10 Salary advances:
In accordance with Policy III.3.16: Payment of salary, post adjustment and allowances, staff members can request salary advances for emergencies. An advance amounting to more than one (1) month's salary and/or repayable over a period exceeding three (3) months is granted only in the gravest emergencies.
20 Advance for late valid contract (or late extension of contract):
Whenever a contract extension or a new contract misses the payroll deadline of the month (usually around the 16th day of the month), the staff member may request payment of the due salary through the Salary Advance Request functionality in GSM in order to receive a salary payment before the pay day of the following month.
30 Advance for security declared emergency (e.g. Security Evacuation of Duty Station):
The regional director or delegated authority can request salary advance for staff when a security related event creates adverse financial consequences on staff members (like security evacuation). The request is submitted to GSC by the regional director or delegated authority outside the usual GSM request process.
40 Overpayments:
Staff have the responsibility to advise the Organization if they suspect there has been an overpayment of salary. Contact should be made directly with the Head of Payroll. All overpayments are to be collected from staff regardless of when the overpayment was originally made. Staff is informed of the recovery, which is done in installments according to maximum recovery limits.
50 Payroll recoveries:
The organization will recover monies due from staff for advances through a deduction of the monthly payroll. These deductions can be to recover salary advances, rental advances, education advances, travel overpayments, Staff health insurance claims, or any other overpayment to a staff which is owed to the organization.
60 Recovery limits:
Recoveries are also split over a number of months depending on amounts as per the table below. These limits apply to recoveries due to administrative errors, correction of staff errors, reimbursement for SHI direct payments, advances for contract extended after payroll deadlines, travel advances, education grant recoveries, private and telephone recoveries. Recoveries for salary advances for absence during payday are recovered in one installment. Recoveries for personal emergency or declared emergency due to security are normally recovered in one installment. However the Director, Human Resources and Talent Management (for headquarters cases) or the Director of Administration and Finance (in regional offices) may exceptionally authorize recoveries in multiple installments if required. Recoveries for administrative errors and SHI recoveries in total cannot exceed 20% of the salary due to the staff member for any particular month.
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DEDUCTION AMOUNTS
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MAXIMUM INSTALMENTS
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Up to $1,000
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In one instalment
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Between $1,001 and $3,000
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In two equal monthly instalments
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Between $3,001 and $10,000
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In five equal monthly instalments
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Over $10,000
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In six equal monthly instalments
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70
Separation of staff:
When a staff member leaves the organization, the last month’s salary is placed on hold pending certification that no outstanding liabilities or actions (travel advances, telephone charges, return of diplomatic
plates,
etc) are due from the staff to the organization.
80
Write-offs:
Controls are in place to collect all amounts due from a staff member before he or she leaves the organization. Should there be a case where an outstanding amount is not recovered while the staff is employed or through the above mentioned clearance process an immediate follow up process must be undertaken to recover funds. Ex-staff members should be contacted by phone, email and by registered mail demanding repayment and providing details of all outstanding amounts. Exceptionally when ex-staff do not respond to multiple attempts for follow up a write-off procedure can be initiated (see
section XII.5.5).
