• General provisions
• Definitions
• Eligibility
• Payment of a rental subsidy
• Rent paid by the staff member• General regime governing computation of a rental subsidy• Self-certification of rental subsidy required by the staff member
• Effective date of changes in factors used in computing a rental subsidy
• Rental deductions
• Relationship with other elements of the Compensation Package
• Cessation of a rental subsidy
• Additional Terms and Conditions
1) Rental subsidy at duty stations in Europe and North America1a) Rental subsidy scheme for Geneva, Switzerland2) Rental subsidy at duty stations outside Europe and North America• Procedures for rental subsidy applications
10 The rental subsidy scheme is designed to offset costs for accommodation of a reasonable standard for which the rent may be higher than the average for the duty station. This is in large part due to the limited availability of suitable housing for staff members newly arrived at the duty station. Accordingly, the rental subsidy scheme aims to facilitate the settlement of new staff members and to encourage mobility within the UN common system by subsidizing the rental costs of eligible staff members as per the provisions set out in this section.
20 The following definitions apply to this section:
- "agent's fee" refers to a onetime fee paid to a licensed real estate agent/broker for services rendered in obtaining the dwelling for which the rental subsidy is requested;
- "individual threshold amount" is calculated by applying the "rental subsidy threshold percentage rates" to the "staff member's income";
- "reasonable maximum rent level" is the amount established within the additional terms and conditions for rental subsidy applicable to the relevant duty station. It is based on the family size of the staff member and a survey of rent levels in the local market. The reasonable maximum rent level is determined for duty stations in Europe and North America; Geneva duty station; and duty stations outside of Europe and North America under the Additional Terms and Conditions;
- "reimbursement rate" is the percentage to be applied to the portion of the rent paid by the staff member that exceeds the individual threshold amount, up to the reasonable maximum rent level. The reimbursement rates are defined for duty stations in Europe and North America; Geneva duty station; and duty stations outside of Europe and North America under the Additional Terms and Conditions;
- "rent paid by the staff member" shall be the recurring amount indicated in the lease agreement which the staff member, as a tenant, agrees to pay for the right to live in the rented dwellings;
- "rental subsidy threshold percentage rates" are established for each duty station by the International Civil Service Commission (ICSC), at the applicable rates for staff in receipt of a spouse or single parent allowance, and for staff not in receipt of those allowances. ICSC establishes the rental subsidy threshold percentage rates on the basis of the ratio that the average gross rent bears to the average net income of staff members at each duty station;
- "staff member's income" is defined, for the purposes of this section, as the net base salary, post adjustment and extra pay under Staff Rule 320.4.
30 Staff members in the Professional and higher categories are eligible for payment of rental subsidy provided they are in receipt of post adjustment.
40 Staff members who are included in the scheme and who, while on mission detail or temporary assignment to another duty station, continue to receive the post adjustment at their parent duty station, will remain eligible to receive a rental subsidy for rented accommodations at the parent duty station, provided all applicable conditions are met.
50 Provided that they are in receipt of post adjustment, internationally-recruited Professional staff members on temporary appointments of one (1) year or longer or whose initial temporary appointment of less than one (1) year is extended resulting in an uninterrupted period of service of one (1) year or longer are eligible for payment of rental subsidy under the same terms and conditions as fixed-term staff.
60 The cost of housing at the duty station is normally reflected in the post adjustment. Rental subsidy is paid when the cost to rent accommodation are substantially higher than the average rental cost taken into consideration in calculating the post adjustment index for the duty station. The thresholds applicable to each station, beyond which a subsidy is payable, are fixed by the International Civil Service Commission (ICSC).
70 The amount of the rental subsidy shall not exceed 40 per cent of the rent paid by the staff member, or 40 per cent of the applicable reasonable maximum rent level, whichever is lower.
80 Rental subsidy is payable to a staff member whose lease agreement is for one (1) year or more, provided all conditions are met. Approval for payment of rental subsidy is given by the HR Administrator, Global Human Resources (GHR) for not more than one (1) year at a time on receipt of adequate justification and, where required in line with the methodology established by the ICSC, upon certification by a designated official that the housing is "reasonable" in relation to the staff member's family circumstances and the maximum reasonable rent defined locally. The amount of the subsidy is determined in accordance with methodology established by the ICSC.
90 Rental subsidy is paid in the currency of the duty station which must be the currency indicated in the lease agreement. When rent must be paid in hard currency, the WHO representative may propose, for the approval of Director, Administration and Finance (DAF) in the regions, that the rental subsidy be paid in hard currency.
100 Payment of rental subsidy does not commence until the staff member ceases to receive the daily subsistence allowance element of the settling-in grant, i.e. no rental subsidy is paid during the first thirty (30) days after the arrival of a staff member at a new duty station, or during any period in which extended settling-in grant is paid. However, payment of the daily subsistence allowance element of the settling-in grant for a staff member's dependants, if their arrival takes place at a later date, does not affect payment of the rental subsidy.
110 A subsidy shall be payable from the first day of the lease agreement or from the first day following the end of the period of payment of the daily subsistence allowance element of the settling-in grant, whichever is later. Payment shall be made on a monthly basis over a twelve (12) month period, unless the lease expires earlier, in which case payment shall be made over the period until the end of the lease. When the subsidy is payable for part of a month, it shall be prorated in the proportion that the partial month bears to the full calendar month.
120 A rental subsidy payable to part-time staff members is prorated based on their percentage of employment.
130 At certain duty stations staff members may be officially provided with housing either free of charge or at rentals lower than the rental component of the post adjustment index for the area. For reasons of equity, a deduction is normally made from the monthly salary of staff members who benefit from such housing (see Staff Rule 380.5.3). Staff members who are officially provided with housing must inform the HR Administrator, GHR giving details of the rent (if any is paid) as well as report any subsequent changes of rental conditions. The deduction, if applicable, is determined in accordance with the rules established by the ICSC. No deduction is made where the amount so determined is less than USD 10 per month. At duty stations other than capital or other major cities, where the staff member's dwelling is certified as clearly below standard, rental deductions may be reduced by half.
140 Rental subsidy is payable for a maximum period of seven (7) years in duty stations in Europe and North America. Effective 01 April 2021, the count towards the seven (7) years starts from the initial residence of the newly recruited staff member in the location of the duty station. In case of interruption of residence in the location of the duty station of six (6) months or more, the count towards the seven (7) years will be reset from the date of the last arrival in the location of the duty station.
150 Rental advances are payable only in field duty stations. In certain duty stations, landlords may request staff members to pay a number of months of rent in advance: such amounts constitute the rental advance. Global Human Resources GHR has the authority to approve rental advances for internationally recruited staff members who require funds to pay advance rentals. These advances are limited to the equivalent of twelve (12) months' rental and are recovered by deductions over a twelve (12) months' period. Requests for advances of more than twelve (12) months' rental, and requests to repay any advance over a period longer than twelve (12) months, should be submitted for approval to Director, Department of Human Resources and Talent Management.
160 The expression "rent paid by the staff member" shall be the recurring amount indicated in the lease agreement which the staff member, as a tenant, agrees to pay for the right to live in the rented dwellings.
170 No rental subsidy shall be paid to staff who live in their own homes or do not pay rent for their dwellings.
180 Dwellings rented through a subleasing arrangement shall give rise to a rental subsidy entitlement provided the sublet is legal and appropriate documentation is provided by the staff member. This normally requires the prior written consent of the landlord or the appropriate legal entity.
190 If the staff member receives a rental subsidy from a source other than the Organization or shares the rent of a dwelling with someone other than the spouse or dependent children, and the lease is in the name of the staff member, the rental subsidy scheme shall apply only to that portion of the rent paid by the staff member. If the lease is not in the name of the staff member, no rental subsidy shall be paid.
200 In addition to the rental subsidy for rent paid by the staff member, a subsidy may also be paid in respect of a onetime agent's fee paid to a licensed/registered real estate agent/broker for services rendered in obtaining the dwelling for which the rental subsidy is requested. The amount of the subsidy for such a fee shall be calculated as outlined in the provisions under computation of the subsidy for an agent's fee, upon presentation of appropriate documentation by the staff member. A subsidy for the agent's fee shall be paid only once during the period of a staff member's assignment to a duty station.
210 Staff members are expected to bear the rental costs, without subsidy, up to a predetermined amount called the "individual threshold". The individual threshold amount is calculated by applying percentage rates to the staff member's net income. Those percentage rates are established by ICSC for staff in receipt of a spouse or single parent allowance, and for staff not in receipt of those allowances.
220 When a staff member whose recognized spouse/domestic partner is a staff member of WHO or any other organization applying the UN common system of salaries and allowances, and both meet the conditions for the payment of a rental subsidy, the following provisions shall govern:
(a) If both spouses are eligible for the payment of a rental subsidy at different duty stations, the subsidy shall be payable to each on the basis of his or her respective income;(b) If both spouses are eligible for the payment of a rental subsidy at the same duty station, only one subsidy shall be paid. It shall be computed on the basis of the higher of the two incomes;
(c) If only one of the spouses is eligible for the payment of a rental subsidy, only the income of the eligible staff member shall be used for computation purposes.
230 No subsidy shall be paid for the portion of the rent paid by the staff member in excess of the reasonable maximum rent level. For determination of reasonable maximum rent level, refer to the Additional Terms and Conditions for rental subsidy at the duty stations.
240 At all duty stations, an upward adjustment of 10 per cent shall be made in the applicable reasonable maximum rent level for staff at D1 and D2 levels. An upward adjustment of 20 per cent in the applicable reasonable maximum rent shall be made for staff at the Assistant Director-General level and above.
250 For rental subsidy purposes, a staff member's family shall be considered as comprising the spouse (whether dependent or not) and recognized dependent child/children actually residing with the staff member at the duty station on a regular basis. However, when a staff member's dependent children are absent from the duty station in connection with their studies, an additional bedroom for up to every two children studying away from the duty station will be added in determining the reasonable maximum rent level applicable to the staff member.
260 The rental subsidy shall be computed by applying the reimbursement rates to the portion of the rent paid by the staff member or the applicable reasonable maximum rent level, whichever is lower, that exceeds the individual threshold amount.
270 The amount of the rental subsidy shall not exceed 40 per cent of the rent paid by the staff member, or of the applicable reasonable maximum rent level, whichever is lower.
280 No rental subsidy shall be paid if the computation results in a monthly amount equal to or lower than USD 10, or the equivalent amount in local currency.
290 The subsidy for an agent's fee shall be computed as follows:
(a) When the amount of rent paid by the staff member does not exceed the amount of reasonable maximum rent level, the subsidy for an agent's fee shall be calculated by applying the reimbursement rate to that part of the fee that exceeds the monthly individual threshold amount;
(b) When the amount of rent paid by the staff member exceeds the amount of reasonable maximum rent level, the agent's fee shall be reduced in the proportion that the reasonable maximum rent level bears to the amount of rent paid by the staff member. The subsidy shall be calculated by applying the reimbursement rate to that part of the reduced fee that exceeds the monthly individual threshold amount.
300 Applications for rental subsidy require self-certification by the staff member that the information provided in the application form is accurate and complete. Any incomplete, unsubstantiated or false information will be subject to appropriate administrative action, which may include disciplinary action. Staff members must be aware of their obligation to:
(a) Retain the documentation provided for a period of five (5) years to be submitted upon request;
(b) Inform of any change in her/his personal status or family circumstances;
(c) Inform of any housing assistance received from the Organization, a Government or a related institution;
(d) Disclose any gratuities granted to her/him by the landlord.
310 When there is a change in any one of the factors used in computing a rental subsidy which are accounted for automatically, i.e. changes in the staff member's income, the threshold percentage, the reasonable maximum rent level or the reimbursement rate, the resulting change in the amount of the rental subsidy shall be effective as from the date of the change in the relevant factor.
320 When there is a change in other factors, the effective date of the resulting change in the amount of the subsidy shall be:
(a) The effective date of the new lease when there has been a change of dwelling;
(b) The effective date of the change in rent when there has been a change in rent for the same dwelling;
(c) The date from which a new child is recognized as the staff member's dependant when there has been an increase in the number of dependent children;
(d) The anniversary date of the payment of a rental subsidy when there has been a decrease in the number of dependent children;
(e) The date of a staff member's marriage;
(f) The anniversary date of the payment of a rental subsidy when a staff member's marriage has ended, the staff member has legally separated, or the spouse has ceased to reside with the staff member for the major part of the year.
330 Staff members who receive housing assistance, including housing provided by the Organization, a Government or a related institution, either free of charge or at rents substantially lower than the average rent used in calculating the post adjustment index for the duty station, shall normally be subject to payroll deductions from their salaries.
340 The amount of the rental deduction shall be equal to 80 per cent of the difference between the rent paid by the staff member and the individual rental deduction threshold, which is an amount equal to 64 per cent of the individual threshold amount. The amount of the rental deduction may be reduced or waived.
350 If dwellings provided by the Organization, a Government or a related institution are clearly below standard in terms of the certification criteria, the amount of the rental deduction may be reduced to one half of the normal rental deduction. Upon the recommendation of the designated official at the duty station, and in very exceptional circumstances, the Chairman of ICSC may authorize a waiver of the rental deduction.
360 For rental deduction purposes, staff members shall be required to report and certify at the time of recruitment whether they receive housing assistance or free accommodation provided by the Organization, a Government or a related institution. In accordance with Staff Rule 490.2, staff members have the obligation to inform the Organization of any change in the situation as reported at the time of recruitment if this would have an effect on their status or entitlements. Failure to report such a change in a timely manner will result in recovery of overpaid amounts and any other appropriate action.
370 Rental subsidies and deductions have no effect on other elements of the Compensation Package. The rental subsidy is non-pensionable and is not taken into account in determining separation payments. A staff member's income for the purpose of determining insurance premiums and subsidies shall not be considered as affected by rental subsidies or rental deductions.
380 Whenever the rental lease comes to an end or is terminated, the staff member should inform the human resources officer or regional personnel officer accordingly and provide a copy of the last rental payment.
390 The list of countries for duty stations' grouping for the purpose of rental subsidy is available in the Annex 1 (see Related content).
400 A rental subsidy may be paid to eligible staff members at duty stations in Europe and North America, provided they are in one of the following categories:
newly appointed staff members on assignment travel to the duty station; staff members reassigned from another duty station; or, newly appointed staff members recruited from within the duty station;
(b) Staff members affected by force majeure, that is,
staff members who are forced to change dwelling owing to circumstances beyond their control. Only one change in dwelling is allowed under force majeure for a staff member in the course of a continuous assignment at the same duty station. The subsidy shall be discontinued in case of any subsequent change of dwelling. The situations under which staff members may qualify for rental subsidy under force majeure shall be limited to the following:
(i) Demolition of the dwelling, extensive damage or lack of access to the dwelling owing to elements beyond the control of the staff member;
(ii) Forced eviction/repossession by the landlord through legal proceedings;
(iii) Conversion of the dwelling from rental to cooperative or condominium.
410 A rental subsidy may be paid to eligible staff members at duty stations in Europe and North America for the following periods:
(i) For newcomers, seven (7) years counted from the first day following the end of the period during which the staff member was paid the daily subsistence allowance element of the assignment grant received on arrival at the duty station;
(ii) For staff members recruited from within the duty station, seven (7) years counted from the date of the initial arrival at the location of the duty station;
(iii) For staff members who were previously in the duty station and who are subsequently recruited in the same duty station, the eligibility start date will be reset only if they have left the duty station for six (6) months or more and provided, the have changed dwelling.
In cases of force majeure, up to a maximum of five (5) years are counted from the first day of the new lease after the occurrence of the force majeure: the entire period of payment of the rental subsidy for a newcomer or under force majeure shall not exceed seven (7) years:
(i) If the force majeure occurs during the first two (2) years of rental subsidy, the count towards the maximum period of seven (7) years will not be interrupted and the rates for newcomers will continue to be applicable as set out in column A of the table “Reimbursement rates” in paragraph 440;
(ii) If the force majeure occurs after two (2) years or more of rental subsidy, the rates for staff members affected by force majeure will be applicable as set out in column B of the table “Reimbursement rates” in paragraph 440.
420 The reasonable maximum rent level for duty stations in Europe and North America is set based on the family size of the staff member and a survey of rent levels in the local market. Local circulars are issued by the lead agency at each duty station setting out the reasonable maximum rent levels applicable at the duty station concerned.
430 The reimbursement rate determined on the basis of the following table shall be applied to that portion of the rent paid by the staff member that exceeds the individual rental subsidy threshold, up to the reasonable maximum rent level.
| Table "Reimbursement rates" | A | B |
| Year | Newcomers (percentage) | Staff members affected by force majeure (percentage) |
1
| 80 | 80 |
2
| 80 | 80 |
3
| 80 | 60 |
4
| 80 | 40 |
5
| 60 | 20 |
6
| 40 | Nil |
7
| 20
| Nil
|
440 When utility charges are included in the rent, the following amounts, or equivalent in local currency, shall be deducted from the total monthly rent payable to determine the amount of rent to be used for purposes of determining the rental subsidy: studio or one-bedroom dwelling, USD 25; two-bedroom dwelling, USD 35; three-bedroom dwelling, USD 45; four-bedroom dwelling, USD 55; and dwelling with five or more bedrooms USD 65.
450 The rental subsidy paid to a staff member shall not exceed 40 per cent of the rent paid by the staff member, or 40 per cent of the applicable reasonable maximum rent level, whichever is lower.
460 The rental subsidy threshold applicable to each duty station, including Geneva, is determined by ICSC and communicated on a regular basis in the framework of the post adjustment review.
470 The outcome of the survey of Geneva's rental market, carried out by the Joint Interagency Working group, established the reasonable maximum rent levels for all types of accommodation with effect from 1 April 2012, as displayed in the Annex 2 "Reasonable maximum rent levels for Geneva, Switzerland" (see Related content). For staff members renting accommodation in neighboring France, the figures expressed in Swiss Francs will be converted to Euros at the applicable UN operational rate of exchange.
480 For an eligible staff member renting accommodation which exceeds the reasonable maximum rent level for her/his family size, the subsidy will be calculated on the reasonable maximum level. The number of bedrooms is indicative to show what size of dwelling was used for the purpose of the collection of data, however, staff members are not restricted to accommodation of the size shown in the Annex 2 "Reasonable maximum rent levels for Geneva, Switzerland" (see Related content). The subsidy itself will be determined on the basis of the reasonable maximum rent level in relation to family size and not on the basis of dwelling size.
490 In cases where the family size justifies an apartment/house of more than five bedrooms, the reasonable maximum rent level is currently increased by CHF 500 per additional bedroom.
500 Deduction for utility charges (heating and water) is 45 Swiss Francs per room (counting the kitchen, living/dining room and bedrooms) for the purpose of calculating net rent, whenever the utility charges are not shown separately in the contract.
510 No deductions for garage/parking are made from the rental charges if no costs for parking are provided by the staff member, either as part of the lease or in a separate contract.
520 The Joint Working Group on Rental Subsidy monitors the scheme to ensure standard application throughout all Geneva-based organizations, and recommends, when appropriate, eventual revisions of the different parameters adopted.
530 The list of countries for duty stations' grouping for the purpose of rental subsidy is available in the Annex 1 (see Related content).
540 Staff members may continue to receive rental subsidy without a specified time limit, subject to eligibility.
550 Staff members on special leave with pay will continue to receive rental subsidy, subject to eligibility.
560 Staff members on special leave without pay will not receive rental subsidy for the period they are on special leave without pay. Eligibility for rental subsidy may resume upon submission of a new application upon return from special leave without pay, subject to eligibility and taking into account previously exercised rental subsidy.
570 The reasonable maximum rent level for duty stations outside Europe and North America is set based on the determination as to whether, given the local market conditions, the rental payments are reasonable or substantially higher than rents for dwellings of similar quality and size. Such determination, to be certified by the authorized official (UNDP Resident Coordinator or Head of WHO country office), shall be made in accordance with the "Certification criteria for purposes of determining the reasonable maximum rent level at duty stations outside Europe and North America".
580 When it is determined that the rental payments are substantially higher than rents for dwellings of similar quality and size at the duty station, the amount of the subsidy shall be calculated on the basis of the highest of the rents paid by staff members with similar family circumstances for dwellings certified as reasonable at the duty station.
590 For the purpose of certification, at each duty station dwellings are grouped in three categories, as follows:
If a dwelling occupied by a staff member is similar in quality and size by reference to those occupied by other staff members at the same duty station having a family of the same size and if the rental follows a general pattern of rents for dwellings of similar quality and size, then the dwelling in question should be certified as “reasonable”. It must be noted, however, that if a staff member has no alternative but to occupy a dwelling that is larger or better in quality in relation to those occupied by other staff members with similar family size or if the rent is very high in comparison to other dwellings of similar size because of unavailability of other suitable accommodations, then the dwelling must still be certified as “reasonable”.
If a staff member occupies a dwelling that is substantially larger or better in quality in relation to those occupied by other staff members with the same family size, resulting in higher rental payments, then the dwelling should be certified as “above average”. In this case, the highest rent paid by a staff member from among those with similar family circumstances and living in dwellings certified as “reasonable” must be used for the calculation of rental subsidies.
Dwellings provided either free of charge or at a nominal cost which are of poor-quality fall within this category. Judging from past experience, dwellings of this type lack either the minimum acceptable standard of construction and/or one or more of the basic amenities. It should be noted that the category “substandard” applies also to dwellings in capital or other major cities.
600 The reimbursement rate for the computation of a rental subsidy at duty stations outside Europe and North America shall be 80 per cent of that portion of the rent paid by the staff member that exceeds the individual threshold amount, provided the rent paid by the staff member does not exceed the reasonable maximum rent level.
610 The amount of a rental subsidy shall not exceed 40 per cent of the rent paid by the staff member, or 40 per cent of the applicable reasonable maximum rent level, whichever is lower. However, the 40 per cent ceiling may be waived or raised by ICSC for specific duty stations outside Europe and North America when commercial rents are considerably higher than the rental component of the post adjustment index. Based on an assessment of local conditions, this waiver may be withdrawn by the ICSC at any time and the staff member would be liable for any financial commitments made on the basis of the waiver.
620 For rental subsidy calculation purposes, the actual rent does not include expenses such as utility and service charges, including electricity, water, heating and parking. If such charges are included in the actual rent, they should be deducted in order to obtain the actual net rent to be subsidized. If the charges are not identified separately, the actual total rent is reduced by 10 per cent to obtain the actual net rent to be subsidized.
630 At certain duty stations, where the rental threshold is based on low government provided housing costs, a modified rental subsidy formula shall apply whereby those staff members who are obliged to pay extremely high rents on the commercial market shall be reimbursed the sum of (a) 80 per cent of the difference between the average commercial rent and the applicable individual rental threshold and (b) either 90 or 95 per cent of the difference between the rent paid by the staff member and the average commercial rent.
640 When eligible staff members are assigned to a duty station outside the capital city of the country of assignment, their rental expenses at the duty station, if any, and the rental paid for the family’s accommodation at another location in the country of assignment may be considered as a single rent for the purposes of the rental subsidy, subject to the following conditions:
(a) The staff member is obliged to rent accommodation at both locations;
(b) In the opinion of the Organization, the duty station where the staff member is assigned lacks schools and/or medical facilities appropriate to the needs of the staff member’s family;
(c) The staff member’s family has travelled at the expense of the Organization to the country of the duty station and settled in the capital city or another city in the country of assignment with appropriate educational and/or medical facilities.
650 The combined rent mechanism shall not apply in the following situations:
(a) When the staff member’s family is left in the home country or in a third country;
(b) When the staff member’s family is settled at locations in the country of assignment other than the staff member’s duty station for reasons not related to the education or health care of the family members;
(c) When the staff member is assigned to a non-family duty station. In such cases, a rental subsidy shall be paid only in respect of accommodation rented by the staff member at the duty station.
660 Determination that a staff member is entitled to a rental subsidy and computation of the amount of that subsidy are made for a maximum period of twelve (12) months at a time, upon receipt of an application by the staff member.
670 Staff members are urged to ensure the prompt submission of rental subsidy applications and should bear in mind the provisions of Staff Rule 380.7 on retroactivity of payments.
680 This one-time request should be included as part of the application for a rental subsidy to which the payment of such fee relates.
at duty stations in Europe and North America, including Geneva
690 In order to benefit from the rental subsidy from the beginning of the lease, staff members should submit their applications no later than three (3) months after the beginning of the lease. The signing of a lease and subsequent application for a rental subsidy must fall within the seven-year period of eligibility. The period prior to the submission of rental subsidy request will not be carried forward for the purpose of counting the seven (7) years eligibility period.
(a) Staff members in the newcomer category should submit their application for a rental subsidy after arrival at the duty station and following the signing of a rental lease. For staff members recruited at the duty station, the eligibility period is counted from the date of the initial residence in the location of the duty station. For staff members who were previously in the duty station and who are subsequently recruited in the same duty station, the eligibility start date will be reset only if they have left the duty station for six (6) months or more and provided, the have changed dwelling;
(b) Staff members in the force majeure category should submit their application after signing a new lease following a force majeure move.
at duty stations outside Europe and North America
700 In order to benefit from the rental subsidy from the beginning of the lease, staff members should submit their applications no later than three (3) months after the beginning of the lease. Otherwise the effective date will be the date of submission of the first-time application.
710 Staff members already in receipt of a rental subsidy shall :
(a) resubmit an application for a rental subsidy every twelve (12) months confirming there has been no changes, and
(b) resubmit an application for a rental subsidy as soon as any of the following changes occurs:
(ii) Change in the rent for the same dwelling;
(iii) Changes in family size.
720 For all staff, the documentation required with a first-time application or a reapplication is a copy of the signed lease agreement and a copy of the receipt of the first month's rent.
730 If the onetime subsidy for payment of an agent's fee is requested, the contract or agreement with the agent and a copy of the receipt for the fee should be submitted.
740 When there is a change in dwelling or a change in rent, the staff member must submit a copy of the signed lease agreement and a copy of the receipt of the revised monthly rent.
750 Staff members applying under the force majeure category should submit appropriate documentary evidence attesting to the reason for the change in dwelling, a copy of the former lease and a recent receipt relating to such lease. Additional information may be requested from staff members to determine their eligibility for force majeure rental subsidy.
760 Where there is ‘Annual Resubmission’ or ‘Change of dwelling’, evidence of the last rent payment for the previous rental subsidy cycle should be submitted in addition to documents mentioned in 720 and 740.
770 Staff members shall submit their applications for rental subsidy through the employee self-service portal of the central administrative e-system (Global Management System GSM).
780 The following staff members must submit their applications through the GSM employee self-service portal by selecting the ‘first-time application’:
(a) Staff members in the newcomer category (as defined in paragraph 410);
(b) Staff members under the force majeure category (as defined in paragraph 410);
(c) Staff members reporting a change in dwelling.
790 The following staff members must submit their applications through the GSM employee self-service portal by selecting the ‘reapplication’:
(a) Staff members submitting the annual reapplication for rental subsidy;
(b) Staff members reporting a change in rent for the same dwelling;
(c) Staff members reporting a change in family size.
800 Staff members shall select the first-time application or reapplication for duty stations in or outside Europe and North America as per the “List of countries for duty stations’ grouping for the purpose of rental subsidy” in Annex 1 (see Related content).
810 Applications are verified and administered by the Global Human Resources. If the request for a rental subsidy is approved, the staff member may request a copy of the computation sheet showing how the subsidy amount was calculated. The staff member will be notified if not eligible to receive a subsidy.
820 Staff members are required to report and certify at the time of recruitment whether they receive housing assistance or free accommodation from the Organization, a Government or a related institution. Staff members have an obligation under Staff Rule 490.2 to report any change from the situation reported at the time of recruitment which could affect their status or entitlements.
830 Staff members who report that they receive housing assistance or free accommodation from the Organization, a Government or a related institution will then be required to submit additional detailed information.
840 When it is determined that a staff member is subject to a rental deduction, the staff member should submit a rental deduction request on an annual basis to certify that the information previously submitted continues to apply or to report changes that have occurred in the housing arrangement.
850 Between the annual reports, the staff member shall report any changes in the housing assistance, in dwelling, in the rent for the same dwelling or in family size.
860 The rental subsidy calculator is designed to provide an estimate of the rental subsidy to eligible staff, prior to submitting their request. The amounts resulting from the use of the calculator is only indicative and may not reflect the final amount of rental subsidy to which the staff member may be eligible. The rental subsidy calculator is accessible online at https://worldhealthorg.sharepoint.com/sites/onlinetools
