10 In accordance with the provisions of Staff Rule 650.1, the purpose of special leave without pay (SLWOP) for pension purposes is to protect the pension benefits of staff members who are within three (3) years of reaching the age a staff member becomes eligible for an early retirement benefit under the Regulations of the United Nations Joint Staff Pension Fund (UNJSPF) 25 years of contributory service, or who are over that age and within three (3) years of reaching 25 years of contributory service.
20 SLWOP for pension purposes enables a staff member who meets the eligibility conditions set out below, to maintain pension fund contributions when the staff member’s appointment is due to terminate under the Staff Rules.
30 Staff members holding fixed-term and continuing appointments may request SLWOP for pension purposes for up to three (3) years if they fulfil either of the following criteria:
- the staff member, is within three (3) years of reaching age 55 or 58 and 25 years of contributory service in the UNJSPF; or
- the staff member is over age 55 or 58 and is within three (3) years of reaching 25 years of contributory service in the UNJSPF.
40 A staff member’s eligibility for SLWOP for pension purposes is conditional upon the staff member agreeing to pay their own and the Organization’s contributions to the UNJSPF during SLWOP.
50 Staff members who do not fulfil the eligibility criteria in these provisions are not eligible for SLWOP for pension purposes and may request SLWOP for personal reasons – see III.6.20.
Special leave without pay conditions for pension purposes
60 SLWOP for pension purposes may be granted in one period for the duration required to reach 25 years’ UNJSPF contributory service up to a maximum of three (3) years duration.
70 If necessary, the Director-General may consider extending an eligible staff member’s appointment for up to three (3) years to enable SLWOP for pension purposes for the period necessary to reach 25 years of UNJSPF contributory service.
80 Accrued annual leave does not need to be exhausted prior to starting SLWOP for pension purposes. In such cases, payment in respect of each day of accrued annual leave shall be made in accordance with Staff Rule 630.8.
90 SLWOP for pension purposes is to enable a staff member to reach 25 years’ contributory service in the UNJSPF for retirement purposes. Accordingly, the leave shall be granted “in connection with separation”, irrespective of separation reason under which the staff member’s appointment shall end upon completion of SLWOP under the following conditions:
- the staff member shall pay their own and the Organization’s contributions to the UNJSPF;
- the separation of the staff member shall occur on the last day of SLWOP;
- the position encumbered by the staff member shall not be kept open for the staff member’s return;
- where the end date of SLWOP is prior to the appointment end date, the staff member shall submit advance notice in writing of resignation effective on the end date of SLWOP prior to departing on leave; and
- the staff member shall complete the clearance process before departing on leave irrespective of the duration of SLWOP.
Effective start and end date
100 The SLWOP start date shall be the first working day after annual or other leave is recorded in connection with SLWOP for pension purposes. Where no leave is taken the SLWOP start date shall be the first working day of absence. The SLWOP end date corresponds to the end date of the appointment, irrespective of whether the day is a non-working day.
110 The clearance process in III.6.20 for Special leave without pay applies to all special leave for pension purposes irrespective of the duration of the SLWOP.
Requesting and approving SLWOP for pension purposes
120 Staff members must take the following steps prior to requesting SLWOP for pension purposes:
- consult and verify with WHO Pension services (Pension services) to determine their eligibility for SLWOP for pension purposes and to receive the cost of required contributions;
- seek advice and costs estimates from WHO Staff Health Insurance (SHI), Insurance Risk Management (IRM) for the Group Accident and Illness Insurance (GPAII) and if already participating, the Voluntary Group Life Insurance (GLI);
- consult or seek assistance from the HR Business Partner (HBP) of the division for staff at HQ or Regional HR Officer (RHRO) for staff in the regions, who will provide advice and guidance on the procedure and impact of SLWOP on entitlements and contractual status; and
- complete and sign the staff member section of the SLWOP request form indicating social security preferences and expected last day in office if taking all or part of annual leave prior to SLWOP.
130 After undertaking the steps detailed above, the staff member submits the written request attaching the completed and signed SLWOP request form to the Director-General through Assistant Director-General (ADG)/Business Operations (BOS) and Director, Human Resources and Talent Management (HRT).
140 If approved by the Director-General, Director HRT informs the ADG for the division for staff at HQ or Director Programme Management (DPM) for staff in the region of the Director-General’s decision. The HR Leave Specialist (HRLS) for the division or region submits the SLWOP absence request in the on-line leave system with the duly approved SLWOP request form and DG approval.
150 Upon receipt of the online leave request, Global Human Resources (GHR) sends the appropriate SLWOP offer letter to the staff member for acceptance and signature within ten (10) working days copying the supervisor and HBP/RHRO.
160 The staff member returns the SLWOP conditions duly signed to GHR with copy to their supervisor and HBP/RHRO. GHR uploads the letter of acceptance and administers the end of appointment, separation date, as appropriate.
170 Upon receipt of the staff member’s signed acceptance, HBP/RHRO initiates the separation clearance process.
180 If the staff member does not sign and return the SLWOP offer letter, or departs on leave without completing the process, HBP/RHRO takes appropriate action to obtain the signed SLWOP form or follows procedures in accordance with the Staff Rules on unauthorized absence.
Relationship with other entitlements and benefits
190 During any period of SLWOP for pension purposes, the provisions of Staff Rule 650.5, 650.7, and 650.9 will apply as detailed below, except as otherwise agreed between the staff member and the Organization.
200 As of the start of the SLWOP period of more than 30 days, annual leave will cease to accrue. Where annual leave has not been exhausted prior to SLWOP commencing, the staff member will be entitled to payment upon separation in respect of each day of accrued annual leave at their credit prior to departure on SLWOP, up to a maximum provided for in Staff Rule
630.8.
210 The same conditions stipulated in III.6.20 Special leave without pay – Discretionary days apply.
220 The same conditions stipulated in III.6.20 Special leave without pay – Sick leave apply.
230 The same conditions stipulated in III.6.20 Special leave without pay – Parental leave apply.
240 The same conditions stipulated in III.6.20 Special leave without pay – Service credits apply.
250 The condition for granting this SLWOP is that the staff member agrees and arranges to pay their own and the Organization’s contributions to the Pension Fund for the full duration of the SLWOP – see SLWOP conditions in this sub-section.
260 In the event, the staff member ceases to pay the pension contributions during the SLWOP, no credit shall accrue in accordance with Staff Rule 650.9.2 for purposes of pensionable service time from the date payment ends. In such case, the WHO Pension service informs Director HRT so that appropriate action is taken to change the SLWOP conditions, if appropriate.
270 In accordance with Staff Rules 650.9 during any period of SLWOP for pension purposes, cover under any insurance shall cease unless the staff member pays both their own and the Organization's contributions to:
and maintain their contribution to:
- the GLI [see
III.20 Annex 7.B], participation in which cannot be renewed once contributions have ceased to be paid.
280 Staff members who wish to continue participation in any of the social security schemes above must indicate so in the SLWOP request form and finalize appropriate arrangements before departing on leave regarding continuation and agree with the service concerned on the payment modality. See III.6.20 Special leave without pay – Insurance and Pension.
290 The same conditions stipulated in III.6.20 Special leave without pay on Education grant apply.
300 The same conditions stipulated in III.6.20 Special leave without pay apply if the staff member will not return to duty.
Staff member status and conduct during SLWOP
310 During SLWOP 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.
UN travel documents and residence permits
320 The same provisions outlined in III.6.20 – UN travel documents and residence permits apply.
Employment outside the Organization
330 Staff members on SLWOP leave without pay for pension purposes may not take up alternative employment outside the Organization without first requesting the permission of the Organization. See the process outlined in III.6.20 Special leave without pay – Employment outside the Organization for requesting permission to take up alternative employment.
340 The policy and procedures are updated and enter into force for all staff members on fixed-term and continuing appointments effective 1 June 2021.
