Basis for payments and deductions
10 Payments and deductions for salaries and allowances shall be made on the basis of compliance with established and approved business processes as reflected in the online system and further to the processing by the designated official, normally the HR Administrator, GSC of the appropriate HR action.
20 Irrespective of the location of the official station, professional and non-locally recruited general service staff members are paid their net base salary, post adjustment, non-resident's allowance (as applicable), language and dependants' allowance in any currency of their choice (maximum of two currencies) as indicated by the staff member in their salary distribution details.
30 The rental subsidy or deductions are paid or deducted in the currency of the official station, unless they must be paid or deducted in hard currency. In this case, for country office staff, the WHO Representative may propose, for the approval of the DAF, that the rental subsidy or the deduction be paid or deducted in hard currency.
40 The mobility and hardship allowances are expressed in United States dollars and are paid as indicated in the staff member's salary distribution details.
50 The per diem portion of the settling-in grant is normally paid in the currency of the official station and distributed as indicated by the staff member in their salary distribution details.
60 The lump sum portion of the settling-in grant is payable either as indicated by the staff member in their salary distribution details, or in convertible or local currency at the staff member's request. Any request to change their distribution details must be made through the online system.
70 Locally recruited general service staff members receive their total net base salary and allowances in the currency of the official station.
Staff Members on special leave for training and research
80 Staff members on special leave for training or research [see III.14, Briefing and Staff Development] may receive their salary and/or allowances in a maximum of two currencies, as may be required by the circumstances of their study and the resulting family arrangements, provided that these currencies are available through the normal banking facilities of WHO.
Payment instructions for salary
90 All staff members must complete their salary distribution details in the online system.
100 Staff members may change their salary payment instructions, by modifying their salary distribution details.
110 When currency transfers cannot be made through banking channels, staff members on transfer or separation may be permitted to convert into the currency of the country of the recognized place of residence or of the next official station the equivalent of the monthly amount of the salary they were last receiving in the currency of the official station multiplied by the number of completed years of service at that official station, subject to a maximum of four (4) years. Moreover, payments of salary, mobility and hardship allowances, and post adjustment for the last month of service which would otherwise have been made in the currency of the official station are normally made in the currency of the country of the recognized place of residence or, for a transfer, at the option of the staff member concerned, in the currency of the new official station. Payments between regions and/or headquarters are authorized by issuing an Inter-office Payment Request.
120 Requests for exceptions to the above provisions or to transfer currency for other purposes must be submitted for approval by the DAF for regional staff, or to Comptroller for headquarters and inter-regional staff. The decision to approve such exceptions should be based on knowledge of the local conditions and on the following criteria:
- that the amount and origin of local currency to be exchanged for a staff member appear to be derived from acceptable sources such as reasonable savings from field payments, the sale of major personal effects including a motor vehicle, etc. Conversions of the proceeds of sales may not exceed the original cost of the items concerned;
- the exchange rate applied to the transaction should normally be the United Nations accounting rate of exchange except in those few countries where the United Nations rate is not used for field payments. In those countries, the banking rate, or special preferential rates, whichever is appropriate, should be used.
Bank Wire Charges and Reimbursements
125 For a few minor payment currencies, bank wire charges can be incurred by the staff member. For such cases, including both salary and non-salary payroll payments but excluding terminal payments, a reimbursement request can be submitted through GSM Self-Service request (GSM -> Staff Member -> Payroll Reimbursements -> Reimbursement of Bank Wire Charges on Payroll Payments) along with the necessary evidence attached (account statement from the bank reflecting the bank wire charges). The payroll unit, GSC will review the request and the evidence provided and approve the reimbursement to be paid along with next month’s salary payment. The bank account statement provided should match the bank account details including the currency provided in the online system, for payroll payment purposes and if there are any discrepancies found, the reimbursement request will be rejected. Kindly note that in accordance with the Staff Rule 380.70 no reimbursement will be made for requests submitted more than 12 months after the date of the transaction.
Date of salary payments
130 Salary payments including adjustments are made once a month, normally a few days before the last day of the month. These dates are announced annually on the GSC Intranet site http://intranet.who.int/homes/gsc/. In clearing payments through various banks, the Organization cannot guarantee that payments are credited to staff members' bank accounts on a given date.
140 For staff members who are separating from WHO service, the last month of salary is held pending the completion of separation formalities (i.e. the online clearance process). If all formalities connected with the separation have been completed, the separation benefits due are paid on the date of separation or immediately thereafter. Provided that a staff member does not have an outstanding bank loan or any debits in the Organization's books of accounts, a request may be made to receive all or part of the remuneration on the pay-day for that month. For regional office and field staff, prior authorization should be requested from GSC/GHR. No advances (partial or total) are made against separation payments due.
150 For the payment of separation benefits, all professional and non-locally recruited general service staff members must complete the online clearance process indicate their choice of currency, bank, bank account number and other relevant details in the space on the Clearance Certificate reserved for future postal and bank addresses. Once the choice of currency has been made and communicated to GSC/PAY and separation benefits have been paid, it is irrevocable.
160 WHO, including its property and assets, is immune from legal process and from judgments of execution. As a result, staff members' salaries are not subject to garnishment or attachment. However, privileges and immunities are granted to officials in the interests of WHO not for the personal benefit of the individuals themselves, and the Organization's immunity is not intended to derogate from the rights of legitimate claimants. Accordingly, when an outside claimant communicates to WHO that a staff member has failed to honour their legal obligations, the Organization shall proceed as provided in the provisions which follow.
Procedures applicable in cases of non-compliance with family and child support obligations
170 The Organization will voluntarily take the following steps when it is informed that staff members fail to comply with final family and child support court orders:
i. The staff member will be requested through the HR(GSC) to comply with the order immediately and to submit satisfactory proof of compliance to the Organization within thirty (30) calendar days from the date of receipt of the request from the Organization.
ii. If the Organization is informed that a staff member is in arrears with their family support obligations, the staff member shall be required to submit satisfactory evidence within thirty (30) days of having taken all necessary steps to discharge the arrears. This requirement shall be met if the staff member submits evidence that the entire amount of arrears has been paid, or that alternative arrangements have been agreed upon with the spouse, former spouse, dependent children or their legal representative(s).
iii. Failure to submit satisfactory evidence as required in i. and/or ii. above may constitute misconduct and lead to disciplinary measures, including dismissal.
iv. If the staff member does not submit the proof of compliance within thirty (30) calendar days, all cases will be referred to Director, Human Resources and Talent Management (HRT) who may recommend appropriate action to the Director-General, including deductions from the staff member's salary, wages and other emoluments, for payment to the spouse, former spouse or child(ren), as the case may be. Any deductions from the staff member's salary in respect of the amounts ordered will be authorized by HRT.
v. A family support court order will be deemed final, irrespective of an interim or final label, if the only action left in regard of that court order would be to have the order executed. If the staff member concerned contests the order, they must submit a new order of a competent court, setting aside or vacating the original order or staying the original order pending appeal, or proof that the staff member has otherwise amicably resolved the matter with their spouse or former spouse. Until such evidence is submitted, the Organization may decide to honour the original court order.
vi. To facilitate the legal or judicial resolution of claims against staff members in spouse or child support cases, WHO intends to cooperate with the appropriate authorities and may provide, at their request, relevant information to persons or organizations outside the Organization when and in the manner it deems appropriate, even without the consent of the staff member. In such situations, the staff member should be informed in advance of transmitting the information and should be given the opportunity to provide comments. The staff member will be notified that the information has been provided, and of the nature of the information, and will receive a copy of this information.
Procedures applicable in cases of non-compliance with other private legal obligations of staff members
180 The same procedures described above shall apply to cases of non-compliance of staff members with other private legal obligations.
Procedures applicable relating to payments made by the Organization on behalf of a staff member
190 Payments made by the Organization on behalf of a staff member must be repaid as soon as the staff member receives a notification to that effect. This applies in particular to the transactions resulting from the reinstatement of a staff member whose appointment had been terminated or from the absence of a staff member on special leave for training or research [see III.14 Briefing and Staff Development].
200 A staff member who is not able to repay the amount owed in a lump sum may apply to repay it within a reasonable period of time, which may not exceed twelve (12) months from the date of reinstatement or of return to duty. Such requests, which should include a proposed repayment plan, should be addressed to the Comptroller (RBFO and must be approved jointly by the Comptroller (RBFO) and the GHR/RHRM. The staff member is notified of the terms acceptable to WHO. If the refund is not made in accordance with the terms stipulated in the notification, the Organization invokes the application of Staff Rule 380.5.2 to deduct the repayment amount from the staff member's wages and other emoluments, including terminal emoluments.
210 All cases of dispute or conflicting claims in connection with deductions from salaries, wages or other emoluments pursuant to Staff Rule 380.5.5, or of doubt as to whether a staff member has discharged their obligations or complied with court orders will be referred to Director, HRT who may recommend appropriate action to the Director-General. The Director-General may decide to withhold payment of salary, wages and/or other emoluments, including terminal entitlements, in an amount equal to the amount in question until:
i. such dispute or conflicting claims have been resolved by written agreement of the interested parties or the issuance of a final judgement by a court of competent jurisdiction;
or, as the case may be
ii. until the Organization is satisfied that the obligation has been discharged.
220 Pursuant to Staff Rule 380.8, recoveries will be made from staff members for overpayment of allowances or entitlements of any kind.
230 Staff members have the responsibility to immediately notify GSC/GHR if they suspect that they have received an overpayment of an allowance or entitlement of any kind.
240 If the Organization discovers that an overpayment has been made, GSC/GHR or Payroll will notify the staff member. That office shall keep a record of such notification.
250 The Organization will, as soon as possible, recover the overpayment in accordance with the provisions of XII.12.2 of the WHO eManual on payroll recoveries.
260 If a staff member has, in good faith, received an overpayment related to a recurring payment, the Organization will recover the amount overpaid during the two-years prior to the date on which the Organization discovered the overpayment.
270 If a staff member has, in good faith, received a lump sum payment, the Organization will recover the amount overpaid provided that the discovery and recovery action is initiated within two years following the date of overpayment.
Salary advances in emergencies
280 Salary advances may be exceptionally approved to assist staff members facing genuinely urgent and unforeseen needs brought about by an emergency with financial consequences which the current resources of the staff member are not sufficient to meet. Examples of such emergencies are:
- Death in the immediate family;
- Material loss at home due to fire, flood or similar disasters;
- Pre-payment of rent in very exceptional cases where it is required by the landlord in line with prevailing practices in the local housing market;
- Crimes causing financial loss to the staff member and/or their immediate family.
290 In such emergencies, staff members may request an advance against the current month's salary. The request should be made through the online system, and should give particulars of the emergency, the amount of the advance and the proposed period of repayment, which may not be more than three (3) months from the date of the granting of the advance. If approved, the payment is executed by GSC/PAY. This authority may not be exercised more than once in any period of twelve (12) consecutive months in favour of the same staff member; subsequent requests within that period must be dealt with as described in the following paragraph.
300 An advance amounting to more than one (1) month's salary and/or repayable over a period exceeding three (3) months is granted only in the gravest emergencies. The request for the advance should be made as described above but, in addition, GSC/GHR send the request in writing for final approval to Director, HRT for staff reporting to headquarters or to the RD for staff reporting to a regional office. Director, HRT or the RD decides whether or not the advance shall be granted, what its amount shall be and the period over which it is to be repaid, and informs GSC/GHR and RBFO accordingly who subsequently inform the staff member.
310 Rental advances are payable only in field duty stations. RDs may approve such 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, HRT and Comptroller. See the Standard Operating Procedure HR.SOP.III.153 Rental Advance in Related documents in this section.
Loan facilities
320 Staff members are expected to use, as far as possible, available banking facilities to meet financial emergencies. Loan facilities are available through:
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International Civil Servants Mutual Association (Mutual): Saving and loan facilities are available to fixed-term staff in the professional and higher category, to internationally-recruited general service staff and to locally recruited general service staff assigned to Geneva. The currency of these loans is denominated in Swiss francs. Recovery of any loan is made through the monthly payroll. Completed membership and loan application forms are submitted to GSC/PAY for verification and provision to the Mutual. For more information contact mec.amfi@unog.ch
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United Nations Federal Credit Union: Saving and loan facilities are available to all fixed-term staff as well as to monthly temporary staff pay rolled through GSC/PAY. The currency of these loans is denominated in US Dollars. Recovery of any loan is made through the monthly payroll. The staff member should complete a loan application form which should be sent by the staff member to UNFCU for review. UNFCU will provide GSC/PAY with all relevant information for the purposes of the monthly payroll deductions. For more information consult the UNFCU website www.unfcu.org
330 If a loan is granted, the Organization is required to deposit all or an agreed part of the monthly salary due to the staff member and all separation benefits, until the loan has been repaid in full.
