10 In accordance with Staff Rule 820.2.5, a child who is in full time attendance at a school at primary or secondary level and who qualifies for boarding assistance by the Organization will be authorized the following travel:
- a one-way passage from the duty station or elsewhere, to go for the first time to the place where the child is to enter school. If the child has been resident with the staff member at the duty station, the cost to the Organization is limited to that of travel from the duty station to the staff member's recognized place of residence. Once the one-way to enter school has been used, further entry travel upon change of school or school type can only be covered using the round trip entitlement as per Staff Rule 820.2.5.2 (see below). If the child has not joined the staff member at the duty station, the cost to the Organization is limited to that of travel from the staff member's recognized place of residence to the duty station (Staff Rule 820.2.5.1); and
- one round trip each school year between the place of study and the duty station or other place of reunion. The travel expenses to be borne by the Organization should not exceed the cost of round-trip travel between the duty station and the staff member's recognized place of residence, or the actual travel destination, whichever is less (Staff Rule 820.2.5.2); and
- return travel on home leave between the place of study and the place to which the staff member is authorized to travel if the travel coincides with the staff member's travel on home leave and the child is either under the age of 21 or reaches the age of 21 during the home leave eligibility period provided, that the travel is undertaken within the eligibility period (Staff Rule 820.2.5.4). The travel expenses to be borne by the Organization may not exceed the cost of return travel between the duty station and the staff member's recognized place of residence or from the place of study to the place where travel is authorized, whichever is less. The minimum duration for home leave is seven (7) days (with 6 nights spent at the destination); and
- a final one-way passage either to join the staff member at the duty station or to travel to the country of the recognized place of residence or an authorized elsewhere destination may be paid, if it is exercised within one (1) year of ceasing to qualify for the education grant (Staff Rule 820.2.5.5). The travel expenses to be borne by the Organization may not exceed that of one-way travel between the staff member's duty station and the recognized place of residence.
- Dependent children not qualifying for the boarding assistance as per Staff Rule 820.2.5 may still be entitled to home leave travel in accordance with Staff Rule 820.2.4 (see WHO e-Manual III.6.13 paragraph 20).
20 Alternatively, the child's round trip under Staff Rules 820.2.5.2 to the duty station may be exchanged for a visit by the staff member or the staff member's spouse to the child at the place of study or at another place, the travel expenses borne by the Organization being limited to the amount that would have been paid for the child's round trip. Unless there are special circumstances justifying a shorter interval, the timing of a journey under Staff Rule 820.2.5 can be considered reasonable if there is normally a period of three (3) months between education and other statutory travel. Seven (7) days is the minimum length of time that must be spent at the duty station or other place of reunion.
30 In any year in which a staff member is entitled to claim home leave travel expenses under Staff Rules 810.4 and 820.2.4, it may instead be chosen to have travel expenses paid for the entitled child(ren) under the education travel (Staff Rule 820.2.5) from the place of school to the recognized place of residence.
40 In accordance with Staff Rule 820.2.5.2 (1), the duration of the child's visit to the parents must be reasonable in relation to the amount of travel expenses borne by the Organization. Seven (7) days is the minimum length of time that must be spent at the duty station or other place of reunion.
50 If a staff member assigned to the country of recognized place of residence is entitled to payment of the education grant for the balance of a scholastic year under Staff Rule 350.3.1, travel expenses may also be paid under Staff Rules 820.2.5.2. The cost to the Organization is limited to that of travel between the previous duty station and the staff member's recognized place of residence.
60 Travel requests for education grant travel shall be processed in accordance with the provision of Section III.8.7 Lump sums for statutory travel. Staff members should be aware that when submitting requests for education grant travel, they are self-certifying that they have reviewed and are fully aware of the WHO Staff Rules and policies and procedures governing the terms and conditions of the education grant entitlement and that they will exercise such entitlement in accordance with those terms and conditions.
70 Upon completion of the travel, the staff member must complete the on-line travel claim and upload copies of documents showing proof of travel including ticket stubs, boarding passes, and receipts of payment for tickets not issued by the Organization.
80 If either the period of the child's attendance at the educational institution or the staff member's period of employment with the Organization is less than two-thirds of the scholastic year, travel expenses are not paid or if already paid, they are recoverable, except if the staff member dies while in service after the beginning of the school year.
90 Periods of special leave without pay under Staff Rule 650 of more than one-third of the scholastic year are not considered as periods of employment. However, if the staff member is authorized to travel on home leave, the child's return travel on home leave under the education grant (Staff Rule 820.2.5.4) is also authorized.
Accuracy of information and record-keeping
100 If staff members should not use the education grant travel entitlement in accordance with the applicable WHO Staff Rules and policies and procedures or if the information related to an education grant travel claim is incomplete, incorrect, untrue, falsified or in any way misrepresented, this may result in the rejection of a request or claim, and/or recovery of any payments made in this connection and/or disciplinary action taken against the staff member. If the information provided is incorrect, untrue, or falsified, misrepresented or partially disclosed, this may result in the rejection of the claim and/or recovery of overpayments and also disciplinary measures under the Staff Regulations and Staff Rules.
110 In addition, staff members shall retain and keep safe, for a period of five (5) years counting from the date of settlement of the education grant travel claim, all original supporting documentation which may be requested by the Organization for auditing purposes.
Effective date
115 These provisions are applicable from the school year in progress on 1 January 2018.
