Shipment of Personal Effects
10 Staff members on recruitment, transfer or repatriation are entitled to reimbursement of the cost of transporting their household goods in accordance with the provisions below. Under certain conditions staff members may opt for Lump Sum Relocation Grant in lieu of their entitlement to shipment of their household goods and related insurance, customs and storage entitlements - see
Lump Sum Relocation Grant for details).
20 For recruitment or transfer travel the shipments must normally be made within six months of the arrival of the staff member at the duty station. For repatriation travel, this period is limited to twelve months from the date of termination of the staff member's contract. Any unused shipment entitlement is cancelled at the end of these periods.
30 Shipments are normally made from the place of original recruitment or place of former assignment to the duty station, or for repatriation travel, from the place of the last assignment to the recognized place of residence. However, they may be made from or to any other place on condition that any excess cost resulting from the longer routing is borne by the staff member.
Removals
40 This section of the WHO eManual establishes the administrative policies and procedures required to implement Staff Regulation
7.2 and Staff Rules
850 and 855.
50 The Organization arranges for and accepts responsibility for the cost of moving the household goods, within the limits set out in these provisions and provided that the removal is made in accordance with the other applicable provisions.
Options for shipment of personal effects
60 Staff members will be able to avail themselves of two options:
Removal shipments organized by WHO
70 The Organization reserves the right to define household goods and personal effects in relation to any removal.
80 If both spouses are appointed or separated from the Organization at different times, the maximum volume may be exercised in two consignments, provided the weight/volume does not exceed the Organization's liability.
90 When spouses are not assigned to the same duty station, each is entitled to remove their household goods or ship their personal effects at the rate of staff member without a recognized dependant (without dependant rate). The with dependant rate
(rate for staff members with a recognized dependant) for removal would apply only to one spouse (normally the spouse with whom the children reside) but not to both.
100 If the staff members divorce prior to separation from service, each is entitled to a removal at the without dependant rate. The with dependant rate for removal will apply only to the spouse who has the children recognized as their dependants.
Distance and Number of Consignments
120 A removal at WHO expense is normally authorized in one consignment between the staff member's recognized place of residence or place of recruitment if different and the duty station, or upon transfer between two duty stations. Upon repatriation a removal is normally authorized in one consignment between the duty station and any place of staff member's choice, the limit of WHO's liability being between the duty station and the recognized place of residence. Exceptions to these conditions may be authorized by Director, GSC on the basis of adequate written justification and provided that the cost to the Organization is not increased.
130 The Organization does not pay for removals between residences at the same duty station.
140 Removals of household goods and personal effects to the duty station under Staff Rule
850 and 855 may be made within time-limits set for each designated duty station. However, the reimbursement of expenses by the Organization is not normally authorized unless the staff member's
period of duty at the duty station is expected to continue for at twelve (12) months from the date when the shipment is expected to arrive, unless this period is shortened for reasons attributable to the Organization.
150 Removals on repatriation must begin within two years from the date of separation from service. Exceptionally, removals on repatriation during the third year after separation may be authorized by Director, Human Resources and Talent Management (HRT) on the basis of a written justification submitted by the staff member. The Organization is not liable for costs which may be incurred due to customs regulations, incomplete documentation to shippers or failure to comply with time limits imposed by national authorities.
160 When both spouses are WHO staff members and the spouse who separates from service first is entitled to a removal of household goods, the entitlement will not cease until two years after the date of separation of the other spouse, even if the staff member who separates second is a locally recruited staff member.
170 The maximum weight and volume limits for which the Organization accepts responsibility are listed below:
Revised shipment entitlements (lump sum amounts effective 1 January 2023) |
Shipment entitlements |
Appointment Type |
| | FT for (re-)assignments of one year or more, and repatriation |
Short-term assignments - TA one year or more | TA >=six months <one year |
| Standard by surface: | | | |
| With dependants | 40 ft. container | 700
kg +300
kg for first dependent + 100 kg
for subsequent dependents | n/a |
| Without dependants | 20 ft. container | 700 kg | n/a |
| Or lump sum with dependants | USD 18 000
| USD 13 200
| USD 1 200
|
Or lump sum without dependants
| USD 13 000
| USD 8 400
| USD 1 200
|
From/to landlocked countries by unaccompanied air freight: | |
| |
| With dependants | 2 500 kg | 700
kg + 300
kg for first dependent + 100 kg
for subsequent dependents | n/a (no change) |
Without dependants
| 1 900 kg | 700 kg | n/a (no change) |
Or lump sum with dependants
| USD 18 000
| USD 13 200
| USD 1 200
|
180 Weight entitlements are exclusively provided for airfreight shipment to countries designated as landlocked or considered by the Director-General as presenting a high risk of loss. The list of these countries can be found in III.20
Annex 3.I.
190 The Organization's liability not to exceed cost of surface shipment for double the amount of airfreight. The above limits include the weight and volume of household goods and personal effects, packing crates, boxes and other temporary containers, etc. but exclude the weight of items such as lift vans and palettes, or the like, used by transport companies to facilitate shipment and reduce handling charges.
200 When transport costs are based on weight or on volume alone, the sum payable by WHO for a removal which exceeds the limits given above is the proportion of the total cost equal to the proportion which the authorized quantity limit bears to the total quantity transported.
210 If a removal is exceptionally approved in two consignments, WHO's liability will be the cost of the total weight or volume shipped as one consignment from the authorized locale to the duty station or, upon repatriation, from the duty station to the recognized place of residence.
220 Storage charges in connection with removal shipments are reimbursed:
- when the charges are directly connected with the transport of the goods;
for up to ninety days from the date of arrival of the goods or of the staff member at the duty station, whichever is the later, when the goods are stored at the duty station; or
for up to ninety days from the arrival of the goods at a storage depot or of the staff member at the duty station, whichever is the earlier, when the goods are stored on recruitment at the recognized place of residence or on reassignment at the old duty station, provided that the staff member supplies proof, such as an invoice or statement from the storage or shipping company, that the storage charges apply only to the goods being shipped to the duty station.
230 Exceptions to these provisions may be authorized only by the Director, HRT or by a regional director.
Insurance
240 The maximum insured values for which the Organization assumes the cost are as follows:
This is separate from the insurance provided for personal baggage.
250 The Organization insures the goods for the value declared by the staff member on form
WHO 258.3 which may not exceed the appropriate limit. All risks are covered within the limits of the conditions set out in the insurance policy and any damages caused are reimbursed after payment has been received from the company with which the insurance has been taken out. The goods remain insured under this policy for thirty days after they arrive at their destination. If, after this period, the goods are still in storage, additional insurance may be taken out by the staff member at their own expense. Unless extension of coverage is applied for and the appropriate premium paid, claims for damages noticed thirty days after arrival will not be considered.
260 Staff members not entitled to a removal at the Organization's expense but who wish, in connection with an official journey, to transport items that are not covered by the Organization's personal baggage insurance policy may insure these goods under the removal insurance policy. They must submit a
detailed inventory on form
WHO 258.3 listing each item and giving its value.
270 When a staff member is entitled to have household goods and personal effects moved at WHO's expense, arrangements for removals are made by the HR Administrator, GHR in conjunction, if necessary, with the administrative services officer at the regional office for the place where the goods for removal are located. If a WHO office has been authorized by the assistant director-general responsible for administrative and financial matters to make regular use of the services of a transport agent, it normally asks this agent to make all removals; otherwise, bids must be obtained from other companies. The criteria for inviting bids from removal companies considered able to meet the Organization's requirements are broadly the same as those described for project supplies.
280 Upon receipt of confirmation from the HR Administrator, GHR, the shipping officer (HRS/ASO for the regions) obtains an estimate or estimates of the cost of the removal so that the removal of goods can be made and the statutory PTAEO charged to cover the cost.
290 The WHO office which arranges for a removal to be made pays the transport agent or removal company and, if the cost is chargeable to another WHO office, debits that office PTAEO for the amount paid.
300 In exceptional circumstances due to time constraints, staff members may be authorized to arrange for their own removal. Reimbursement by WHO is limited to the amount which the removal would have cost if it had been arranged by the Organization. Proof of payment must be provided for reimbursement.
310 Staff members are responsible for all arrangements in connection with customs formalities in the country of their recognized place of residence or in the country to which they go on termination. The Organization does not pay or reimburse any import duties which may be levied upon a staff member's household goods, personal effects and private cars.
320 In order to avoid delays in delivery and unnecessary difficulties with the Swiss customs, staff members whose household goods and personal effects are to be moved should get in touch with Customs, Cars and Telephone Directory as soon as they arrive in Geneva.
330 Staff members must make an inventory, in two copies, in French, German or Italian, of all the items to be imported and they must also sign an engagement to observe the Swiss customs regulations. This formality may be carried out only when staff members take up their duties.
340 Furniture and articles that staff members intend to import duty-free subsequently should appear on a separate reserve list, which should be submitted to Customs, Cars and Telephone Directory at the same time as the inventory established for the first importation or not later than two months after its customs clearance. These additional consignments must be cleared in Geneva within twelve months of the customs clearance of the first consignment.
350 Customs formalities for the admission duty-free of new and used motor vehicles can be carried out in Geneva only when staff members take up their duties. Further information on this subject may be obtained from Customs, Cars and Telephone Directory.
360 Since the technical requirements for the registration of motor-cars in Switzerland are particularly strict, it is advisable that staff members intending to buy a motor-car outside Switzerland take every possible precaution to ensure that it meets the Swiss technical specifications, or else they will have difficulty in registering it.
In WHO regions
370 Staff members appointed to an duty station other than Geneva should apply to the appropriate regional administrative services officer for information on local customs formalities.
Shipment of private cars
380 When the Organization, in consultation with the other organizations applying the common system of salaries and allowances, determines that the possession of a private motor car at duty stations in certain countries (listed in
III.20 Annex 8.B) is normally essential in relation to the staff member's duties and the needs of their family, it is prepared to assist with the expense of transporting one private motor-car
to those duty stations, provided that:
the assignment of the staff member to the duty station is expected to be for a period of two years or more; or
the initial assignment of one year is extended for a further year or more; and
the vehicle is ordered within six months of the staff member's arrival at the duty station.
390 WHO's assistance is limited to paying 75% of the cost of transport and insurance, subject to a maximum of USD 1 875 or to any lower maximum established by a regional director when it is determined that this lower maximum is adequate in relation to 75% of the cost of transporting a vehicle of reasonable size and weight.
400 No assistance is given:
410 When the staff member buys a new car, the term "cost of transport and insurance" used above refers to the cost of transportation from the nearest country or region of manufacture. If a new car is delivered from the stock of a local agent, the amount reimbursed for shipping charges (including insurance) may not exceed the amount that would have to be reimbursed if the staff member had placed an order direct with a manufacturer. When the car is already owned, "cost of transport and insurance" refers to the cost of shipment from the country of recognized place of residence or from the former duty station in another country.
420 The staff member is normally required to reimburse a part of the shipping costs borne by the Organization if a private motor-car for which the Organization has reimbursed a portion of the transportation charges is sold, shipped elsewhere (other than on the staff member's reassignment to another country listed in
III.20 Annex 8.B), or otherwise disposed of within three years of its arrival at an duty station in a country listed in
III.20 Annex 8.B, or before the end of the assignment to the duty station if this is less than three years. The regional director may make an exception to this provision if departure from the country is at the instance of the Organization or by reason of force majeure, or if the car becomes unusable.
430 Authorizations for the shipment of private cars are given on form WHO 480. Staff members purchasing new cars are responsible for making the shipping arrangements themselves; otherwise the Organization makes the arrangements for shipment as described above.
440 Transport insurance is arranged by headquarters upon request unless it has already been included in the shipping costs when a car is sent from a factory.
450 For all transport insurance contracted in connection with the shipment of a car, the insurance policy includes a franchise (deductible amount) should a claim be made. The amount of the franchise representing that part of any claim that is to be borne by the insured person varies according to the year of construction of the vehicle. Where the shipment is authorized by the Organization to an duty station listed in
III.20 Annex 8.B, the Organization accepts the franchise charge against the allotment of the staff member.
460 If a staff member who is being transferred to an duty station in a country
not listed in
III.20 Annex 8.B would suffer financial or other hardship in disposing of the car they owns at their present duty station, assistance towards the cost of shipping the car to the new duty station as provided above may exceptionally be authorized by the Director, HRT or by the appropriate regional director.
470 If a private vehicle is destroyed or lost as a result of conditions of service that may not be covered by a normal insurance policy, the Organization provides, if applicable [see
III.20 Annex 8.B], reimbursement of the charges for shipping a replacement vehicle in accordance with the appropriate provisions.
