10 Streamlining and simplifying benefits and entitlements is a key area of focus of WHO's human resources management reform strategies. As the Organization grows increasingly operational, lump sum options for statutory travel are highly responsive to the needs of staff members and the Organization. The current ways of working call for greater mobility of staff, who in turn must be empowered to manage their travel entitlements in a manner that best fits work requirements and personal circumstances.
20 Against this background, the objectives of this policy are:
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to utilize the current statutory travel entitlements structure more purposefully and practically;
-
to achieve greater administrative efficiencies and cost effectiveness taking opportunities for streamlining and simplifying staff entitlement administration and processing methods;
- to provide staff members with the financial means so that they may more effectively manage their travel taking into consideration personal and organizational needs.
30 Unless provided otherwise in this Section below, staff members will exercise their statutory travel as defined in paragraph 80, only by Lump Sum for Statutory Travel (LSST). The staff members will make their own travel arrangements with no involvement from the Organization.
40 The LSST constitutes payment encompassing all aspects of the specific statutory travel entitlement being exercised, including, as applicable, accompanied baggage and excess baggage.
50 The LSST applies to travel by public transportation and travel by private car. When there is a combination of air transport with other modes of transportation (e.g. private car, train or boat), the air portion of the travel will constitute the basis for calculation of the organization’s liability as per WHO Staff Rules and policies and procedures.
60 The LSST is applicable to all staff members eligible for the statutory travel entitlement and is exercised under the provisions set forth in the applicable WHO Staff Rules and policies and procedures.
70 On travel on initial appointment the staff member may exceptionally request organizational assisted travel for themselves and eligible family members if they are not able to bear the associated travel costs. GHR will review and process these requests.
On travel on initial appointment, change of duty station or separation from service requiring a stopover in an additional location as part of the official itinerary, organizational assisted travel may be provided for the staff member. This exception will not be applicable to travel of eligible family members for whom only LSST will apply.
On home leave, family visit and education grant travel, change of duty station, or separation from service, organizational assisted travel may be exceptionally granted where travel out of duty station is complex because of geographical location or unrest. The justified requests for exceptions may be approved by Regional HRM or HQ HBP Unit Head as applicable. Approved exceptions shall be reviewed for compliance by GHR.
Once the LSST or OAT(s) is/are approved, it will not be possible to change the choice.
Types of statutory travel
80 The following types of travel are considered as statutory travel for the purpose of this Section:
- initial appointment;
- change of duty station;
- change of duty station in conjunction with home leave;
- separation from service;
- home leave;
- return travel on home leave under education grant or special education grant;
- family visit (spouse travel);
- family visit (staff member travel);
- education grant;
- special education grant;
- exchange education grant or special education grant;
- rest and recuperation.
Lump sum amounts
Lump sum for travel by private car
90 Staff members may request authorization to use private car as a means of transport for statutory travel. Reimbursement for the cost of statutory travel by private car will be in the form of a lump sum. The lump sum will be based on 30% of the average fully flexible economy airfare on the most direct route payable to the staff member and each authorized eligible dependent travelling in the car. No additional costs will be reimbursed. Nor will other modes of public transport used be reimbursed, i.e. portions of the travel with car on a train or boat.
100 On completion of travel, the staff member must provide evidence that travel by private car was undertaken in conformity with the authorized itinerary and submit a travel claim. Such evidence may consist of fuel receipts, toll fee receipts, paid hotel bills for stop-over, passport immigration stamps (if applicable). If the staff member has not retained proof of the travel by car, before submitting the travel claim a self-attestation signed by the staff member and approved by the supervisor must be submitted to GHR/GSC through email to
gschrservices@who.int.
110 The following conditions apply to statutory travel by private car:
- the staff member is responsible for insurance at their own expense against damage to or loss of the vehicle and against claims for injuries, damage or loss involving the persons or property of third parties, including passengers;
- the staff member is responsible for any claims for injuries, damage or loss involving the persons or property of third parties, including any passengers; and
- the Organization declines all responsibility for any damage to or cost of repair or loss of the vehicle.
Lump sum for travel by train, bus or boat
120 Staff members may exercise their statutory travel by train, bus or boat when such option exists and when such travel is less expensive than air travel. The lump sum for such travel payable to the staff member and each eligible family member will be based on the minimum first-class fare of that mode of transport on the most direct route. When it is necessary to combine more than one mode of transportation, the Organization’s liability will be limited to the most expensive mode of public transportation (e.g. train, bus or boat) used. Notwithstanding, no reimbursement will be made for any travel by car when public transportation is used.
Lump sum for air travel
130 The calculation of lump sum for travel by air will be based on a percentage of the average fully flexible economy class air fare on the most direct route, one-way or round-trip, as applicable to the type of statutory travel as provided in paragraphs
150 and 160 below.
The lump sum percentage will be 75% when the traveller is:
- the staff member;
- the spouse; or
- an eligible dependent child who is 12 years of age and over, at the start date of the travel.
When there is a combination of air travel with other modes of transportation (e.g. private car, train or boat), the air portion of the travel will constitute the basis for calculation of the organization’s liability in accordance with WHO Staff Rules and policies and procedures.
140 The lump sum percentage will be 50% of the average fully flexible economy class air fare when the traveller is an eligible dependent child under 12 years of age at the start date of the travel.
150 The lump sum will be based on a one-way air ticket in the case of travel on:
- initial appointment;
- change of duty station;
- change of duty station in conjunction with home leave;
- separation from service;
- one-way education grant travel to join school and final one-way passage;
- one-way special education grant travel to join school and final one-way passage.
160 The lump sum will be based on a round-trip air ticket in the case of travel on:
- home leave;
- return home leave under the education grant or special education grant;
- family visit (spouse travel);
- family visit (staff member travel);
- round-trip education grant;
- round-trip special education grant;
- exchange education grant or special education grant;
- rest and recuperation in accordance with eManual
Section III.6.22.
170 In accordance with the provisions of WHO Staff Rules governing WHO's liabilities for statutory travel of staff members and eligible family members, the amount of the lump sum will be based on the authorized travel itinerary as follows:
- on initial appointment: from the recognized place of residence or place of recruitment to the duty station;
- on or after the staff member's appointment for eligible family members to join the staff member at the duty station: from the recognized place of residence or elsewhere to the duty station, whichever is less;
- on change of duty station: from the releasing duty station to the receiving duty station;
- on change of duty station in conjunction with home leave: from the releasing duty station to the staff member's recognized place of residence or the actual place of home leave to the receiving duty station, whichever is less;
- on separation from service: from the duty station to the recognized place of residence or to the actual repatriation destination, whichever is less;
- on home leave: from the duty station to the recognized place of residence or the actual authorized home leave destination and return, whichever is less;
- on return travel from home leave under the education grant or special education grant: from the place of study to the home leave destination and return, or from the duty station to the staff member's recognized place of residence whichever is less;
- on family visit travel by the staff member: from the duty station to the recognized place of residence or the actual family visit destination and return, whichever is less;
- on family visit travel by the spouse: from the place where spouse is residing to the place of reunion, or from the staff member's duty station to the recognized place of residence and return, whichever is less;
- for education or special education grant travel to enter school for the first time: one-way passage from the duty station to the staff member's recognized place of residence, or to the place of study, whichever is less;
- for subsequent education grant or special education grant travels: one round trip travel each scholastic year between the place of study and the duty station or staff member's recognized place of residence, whichever is less; or
- on final one-way passage within one year after ceasing to qualify for education grant or special education grant: one-way travel between the duty station and the recognized place of residence, or from the place of schooling to the actual travel destination, whichever is less; or
- on rest and recuperation: round trip travel from the duty station to the designated place for rest and recuperation in accordance with eManual Section III.6.22.``
180 The lump sum for statutory travel is provided under the conditions below, and when a staff member initiates a lump sum travel request or undertakes statutory travel the staff member is certifying that they:
- have reviewed and are fully aware of the WHO Staff Rules and policy and procedures governing the terms and conditions of the travel entitlement(s) being exercised;
- have reviewed, understand and will exercise the LSST 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;
- accept full responsibility for ensuring that travel occurs in accordance with the authorized itinerary as indicated on the travel request;
- accept full responsibility for all of the costs related to the travel;
- will not use bonus air miles or any other form of travel credit for the partial or full payment of the ticket; this does not apply to travel on initial appointment or separation from service; for other types of statutory travel listed in
paragraph 80 above the use of bonus air miles or other travel credit is permissible to complement payment of the ticket and/or cost of travel by private car in excess of the lump sum amount received;
- agree to provide, except in the case of repatriation travel, proof of travel dates (boarding passes/or ticket stubs) and payment (invoice(s)) for purchase of tickets and relevant documentation for travel by boat, train and bus when submitting the travel claim. 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 travel claim which may be audited by the Organization at any time during that period;
- understand that, if travel is not exercised in accordance with the applicable WHO Staff Rules and policies and procedures, or if the information related to the travel request or travel claim is incorrect, untrue, misrepresented or partially disclosed, this may result in the rejection of the travel request or travel claim, and/or recovery of any payments made in this connection, and/or disciplinary action being taken against the staff member.
Use of the lump sum
190 The LSST constitutes payment for all entitlements under the
specific statutory travel being exercised. Staff members 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;
- airfreight or surface shipments of personal effects contained in WHO eManual
Section III.8 (specific to home leave, family visit and education grant and special education grant travels);
- airport and security taxes;
- expenses relating to travel documents and visas, for themselves and their eligible dependants; and/or
- expenses relating to inoculations and vaccinations for themselves and their eligible family members.
200 Upon payment of the approved travel request the staff member will be informed of the lump sum amount. There is no option for staff to reject the lump sum. No adjustments to the lump sum amount will be made even if there is a change in the travel date. Staff members should, therefore, ensure that the tickets they purchase allow flexibility in the event of changes in the travel schedule. Cancellation penalties or other charges incurred because of itinerary or other changes when APEX or other restricted air tickets have been purchased are the personal responsibility of the staff member. For this reason, staff should consider purchasing trip cancellation insurance.
Relation to other entitlements
210 Staff members remain entitled to travel time in accordance with the applicable WHO policy (see
eManual Section III.6.13)
220 Payment of the LSST does not affect the entitlement to settling-in grant.
230 The HR Administrator, GSC is responsible for initiating travel requests on behalf of staff members and/or eligible family members for travel on:
- initial appointment;
- change of duty station;
- change of duty station in conjunction with home leave; or
- separation from service.
The travel/shipment option form is sent to the staff member for completion with the notification letter confirming the appointment, change in duty station or separation. The form must be completed as soon as possible and returned to the HR Administrator, GSC preferably at least one month before the travel is expected to take place.
240 For travel on initial appointment, the travel request is initiated by the HR Administrator, GSC upon the arrival of the staff member at the duty station.
250 For travel on change of duty station and separation from service, if an additional location is required as part of the official itinerary the travel request is initiated by GHR as organizational assisted travel (OAT) or if LSST is chose then staff member may initiate the travel request. A travel request for dependents will be initiated by GHR/staff member as lump sum statutory travel. If no additional location is required, as part of the official itinerary, the staff member will initiate the travel request and will receive an approved travel request with the lump sum amount indicated thereon.
260 Staff members are solely responsible for initiating their travel request(s) for travel on:
- home leave;
- child’s return travel on home leave under the education grant or special education grant;
- family visit (spouse travel);
- family visit (staff member travel);
- education grant;
- special education grant; and
- exchange education grant or special education grant;
- rest and recuperation
270 Where travel involves the absence of the staff member from duty, must have their leave request approved by their supervisor prior to initiating the travel request.
280 The travel request must be initiated well in advance of the travel dates and at a minimum one month before the travel is expected to take place. Staff members will initiate the travel request in GSM with the Travel Requestor role and must check the box "Lump Sum" Option.
290 Upon receipt of the travel request, the HR Administrator, GSC acknowledges receipt of the request. Subsequently the travel entitlement is validated and if approved, the staff member receives GSM notification with a link to the approved travel request and lump sum calculation. If the travel request does not meet the duration of stay requirements or more information is required, HR Administrator, GSC will requests extra information or will rejects the travel request as appropriate, providing explanation and justification.
300 Counting from the date of receipt of the of the approved travel request, the staff member has ten (10) working days to cancel his requested travel after which the travel is considered as accepted. No negotiation of the lump sum amount is possible. The amount will be paid into their bank account.
Payment of the lump sum
310 For travel on initial appointment the LSST will be paid shortly after arrival of the staff member at the duty station, following completion of reporting to duty procedures and submission of a Travel Claim with supporting documents.
For the all other types of statutory travel, except rest and recuperation which is paid upon return, the LSST will be paid at the earliest two months before the date of departure and once the approved travel request is processed for payment, for:
- change of duty station;
- separation from service;
- home leave;
- family visit (spouse or staff member travel);
- education grant;
- special education grant; and
- exchange education grant travel.
The staff member will receive a system notification and payment advice when the lump sum amount is paid to the bank account selected in the travel request.
320 Upon completion of travel under this policy, the staff member must submit a travel claim, except for one-way travel on separation from service where no claim is required. Submission of the travel claim is a self-certification that the staff member:
- has read, understood and accepted all of the terms and conditions applying to the LSST as set out in these provisions;
- the travel was undertaken in accordance with the approved travel request and with the policy and procedures governing the specific travel entitlement being exercised;
- has provided the ticket stubs or boarding passes, proof of payment and other supporting documentation in accordance with the Organization’s record retention rules with the claim; and
- will keep safe and retain the originals of the above documents for a period of at least three (3) years from the date of submission of the travel claim.
330 Failure to submit documents or produce the original supporting documentation, when requested, may result in full or partial recovery of the lump sum amount.
340 Failure to submit the travel claim within thirty (30) days from the date of return from the travel will result in a GSM reminder informing the staff member that a travel claim with supporting documentation must be provided within 90 days of the date of return travel, failing which the travel request will be considered delinquent and will result in automatic recovery of the full lump sum amount. Such recoveries are final and that travel cannot be claimed again by the staff member.
Retroactive travel claims for LSST
350 For staff members whose appointment is extended, resulting in the right to retroactively claim a statutory travel, a retroactive travel claim may be submitted with relevant supporting documentation as set forth in these provisions. Staff members have a maximum of 12 months from the start date of the travel to submit the retroactive travel claim for LSST. To claim a retroactive home leave travel, the staff member must request the HR Administrator GSC by email to gschrservices@who.int to convert a planned annual leave absence to a planned home leave travel with proof of travel. The retroactive travel claim may then be submitted before confirming the home leave absence.
Cancellation of travel before payment of lump sum
360 If the travel is cancelled before the lump sum amount has been paid and travel is not expected to take place within two months of the original departure date, a cancellation of the travel request must be submitted immediately.
Cancellation of travel after payment of lump sum and
recovery
370 If travel is cancelled for any reason after the lump sum amount has been paid and travel is not expected to take place within two months of the original departure date, the staff member must immediately submit a “negative" travel claim and request cancellation of any related leave request. The lump sum amount will be recovered. If no travel claim is submitted the travel request will become delinquent and any lump sum paid will be recovered in accordance with the procedures for “delinquent" travel claims.
380 If travel on home leave, family visit, education grant or special education grant is delayed for less than two months from the initially planned departure date. The staff member should send an email to gschrservices@who.int indicating the reasons for the delay. The GSC Administrator, HR will inform the staff member if recovery of the lump sum is required. If no recovery is required the staff member will submit the travel claim and indicates the changes in travel dates.
390 The LSST is not payable to a staff member:
- who is summarily dismissed; or
- who abandons their post.
In these cases, the staff member retains the right to exercise organization-assisted statutory travel entitlements as set forth in the applicable WHO Staff Rules and policies and procedures.
400 WHO's obligation under the applicable Staff Rules is to pay for the travel of staff members and eligible family members in accordance with the applicable standards.
410 Staff members are to use the LSST in accordance with the principles and standards set forth by WHO.
420 The responsible administrators for processing the LSST are accountable for ensuring that the principles, standards and requirements set forth by the Organization are respected and properly applied.
