6.3.4. Add a Secondary Dependent

Procedure

1. The procedure to add a Secondary dependent follows the same steps as those for adding a child, with the following differences.
2. For secondary dependents, given that the entitlement is a yearly entitlement the effective date will be the 1st of January of the year in which the parent or sibling became a dependent. If the addition of secondary dependent is done at the time of onboarding, then the effective date is the EOD date of the staff member.
   
   
   

3. For a Secondary dependent% (father, mother or sibling), verify the following personal data as it appears in the birth certificate or passport: name, last name, gender, date of birth, birthplace, country of birth. If the parent has a more than one nationality, please enter the nationality of the passport provided and the one under which the parent will be travelling or obtaining visas.

4. In the Additional Fields section, enter:

• Marital Status – date as it appears on the passport, or other certificate and the effective date of the marital status in the Since field.
• Financially Dependent – If the secondary dependent is deemed to be financially dependent, you must ensure this indicator is checked to trigger the payment of dependency benefit.
• Living with Staff Member – confirms that the secondary dependent lives with the staff member.
• Dependent Override – This is used only when the payment of dependency is to be overridden in exceptional cases.
• In receipt of allowance since – This field is a mandatory field when you turn on the financially dependent indicator. The information entered here will also be used to determine the “grandfathering” of the dependency allowance.
• Effective Date: This field must be the effective date of the most recent approval of the dependency benefit, provided that there are no gaps in receipt of the benefit. If this is the first dependency approval or there were gaps in receipt of the dependency benefit, then use the effective date of this application. Scenario: effective date of secondary dependency allowance: 01.01.2017

*REMEMBER: *Since secondary dependency allowance is a yearly entitlement, the effective date of the entitlement to secondary dependency is always the 1st of January of the year in which the entitlement is requested, or the EOD of the staff member.

For Temporary Appointments in New York only: Secondary dependents on a B1/B2 visa (Tourist Visa), technically do not have residency status in the US as would a dependent on a G4 visa or with permanent residency status.

Therefore, the entitlement for secondary dependents with temporary visas who claim to meet the requirement of living with the staff member can only be paid retroactively upon providing proof that either of the following conditions is met:

• the secondary dependent has completed one year of residency with the staff member, or
• the secondary dependent has resided with the staff member for the entire period of a temporary appointment of less than one year.

To be eligible for the entitlement, the staff member must have checked the box in response to the question: Do you provide at least on half or more of the dependent’s financial support?

Remember to run the Payroll simulation after completing the PA to ensure that the dependency entitlement is generated correctly.

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