6.2.3. Approve the Addition of a Secondary Dependent

The procedure to approve a secondary dependent through Employee Self-Service (ESS) follows the same steps as those indicated to approve a dependent child.

In the case of a secondary dependent, however, the HR Partner must carefully review the following fields:

1. For secondary dependents, given that the entitlement is a yearly entitlement, the effective from 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.
2. Verify the following personal data as it appears in the birth certificate or passport:

• name,
• last name,
• gender,
• date of birth,
• birthplace, and
• country of birth.

If the parent has 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.

3. Additional fields check boxes:

• If the secondary dependent does not live with the staff member, the HR Partner must confirm that the amount of financial support to the dependent submitted by the staff is at least twice the amount that the Organization provides. The proof of payment must be a valid proof of payment (no cash, affidavits, etc.)
• If the secondary dependent lives with the staff member, there is no need to confirm financial support, but the staff member must provide proof of residence of the secondary dependent.

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 G-4 visa or with permanent residency status.

Therefore, the entitlement for secondary dependents lacking residency status or a G-4 visa can only be paid retroactively once 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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