III.8.1 General policy and principles

 

• Definitions
• General policy
• Travel request (TR)
• Travel claim
• Security clearance
• Medical information
• Visa
• Insurance

Definitions

10    The authority of the Organization to establish definitions and conditions for statutory travel is found in article VII of the Staff Regulations.

20    Official travel is defined as travel for any purpose, the cost of which is borne by the Organization, and may be either official business travel (duty) or statutory travel. For information on duty travel, please refer to eManual part VII.

30    This section sets out the policy on statutory travel and transportation for the following travel types:

• One-way approved travel (travel on appointment, change of duty station, separation from service)
• Home leave
• Family visit or spouse travel
• Education grant
• Special education grant
• Medical evacuation
• Rest and recuperation
• Candidate interview

General Policy

40    WHO's statutory travel policy is to be implemented in such a way to satisfy both the requirements of the Organization and the observance of precautionary measures instituted in different parts of the world at different times to enhance the security of staff members and their families.

50    Statutory travel is applicable to internationally-recruited WHO staff members and their eligible family members as set forth in the applicable Staff Rules.

60    Travel and transportation will be either Organization-assisted or an advance lump-sum will be paid to a staff member in order to self-purchase travel and transportation, when applicable.

70    Staff members are entitled to travel time in accordance with the applicable WHO standards.

80    Adherence to the United Nations security alerts, which are continuously updated for affected areas, must be the overriding consideration when deciding to travel (see also section VII.3).

90    In order to reduce the Organization's carbon footprint and travel duration, non-stop flights should be used as well as other modes of transportations (train, boat, bus).

100    Organization- assisted statutory travel is not a financial entitlement to the traveller, and should the traveller wish to use a more expensive carrier, an indirect routing or to extend the official itinerary for private purposes, they may do so providing that all costs of the changes, deviation or extension are at the traveller’s own expense.

110    Duty travel should not be undertaken during approved statutory travel. A duty travel may be undertaken if the duty travel itinerary is totally independent from the statutory travel itinerary. For example, from the statutory travel destination to the place of duty and return, or from the place of stop-over on the statutory travel itinerary and return. Where a lump sum option has been paid for a statutory travel, duty travel from a non-authorized stop-over on the statutory travel itinerary and return may be authorized. A separate Travel Request must be submitted for the duty travel in all cases.

Travel request (TR)

120    A TR must be submitted through GSM for approval to the GSC HR Administrator, and where applicable through the supervisor, for statutory travel undertaken by staff members and eligible family members.

130    The TR must only reflect the official itinerary, including authorized stopovers, if any.

140    At the time of requesting travel, staff member must select Organization-assisted travel or lump sum payment, if applicable to the travel type and the specific travel entitlement.  For travel on appointment, reassignment and repatriation, the GSC HR Administrator informs the staff member if he/she is eligible to opt for a lump sum payment.

150    The TR should be sent for approval not later than 2 months before departure. In case of late submission delays may result in issuing of tickets or payment of lump sum advance. Staff members are encouraged to submit their statutory TR at the earliest date possible.

160    Once TR has been approved for lump sum payment, the staff member has 10 working days to revert to Organization-assisted travel.

170    Once a TR for tickets is approved it is not possible to revert to lump-sum.

Travel Claims

175    Travel Claims for statutory travels, except one-way travel on separation service where no claim is required, must be submitted in GSM within 30 days after return from statutory travel. Where a travel claim is not submitted within 30 days, staff will be reminded by e-mail and GSM notification the travel request will become delinquent if a travel claim with relevant supporting documentation is not submitted within 90 days after the travel end date and will result in automatic recovery of the amount advanced from the staff member’s salary. Such recoveries are final and that travel cannot be claimed again by the staff member.

Security clearance

180    In accordance with WHO and UN security policy, a staff member must obtain security clearance for all travel.

190    All WHO personnel are required to successfully complete the necessary security certification training order to obtain security clearance documents.

Medical information

200    Staff members are personally responsible for enquiring and satisfying medical requirements for the visited countries when travelling on statutory travel. Costs related to medical requirements will be reimbursed when travel is organization-assisted.

Visa

210    WHO staff members are responsible to secure any necessary visa, as per the requirements at the place of destination or official stop-over. Costs related to obtaining a visa for an official stop-over will be reimbursed in respect of the staff member and eligible family members when travel is organization-assisted. Where statutory travel is authorized to another location than the staff member’s recognized place of residence, where it is assumed that a visa would not be necessary, the staff member will be responsible for the cost of visas. Visa costs are reimbursed in the Travel Claim provided proof of charges and receipts are submitted. 

Insurance

220    Organization-assisted travel includes insurance coverage for all travellers (see III.7.8 Insurance cover during air travel).

Travel on appointment, change of official station, or separation

230    The following will apply:

a) Staff members on temporary appointments of one (1) year or longer:

1. A staff member on a temporary appointment of one (1) year or longer will be eligible for payment of expenses on travel on appointment, change of official station, or separation for himself/herself and his/her spouse and dependent children under the same terms and conditions as staff members on fixed-term appointments.
2. In connection with the staff member's spouse and dependent children's travel on appointment or subsequent to appointment, WHO will pay for travel expenses from the place of residence, or at the option of the Organization, the place of recruitment, to the official station, or from some other place, provided that the cost to WHO does not exceed that for the travel from the recognized place of residence.
3. In connection with travel on appointment or subsequent to appointment as well as on change of official station, in order for WHO to pay for the travel expenses of the staff member's spouse and dependent children, the staff member's contract must be valid for six (6) months from when they are expected to arrive at the official station and they must be expected to remain at the official station for at least six (6) months. If the spouse and/or dependent children do not remain at the official station for at least six (6) months, the staff member has the responsibility to immediately notify the appropriate HRO (GSC)/RRHM serving his/her official station. In the latter case, and in the case of children for whom there is an entitlement to education grant for study outside commuting distance of the official station under Staff Rule 820.2.5 and when the child has been resident with the staff member under Staff Rule 820.2.5.1 the travel expenses, shipment of personal effects and any other related payments to the official station of the spouse and dependent children will be recovered in full from the staff member's salary. No repatriation travel will be due.

b) Staff members on temporary appointments of less than one (1) year

1. Upon appointment, change of official station, or separation of a staff member on a temporary appointment of less than one (1) year, WHO will pay for the travel expenses of the staff member only under the same terms and conditions applicable to fixed-term staff members..

c) Upon the extension of an initial appointment of less than one (1) year resulting in an uninterrupted period of service one (1) year or longer:

1. The provisions for staff members on temporary appointments of one (1) year or longer will apply (see above). As from the effective date of the extension of a temporary appointment of less than one (1) year resulting in an uninterrupted period of service of one (1) year or longer, WHO will pay for the travel expenses of the staff member's spouse and dependent children under the same terms and conditions applicable to fixed-term staff members.