10 The purpose of Rest and Recuperation (R&R) travel is to provide eligible staff members and
individuals under non-staff contractual arrangements at designated duty stations with periodic leave allowing them to recover from the high levels of stress due to extreme and prolonged hardship conditions present in the duty station of assignment (including the lack of essential goods requiring procurement travel).
20 R&R is a mandatory form of special leave. The applicability and periodicity of R&R are contingent on the conditions prevailing in a particular location. Therefore, it can be activated or discontinued in accordance with changes in conditions at the duty stations locations. R&R travel is a means of ensuring that staff may periodically absent themselves from the location to reunite with their families and recover from the effects of the dangerous and/or isolated working/living conditions under which they serve.
30 The R&R entitlement comprises:
- R&R travel from the designated R&R duty station to the designated R&R destination by the least costly and most direct route, and return; if United Nations transportation is provided free of charge, there is no payment for travel costs;
- Travel time from the designated R&R duty station to the designated R&R destination, and return;
- Five consecutive calendar (not working) days of special leave; R&R leave days are not charged to annual leave.
40 The following individuals are eligible for R&R:
- Internationally recruited staff members assigned to a designated R&R duty station (i.e. general service and professional staff);
- Internationally and locally recruited staff members on extended duty travel to a designated R&R duty station for an expected duration of more than three months; and
- Consultants who are required to travel for WHO and providing services in a designated R&R duty station.
50 The following are not eligible for R&R:
- Locally recruited staff members serving in their place of residence;
- Family members or dependants of the eligible staff member;
- Consultants who are hired locally and working for WHO in their place of nationality and residence;
-
Individuals on an Agreement for Performance of Work or Special Services Agreement or other contractual arrangements not according the status of staff member.
Designation of duty stations for purposes of R&R
60 Duty stations for purposes of R&R as well as applicable R&R duration, frequency and destination are determined by the International Civil Service Commissions (ICSC) following consultation with organizations in the UN common system which are members of the HR Network's Working Group on Field Duty Stations.
70 The process can be initiated by any organization in the UN common system. Normally, the process is coordinated by the UNDP Resident Coordinator who, in consultation with other organizations in the common system present at the duty station, ensures that a questionnaire is completed. Duty stations qualifying for R&R are revised as often as needed and at least twice a year. A comprehensive annual review is conducted each December. The R&R list is distributed whenever it is revised, and may be found in
III.20 Annex 3.G.
80 Duration refers to the number of R&R leave days plus R&R travel time; the travel time depends on the designated R&R destination.
90 If R&R is exercised on a non-working day, the staff member is not entitled to annual leave credit in respect of the R&R falling on such a day, nor to extend the duration of R&R by the number of non-working days.
100 An eligible staff member, who reduces the number of R&R days, does not accumulate the unused days for later use or receive annual leave credit.
110 An eligible staff member may take annual leave to extend his/her stay away from the designated duty station, subject to his/her supervisor's approval and the needs of the office.
120 Eligible staff members will not be obliged to perform work-related responsibilities during the authorized period of R&R. However, he/she may be requested to carry out official duties before or after the authorized period of R&R.
130 R&R will be accrued at the established frequency. The count towards the next R&R starts the day following the eligible staff member's return to the designated duty station.
140 As a guiding principle, the frequency is based on the following criteria.
Cycle |
Conditions |
6 weeks |
Extreme situations as follows: |
8 weeks |
All non-family/restricted duty station: -
All duty stations declared by the United Nations Department of Safety and Security as restricted for all eligible dependants for security reasons;
-
All duty stations designated as “non-family” by the Chair of the International Civil Service Commission;
|
12 weeks |
Duty stations with a high level of hardship: |
For very exceptional cases, a four-week rest and recuperation cycle is approved by the Chair of ICSC and reviewed every three months.
150 The R&R travel destination is established by ICSC in consultation with Regional and Country Offices and organizations in the UN common system that are members of the HR Network's Working Group on Field Duty Stations. Normally, it is the nearest location for R&R travel in terms of suitability and cost and convenience of transportation.
160 Qualifying service at a duty station approved for R&R must be uninterrupted.
170 Qualifying service for R&R shall not be interrupted or suspended when a staff member:
- undertakes duty travel to another R&R location; or
- is appointed or reassigned from an R&R duty station to another R&R duty station; or
- takes annual leave at the R&R duty station.
180 Any absence from the designated R&R duty station on authorized leave of more than three consecutive days (in conjunction or not with duty travel) interrupts the count towards the next R&R. The accrual of qualifying service for the purpose of R&R shall start upon the staff member’s return to the R&R duty station.
190 Qualifying service for R&R shall be suspended when duty travel is to a non-R&R duty station. The count towards qualifying service for R&R purposes will resume from the date of staff member’s return to the R&R duty station. The number of days on duty travel will be deducted from the R&R credit accrual.
200 In duty stations where the frequency of R&R has been reduced, the new cycle takes effect immediately.
Linkage with other types of travel
210 R&R may not be taken in combination with home leave, family visit (spouse visit) or exchange of education grant travel. Such travel replaces the R&R. The count towards the next R&R leave starts the day following the staff member's return from any such travel to the designated R&R duty station.
220 When an eligible staff member goes on duty travel to a location not qualifying for R&R within two weeks before or after the date he/she is due for R&R leave, the duty travel may be combined with R&R provided that the eligible staff member is not requested to perform work-related responsibilities during the authorized period of R&R. In such case, the eligible staff member is authorized to take the corresponding R&R leave days. The R&R lump sum for travel does not apply in this case and the round-trip travel will be administered through a duty travel arrangement. No per diem will be paid during the R&R period.
Loss of entitlement
230 R&R travel not exercised thirty days before a staff member's separation from service or reassignment to non-R&R duty station, will be forfeited and will not be payable or credited to annual leave.
240 R&R travel is handled through lump sum payment and there is no organization-assisted R&R travel.
A. Lump Sum
250 The R&R travel lump sum amount is established at the country level and is based on the average of the lowest economy class air fare and the most direct route from the designaged duty station to the designated R&R destination. Payment of lump sum is harmonized to follow the practice of the UN common system and the authority to calculate the amount is given to the Country Offices in each location.
260 The lump sum amount is established for each officially designated R&R destination and is paid at 100%, on the basis of the confirmed and approved R&R request that includes proof of travel.
270 As a general principle only one R&R destination will be designated for each R&R qualified duty station. However, where there is more than one designated R&R destination, WHO’s liability shall be the cost of travel from the R&R qualified duty station to the least costly designated R&R destination. If the staff member opts to travel to another destination of his/her choice, WHO will pay the travel cost to the designated R&R destination for the qualifying R&R duty station.
280 Please refer to III.20 Annex 3.G. Global R&R/Danger Pay and Non-family Service Allowance (NFSA) list for the latest information on lump sum amounts.
B.
Use of the lump sum for R&R travel
290 The lump sum for R&R statutory travel constitutes payment for all entitlements under the R&R travel. Staff members will make their own travel arrangements with no involvement from the Organization and will not be entitled to any additional payment for:
- transportation rest stopovers;
- terminal expenses or any other incidental expenses;
- travel per diem;
- accompanied baggage entitlements of any type;
- excess baggage;
- airport and security taxes;
- expenses relating to travel documents and visas;
- expenses relating to inoculations and vaccinations;
- travel insurance.
C. Staff member’s obligations under lump sum for R&R travel
300 Staff member commits that s/he:
- has reviewed and is fully aware of the WHO Staff Rules and policy and procedures governing the terms and conditions of the travel entitlement(s) being exercised;
- has reviewed, understands and will exercise the lump sum for R&R travel in accordance with the terms and conditions set forth in these provisions;
- will manage the travel arrangements without the direct administrative assistance (or involvement) of the Organization;
- will submit a planned R&R request at least 10 days prior to departure;
- accepts full responsibility for ensuring that travel occurs in accordance with the authorized itinerary;
- will confirm the R&R request upon return;
- accepts full responsibility for all of the costs related to the travel;
- will provide proof of travel dates (boarding passes, proof of ticket payment, travel itinerary) when confirming the completion of the R&R travel. The originals must be kept safe by the staff member for a minimum of at least three (3) years from the date of submission of the confirmed R&R request which may be audited by the Organization at any time during that period;
- takes full responsibility for self-certification at the time of submission of planned and confirmed R&R request; and
- understands that, if R&R travel is not exercised in accordance with the applicable WHO Staff Rules and policies and procedures, or if the information related to the travel is incorrect, untrue, misrepresented or partially disclosed, this may result in non-payment and/or disciplinary action being taken against the staff member.
Requesting, approving and confirming R&R leave/travel
310 Supervisors and eligible staff are expected to plan and coordinate R&R for purposes of cost effectiveness and to avoid unduly frequent absences.
320 Before submitting a planned R&R request, staff members are advised to confirm all leave taken outside the designated duty station and to obtain security clearance prior to departure on R&R.
330 The staff member submits a request for the planned R&R in the enhanced GSM leave module at least ten (10) working days in advance, for review and approval by supervisor and Global Human Resources (GHR).
340 The staff member provides mandatory information in the planned R&R request, including: R&R due date; R&R destination; confirmation of entry in Travel Request Information Programme (TRIP) and of the Security Clearance covering the travel; contact information.
350 Staff members whose duty station is not approved for R&R and who are on duty travel for at least three (3) months to a designated R&R duty station are eligible to request R&R once they have completed the qualifying service at the location. The R&R leave request should be submitted indicating the temporary duty station.
360 Once the R&R request is approved by supervisor and GHR, the staff member is authorized to depart on R&R.
370 Upon return from R&R, the staff member confirms in GSM that the R&R leave and travel have been exercised in conformity with the approved entitlement and uploads the proof of travel (boarding passes, proof of ticket payment, travel itinerary).
Payment of the R&R travel lump sum
380 Once the staff member has confirmed the R&R, s/he will receive a system notification and payment advice informing of the lump sum payment to the bank account.
390 The staff member can select in the R&R confirmation any of two salary bank accounts or a third non-salary bank account for the payment of the R&R lump sum.
