejects the leave request using the Portal based on the exigencies of service.
5. Annual leave quota and, when applicable, Home Leave points are deducted automatically on the first day of the leave.
   
   
   
   
   

Step 2: Submission of Travel Request

The steps above complete the leave request, however the staff member cannot travel until they create a Home Leave travel request in the travel portal (ESS). It is at this point that the request will be reviewed by the HR Partner for eligibility to the home leave entitlement.

6. The Staff Member submits a travel request for themself and/or eligible dependents to travel on home leave on dates matching the time request that has been approved by the manager.
7. The HR Partner will receive the travel request in the pending travel queue in their Approver Work Center and Worklist.
8. The HR Partner will review the request, checking that all prerequisites indicated above are satisfied. The HR Partner has the option of approving, rejecting or returning the request to the Staff Member for corrections in the Portal.
9. If approved by the HR Partner, it then goes to the travel approver and certifying officer for further review and authorization of travel and the ticket will be issued or a lump sum will be given to the Staff Member, as requested.
   If the Staff Member initially requested lump sum and the request is approved by the HR Partner, it will go to the travel approver for confirmation of the amount of lump sum. If the Staff Member rejects the lump sum and decides to opt for a UN issued ticket and entitlement, then the HR Partner does not need to confirm eligibility again. At that point, the request bypasses the HR Partner and goes to the travel approver and certifying officer.
   

#_Once the Staff Member has returned from Home Leave, they will create their Expense Report within 14 days from the return day. If this step was ignored/forgotten the Staff Member will be recovered from the payroll the full cost to the UN of the Home Leave Travel (Lumpsum or Ticket Costs)..
Staff Members are entitled to Travel Time as defined in the UN Staff Rules. If the Staff Member opts for UN issued tickets travel days will be automatically credited back to the Staff Member once they submit their travel expense report. If the staff member selects the lump sum option, they will need to submit an offline request to the HR Partner to credit travel days and the HR Partner will modify the Annual Leave – Home Leave record in ECC upon return from Home Leave.

Exceptional Record Entries in ECC and Portal

11. Exceptionally, when neither the Staff Member or Time Administrator nor the Time Manager have access to ESS, the HR Partner can view, create and modify attendance records including the annual leave home leave days and quota deduction for annual leave directly in ECC upon receipt of the confirmation by the Time Manager that the staff member may go on home leave. However it must be noted that submission of time requests on the Portal on behalf of staff is the primary responsibility of the Time Administrator.
12. Additionally, the HR partner also has the role of travel administrator, and so the HR Partner can also in exceptional circumstances submit a travel request for home leave in the travel portal on behalf of the staff member. Again, it must be noted that submission of travel requests on the Portal on behalf of staff members is the primary responsibility of the Travel Administrator.

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iManual published by United Nations DOS/CDOTS
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