10 This section provides the general conditions applicable when a staff member is granted or placed on Special leave with pay. A decision by the Organization to grant or place a staff member on special leave with pay may be taken in accordance with the relevant Staff Rule to provide salary and benefits during a period of absence not covered by regular leave types, namely:
- when it is considered in the interest of the Organization for a staff member to undertake training or research or to be absent from duty for other reasons as decided by the Director-General;
- when a staff member’s sick leave entitlements are exhausted or for other important reasons including but not limited to the death of an immediate family member or a family emergency;
- to support reassignment between duty stations; and
- to provide staff with special leave under the policy on recognizing and rewarding excellence.
20 Accordingly, Special leave with full and partial pay is provided as follows:
- special leave with full, or partial pay under Staff Rule
650 for training or research in the interest of the Organization;
- special leave with full or partial pay under Staff Rule
650.2 at the initiative of the Director-General when it is considered in the interest of the Organization;
- special leave with full pay upon the death of an immediate family member (Compassionate leave);
- special leave with full pay for the purpose of rest and recuperation (R&R);
- special leave with full pay in recognition of excellence;
- special leave with full pay on reassignment;
- special leave with half pay under Staff Rule
740.1.2 when sick leave has been exhausted and the staff member is not entitled to receive salary benefits under the Organization's accident and illness insurance policy.
30 Staff members holding fixed-term and continuing appointments may be granted Special leave with pay as provided for in the Staff Rules and these provisions. For provisions related to special leave without pay (SLWOP) see
III.6.20.
40 Staff members working part-time who are granted special leave with pay shall receive any payments due in the proportion that their percentage of part-time employment bears to that of a full-time staff member.
50 The Director-General takes decisions to place a staff member on special leave with pay at the initiative of the Organization. Staff members may request and be granted other special leave with pay types as indicated below.
60 Where specific eManual provisions exist for a special leave type, i.e. R&R, Compassionate leave, Family emergency leave and leave granted for Rewards for Excellence, or on Reassignment, those specific policy provisions shall prevail.
Special leave at the initiative of the Organization
70 The Director-General may decide to place a staff member on Special leave with full or exceptionally with partial pay when such leave is considered to be in the interest of the Organization in accordance with Staff Rule
650.2.
80 The Director-General takes a decision on special leave at the initiative of the Organization upon receiving advice from the Assistant Director-General, Business Operations (ADG/BOS) with input from Director, Human Resources and Talent Management (HRT) for staff at HQ, and input from Director, Administration and Finance for staff in the regions.
90 A staff member is not required to exhaust accrued annual leave when the relevant authority decides to place a staff member on special leave with pay.
100 The Director-General may also place a staff member on Special leave with half pay (SLWHP) when sick leave has been exhausted under Staff Rule
740.1.2 and the staff member is not entitled to sick leave under insurance cover (SLIC) or other benefits under the organization’s accident and illness insurance policy. Annual leave must be exhausted prior to SLWHP. This decision is taken in collaboration with Staff Health and Wellbeing (SHW).
110 A staff member may also be granted a one-time exceptional period of Special leave with full pay (SLWFP) for up to 30 calendar days when sick leave is exhausted and the staff member is expected to return to duty within 30 days – See
III.6.9 Certified Sick leave-charging excess absence for health reasons where no entitlement exists.
120 HRT (HQ) or the HRT/Global Human Resources (GHR) Administrator provide the staff member with the relevant conditions of special leave with pay. Staff members are expected to acknowledge receipt of the special leave conditions.
Special leave at the discretion of the Organization
Upon request by the staff member and approval by supervisor
130 The following SLWFP types are granted in accordance with specific conditions for each leave type as set out in the applicable policy. These leave types are summarized below:
- 5% Staff development study leave (III.14.1) – 10 calendar days per year;
- Special leave on the death of an immediate family member (compassionate leave) (III.6.21) – 14 calendar days;
- Rest and recuperation purposes (
III.6.22) – 7 calendar days;
- Reward for excellence (III.5.7) – 3 working days;
- On reassignment (III.6.26) – 5 working days or 30 days on reassignment between high risk duty stations.
140 Staff members request the relevant leave type in the online leave system.
150 Staff members are not required to exhaust accrued annual leave prior to taking these SLWFP types.
160 These SLWFP types are limited in duration and service credits for all purposes shall continue to accrue even if a combination of these leave types exceeds 30 days in duration.
Upon request by the staff member and approval by Director-General
170 A staff member may request Special leave for training or research with full or partial pay under the provisions in III.14.1 Special leave of absence for training or research. If the request for this special leave with pay type is not approved, the staff member may be granted Special leave without pay under the provisions in
III.6.20 – Special leave without pay and
III.14.1 Briefing and Staff Development - Special leave for training or research.
Special leave with full pay conditions
Effective start and end date
180 The effective start date of Special leave at the initiative of the Organization and for special leave of absence for training and research shall be determined by HRT when submitting the request. The effective end date of SLWFP shall be the day the staff member’s appointment ends or the day before the staff member resumes active duty, or the day before another leave type applies. When the staff member resumes duty on an official holiday, the end date of SLWFP shall be the prior day.
190 The effective start and end date for Special leave approved by the supervisor only are determined by the respective policy for the special leave
types, e.g. compassionate leave, R&R, Reward for excellence, etc.
Salary, allowances and benefits on SLWFP
200 Continuity of service shall not be broken during periods of SLWFP, which shall be credited for all purposes during SLWFP (Staff Rule
650.5).
210 The staff member continues to receive salary, allowances and benefits, as they would have had they been in service, except as specifically excluded below, if the staff member requests and is granted permission to depart from the duty station – see Approved departure from the duty station below.
220 In accordance with Staff Rule
650.8, the Organization and the staff member continue to participate in the United Nations Joint Staff Pension Fund (UNJSPF), the Staff Health Insurance (SHI) and the Group Accident and Illness insurance (GPAII).
230 Service credits for all purposes continue to accrue at the normal rate corresponding to the employment percentage including for annual, sick and home leave, discretionary days and parental leaves, salary increment, termination indemnity, repatriation grant, long service milestones and all other benefits. The limits set for accrual of entitlements in the relevant Staff Rules and manual provisions continue to apply.
240 Staff members are not normally entitled to sick leave during SLWFP.
250 Staff members are normally entitled to parental leave during SLWFP. Parental leave will over-ride the period of SLWFP which may resume if the SLWFP period extends beyond the period of parental leave. Staff members are not entitled to parental leave if misconduct warranting dismissal (Staff Rule 1110.1.6) is established.
260 Rental subsidy shall continue to be paid at the rate corresponding to the employment percentage unless the staff member ceases to rent accommodation during SLWFP. In such case, the rental subsidy shall cease in accordance with standard provisions on Rental Subsidy Payments. The staff member is responsible for informing the GHR Administrator through the online Rental Subsidy system when a rental agreement ends.
270 Danger Pay shall continue to be paid at the full rate applicable based on the staff member’s presence at the duty station.
Rest and recuperation
280 Service credits shall continue to accrue at the full rate while at the duty station. If a staff member leaves the duty station, qualifying service for R&R ceases until the staff member returns to a designated R&R duty station. See
III.6.22 Rest and Recuperation.
Statutory travel entitlements
290 Staff members who are permitted to leave the duty station during special leave with pay, may exercise statutory travel entitlements (home leave, family visit or exchange education grant travel) if the entitlement is due and they are eligible under the applicable provisions. These travels shall have no effect on expatriate benefits or entitlements, provided the departure is not permanent or for an extended period of time, i.e. normally more than three (3) months.
Repatriation travel and shipment entitlements
300 Internationally recruited staff members entitled to repatriation travel and/or shipment who will separate at the end of the period of special leave, may request repatriation entitlements at the start of their special leave as per the standard conditions for such entitlements – see III.10.16 and
III.8.6-8. Travel time on repatriation is not applicable to staff members on special leave with pay, irrespective of the date they exercise their repatriation travel entitlement since they are paid until the date of separation.
310 A staff member who will be separated at the end of the period of special leave who has acquired the maximum entitlement prior to the start date of SLWFP may claim the repatriation grant while on special leave upon submission of proof of relocation in accordance with Staff Rule
370.1 and
III.3.11- Repatriation Grant and up to (2) two years after the separation date. No further service credits would accumulate after claiming the repatriation grant.
320 A staff member who will be separated at the end of the leave period who has not acquired the maximum entitlement shall continue to accrue service credits for this period and therefore may not claim the repatriation grant. Such staff shall claim the repatriation grant from the date of separation up to two (2) years after the separation date upon submission of proof of relocation in accordance with Staff Rule
370.1 and
III.3.11 Repatriation Grant.
Special leave with partial or half pay conditions
330 Special leave with partial (SLWPP) or SLWHP may apply to staff members as follows:
- for training or research in the interests of the Organization;
- under Staff Rule
650.2 at the initiative of the Director-General when it is considered in the interest of the Organization;
- SLWHP under Staff Rule
740.1.2 when sick leave has been exhausted and the staff member is not entitled to receive salary benefits under the Organization's accident and illness insurance policy.
340 SLWPP is defined for these purposes as pay and allowances at a higher percentage than 50% of the staff member’s normal salary at their percentage. SLWPP may be applicable to Special leave for training and research or Special leave in the interests of the Organization.
350 SLWHP is defined for these purposes as pay at the rate of 50% of the staff member’s normal salary at their working percentage.
360 Continuity of service shall not be broken during periods of SLWPP or SLWHP and shall be credited for all purposes in the same proportion as the rate of partial pay when the period of leave is more than 30 days (Staff Rule
650.5).
Effective start and end date
370 The effective start date of SLWPP and SLWHP shall be determined by HRT when submitting the request for approval to the relevant authority. The effective end date of SLWPP and SLWHP shall be the day the staff member’s appointment ends or the day before the staff member resumes active duty, or the day before another leave type applies.
Salary, allowances and benefits on SLWPP and SLWHP
380 Staff members continue to receive salary, allowances and benefits in the same proportion as the rate of partial pay bears to their normal salary, except as specifically excluded below and where the staff member requests and is granted permission to leave the duty station and/or returns to the recognized country of residence.
390 In accordance with Staff Rule
650.8, during SLWPP and SLWHP the Organization and the staff member continue to participate at the full rate in the UNJSPF, the SHI and the GPAII.
400 In accordance with Staff Rule
650.6, and subject to provisions of paragraph 590 below service credits for all purposes continue to accrue in the same proportion as the rate of partial pay during SLWPP and SLWHP of more than 30 days, including for sick, annual, discretionary days and home leave, salary increment, termination indemnity, repatriation grant, long service milestones and other benefits.
SLWPP and SLWHP periods of 30 days or less do not affect service credits.
410 Staff members on SLWHP who are in active service at half-time are entitled to half-time sick leave during SLWHP.
420 Staff members on SLWPP are not normally entitled to sick leave during SLWPP as they are not required to work.
430 Staff
members on SLWPP or SLWHP shall normally be entitled to parental leave and shall be granted their normal rate of salary. Parental leave will over-ride the period of partial or half pay.
440 Rental subsidy shall continue to be paid at the special leave rate taking into account the employment percentage prior to SLWPP or SLWHP. If the staff member ceases to rent accommodation, the rental subsidy shall cease in accordance with standard provisions on Rental Subsidy Payments. The staff member is responsible to inform the GHR Administrator through the online Rental Subsidy system when a rental agreement ends.
450 Danger pay shall continue to be paid at the full rate applicable based on the staff member’s presence at the duty station.
Rest and recuperation
460 Service credits shall continue to accrue at the full rate while at the duty station irrespective of the special leave with pay rate. If a staff member leaves the duty station, qualifying service for R&R ceases until the staff member returns to a designated R&R duty station. See
III.6.22.
Statutory travel entitlements
470 Staff members who are permitted to leave the duty station during special leave with pay, may exercise statutory travel entitlements (home leave, family visit or exchange education grant travel) if the entitlement is due and they are eligible under the applicable provisions. These travels shall have no effect on expatriate benefits or entitlements, provided the departure is not permanent or for an extended period of time, i.e. normally more than 3 months.
Repatriation travel and shipment entitlements
480 Internationally recruited staff members entitled to repatriation travel and/or shipment who will separate at the end of the period of special leave, may request repatriation entitlements at the start of their special leave as per the standard conditions for such entitlements – see
III.10.16 and
III.8.6-8. Travel time on repatriation is applicable to staff members on special leave with partial or half pay and they shall not be required to be in the office on travel days, irrespective of the date they exercise their repatriation travel entitlement.
490 A staff member who will be separated at the end of the leave period and who has acquired the maximum entitlement prior to the start date of SLWFP may claim the repatriation grant while on special leave with pay upon submission of proof of relocation in accordance with Staff Rule
370.1 and
III.3.11-Repatriation Grant and up to (2) two years. No further service credits would accumulate after claiming the repatriation grant.
500 A staff member who will be separated at the end of the leave period and who has not acquired the maximum entitlement shall continue to accrue service credits for this period at the rate of special leave with pay. The repatriation grant may be claimed from the date of separation for up to two (2) years upon submission of proof of relocation in accordance with Staff Rule
370.1 and
III.3.11- Repatriation Grant.
510 Staff members may be served notice of completion of appointment during periods of Special leave with pay. Such notice will be given in accordance with the provisions set out in Staff Rule
1040.
520 Notice of termination of appointment may be served during periods of Special leave with pay for all purposes under the Staff Rules.
530 Staff members who are not expected to resume work at the end of special leave with pay shall be required to complete the separation clearance process at least one month prior to the separation date, or earlier if considered in the best interests of the staff member and the Organization.
Staff member status and conduct during Special leave with pay
540 During Special leave with pay staff members continue to be bound by the Staff Regulations and Staff Rules with regard to general obligations and other relevant policies on personal conduct. The staff member shall provide and update personal contact details and be available as required under the terms and conditions of the special leave.
UN travel documents and residence permits
550 The privileges and immunities normally accorded to staff members of international organizations will not be suspended during special leave with pay, unless decided otherwise by the Director-General.
560 UN travel documents, resident permits and visas are subject to the laws and procedures of the host country of the duty station. In the case where the staff member or family members leave the duty station, they must declare such information to the HR officer in the regional or country office and to HR liaison Services for Headquarters.
570 Staff members may not take up alternative employment whilst on special leave with pay.
Approved departure from the duty station
580 A staff member may request permission to leave the duty station on a temporary or definitive basis while on Special leave with pay. If permission is granted for the staff member to leave the duty station, allowances, benefits and entitlements which are linked to presence at the duty station shall cease:
- danger pay shall cease to be paid for any period outside the duty station;
- rest and recuperation leave accruals shall cease upon departure from the duty station as per the policy;
590
When departure from the duty station is expected to be for an extended period of three months or more and/or the staff member will return to the country of recognized residence, the following entitlements will no longer be applicable for the period of the absence:
- rental subsidy;
- hardship allowance;
- mobility incentive, and non-family service allowances, home leave accrual, repatriation grant, and entitlement to other statutory travel entitlements may be suspended or cease as provided for in the Staff Rules and relevant eManual provisions until the staff member returns to the duty station or otherwise.
600 Periods of absence outside the duty station for less than three (3) consecutive months, i.e. less than 90 days will not affect the entitlements in the preceding paragraph.
610 A staff member who is granted or placed on Special leave with pay shall be notified to return to the position incumbered at the time the special leave with pay commenced, unless one of the following occurs:
- the staff member receives a notice of separation or other administrative action is taken under the Staff Rules;
- the staff member resigns; or
- the staff member is not fit to return to duty as determined by the Staff Physician, SHW.
620 If a staff member fails to return to duty on the agreed date, absence will be charged to annual leave, if available, until it is exhausted and thereafter SLWOP and may result in the appointment being terminated as provided for in the Staff Rules.
630 Where a staff member decides not to return to duty or wishes to resign, the staff member is required to submit written notice of resignation to the supervisor and the HBP/RHRO as required by the terms of the appointment.
640 Where a staff member is unfit to return to work after special leave with pay, the staff member shall inform the supervisor, HBP/RHRO and SHW for staff at HQ or Regional Staff Physician (RSP) for staff in the regions so that medical clearance may be requested or a determination may be made as to whether the staff member is entitled to sick leave. Appropriate action shall be taken by HRT/RHRO to record the absence depending on the circumstances and advice from SHW/RSP.
650 These provisions enter into force for all staff members on fixed-term and continuing appointments effective
1 August 2021.
