UNDP/ADM/98/73

UNDP/ADM/98/73
20 November 1998

Effective 1 January 1999

    A series of re-engineering measures are being introduced in the area of administration of staff member entitlements, as described in Circular UNDP/ADM/98/68 of 16 October on the subject "Aligning our personnel administration services with the needs of UNDP 2001." I am pleased to announce in this circular another step in this process: the delegation to country offices to approve partial reimbursement of transportation cost of privately-owned automobiles shipped to designated duty stations. Annex I provides an up-dated summary of the measures already announced including the current one.

Background

1. On recommendations from UNDP, the Consultative Committee on Administrative Questions (CCAQ) approved the proposals put forward by the United Nations and UNDP concerning the organizations' partial reimbursement of the cost of transportation of privately-owned automobiles to designated duty stations.

2. As announced in circular UNDP/ADM/92/52 of 17 June 1992 UNDP recommendations for the designation of duty stations are made on the basis of information submitted by country offices regarding importation costs including shipping, insurance and handling, or local purchase of automobiles and their resale value.

3. The organization reimburses 75% of the cost of freight, insurance and handling charges, to a maximum of US$ 1,875 (that is, 75% of US$ 2,500), to UNDP staff governed by the 100 and 200 Series of the Staff Rule's and Regulations, whose travel expenses on initial appointment or reassignment are paid by UNDP. and whose assignment is expected to be for a period of two years or more (or when the initial assignment for a lesser period is extended so that the total assignment is two years or more). The shipment must be to a designated dut y station listed in Annex 11. Reimbursement will not be made upon separation from service.

4. Under conditions agreed upon by the donor governments and representatives of UN Organizations (common system) this arrangement does not include JPOs.

Previous procedures

5. The approval for reimbursements of these claims heretofore required the staff member to submit to OHR of a "Voucher for Reimbursement of expenses" (F. 10 claim) with supporting documentation. OHR prepared a travel authorization and submitted the approved F. 10 claim to the Travel Services Unit (TSU) for reimbursement.

Revised arrangements

6. Effective 1 January 1999, heads of country offices are delegated the authority to approve and effect the partial reimbursement of the cost of shipment of privately-owned automobile to the designated duty stations. (It is not payable for shipment out of the duty station, unless the staff member is being reassigned to another designated duty station, in which case reimbursement will be done in that next country). Enclosed as Annex II is the current list of designated duty stations. Changes will be communicated as these occur.

7. Before effecting the shipment of automobiles, staff members must ascertain that such import would not contradict the prevailing import regulations of the host country. The UNDP office in the country where the automobile is intended to be shipped must first be contacted to obtain information on the import regulations applicable and/or privileges accorded by the government to international staff of the United Nations System. This circular does not constitute a blanket approval for shipment of the vehicle, it only deals with partial reimbursement of the cost of shipment.

8. In the case of a new automobile purchased at the designated duty station (listed in Annex II), the demonstrable shipping costs charged by the dealer may likewise be reimbursed, provided that those costs are reasonable in all the circumstances (including place of shipment in relation to the nearest place of supply).

9. To request reimbursement, staff members must submit an F.10 claim "Voucher for reimbursement of expenses", with supporting documentation (shipping document purchase order, etc.), to the head of the office who will approve partial reimbursement of up to the maximum of $ 1875.00, provided the following conditions are met:

(a) the shipment must be effected to the designated duty station

(b) assignment is expected to be for a period of two years or more, (or the initial assignment for a lesser period is extended so that the total assignment is at least two years);

(c) the vehicle should normally arrive within six months of arrival of the staff member, or in case of arrival at a later date, the staff member must demonstrate that he/she had ordered it within that period;

(d) this should be a reimbursement (for expenses already incurred) and not a pre-payment by the Organization.

10. Reimbursable costs for the shipment of vehicles comprise only those charges levied by the company shipping the vehicle, including insurance on the actual shipment and handling charges. Storage and demurrage charges are not reimbursable. Reimbursement is not permissible for those parts of the journey where the vehicle is driven.

11. Reimbursement is to be made in local currency (if this was the currency of payment) or in US dollars (if payment was effected in a foreign currency).

12. If the vehicle is sold within three years of its arrival at the duty station or before the end of the appointment or assignment (if sooner), UNDP will recover the amount reimbursed in respect of the cost of shipment, unless in the opinion of the head of office, the resale is justified by a need to replace the automobile.

13. The account to charge these reimbursements is listed in Annex 111.

14. To assist staff and country offices in submitting and processing these claims, a simple claim form/checklist has been prepared and is attached as Annex IV. The completed checklist must be attached to the F.10 claim with the supporting documentation.

15. Heads of country offices are required to ensure the contents of this circular are made available to staff in charge of administration and to internationally-recruited staff.