UNV Special Cases

Navigation:  Workforce Administration > Job Information > Add Contingent Worker Instance

Search for People:

c.      To search by Empl ID:

• Click on the magnifier glass.
• Click on the Advanced Lookup link and enter the Empl ID if you already have it (you have to enter the complete Empl ID here) under the Empl ID field.
• Click on the matching result.

d.      To search by Name:

• Click on the magnifier glass.
• Click on the Advanced Lookup link and search for the person by Name and contains.
• Click on the matching result

The Empl ID for UN Volunteers is often referred to as a Contingent Worker ID and starts with ‘N’.

In this scenario the user will notice that the Empl ID does not begin with an N and consists of 6 digits. Therefore the user should not take any further actions in ATLAS HCM and urgently contact UNV HQ Focal Point and your Regional Payroll Associate in Copenhagen for guidance.

This ID could therefore belong to an active staff member on SLWOP or a former staff member who is now terminated.

Your Regional Payroll Associate in Copenhagen will check this and in the scenario that this person is an active staff member on SLWOP the new UN Volunteer assignment must be recorded under the same staff member index number but under Empl Record 1.

• Click “Add Relationship” button
• This will lead you directly to the Job Data.

VERY IMPORTANT

To avoid duplicate job data for the same person, verify that Empl Record Nbr is “0”.

If different, do not proceed with hiring process and contact your UNV HQ Focal Point and your Regional Payroll Associate in Copenhagen for guidance.

a.      Accept default values for the following fields:

• HR Status (Active)
• Job Status (Active)

b.      Enter Effective Date.
Effective Date is the hire date of the UN Volunteer (Entry on Duty date --EOD).

• Hiring cannot be done before Entry on Duty date – EOD).
• Effective Date cannot be after the hire date of the UN Volunteer.

The job data information should be entered on the same date of the EOD. 

If retro-hire cannot be avoided, then a retro-date equal to the hire date (EOD) is to be entered.

c.      Accept default values for the following fields:

• Sequence (0)
• Job Indicator (Primary Job)

d.      Select Action (always Add Contingent worker)

e.      Select Reason (always New Volunteer)

f.       Leave BLANK the Expected Job end date

g.      Enter Position Number

Position number to be provided by Portfolio Associates at UNV Headquarters. If the position number is not recognized by the system, please immediately contact your Portfolio Associates at UNV Headquarters for assistance. 

h.      Verify the default values from the position information:

• Regulatory Region (always is UNV01)
• Company
• Business Unit
• Department
• Location

i.       Leave unchecked the Position Management Record box

If data is not correct (do not change it) please contact the Portfolio Associate.

k.      The Hardship Classification and Security Phase Level default based on the assigned duty station.

l.       The Expected Job End Date must be left blank.

Verify that the Location Entry Date and APA Loc Entry Date are the same as Effective date given above and APA Location is the same as Location above; if it doesn’t appear automatically, type the same location code.

IMPORTANT: Please ensure that the correct location is entered as it will be used to trigger elements such as the Post Adjustment Multiplier, Home Visit, and Well-being differential.

b.      Leave blank the following fields:

• Supervisor Level
• Reports to

c.      Accept default values for following fields:

• Regular/Temporary (Regular)
• Full/Part (Full-Time)

e.      Accept default values for following fields:

• Workforce Category (UNV)
• Regular Shift (N/A)
• Classified Indc (Classified)
• Standard Hours screen
  
  f.     Leave blank the Shift Rate

VERY IMPORTANT

Click Next Contract Number yellow button

(The system will automatically assign the next contract number.  Do not enter it manually)

Do not forget to click this button; otherwise contract will not be created.  Only click once.

The Contract Expected End Date appears as a display only field after the contract details have been entered in the Contract Data pages.

a.      Select Pay Group.

• CTY_IV for:

             International regular UN Volunteer

              International regular Short Term Volunteer

              International UN Youth regular Volunteer 

              International UN Youth University Volunteer    

• CTY_NV for:
  
  National UN Specialist Short Term
  
  National UN Youth Volunteer
  
  National UN Youth Short Term Volunteer 
  
  National UN University Volunteer
  
  National UN University Short Term Volunteer

CTY is the country code.

Except for:

DEU_ICP

Only for Short term UN Volunteers hired under the Seniores programme only)

DEE_IV

For international UN Volunteers hired in response of the Refugee Crisis in Europe

DEE_NV

For national UN Volunteers hired in response of the Refugee Crisis in Europe

DEH_QIV

International UN Volunteers serving in HQ duty stations.

(CPS, DEE and DEH UN Volunteers are administered by UNV Headquarters)

Please note that International Volunteers in Brazil should be hired under BRA_IVN and International Volunteers in Cyprus should be hired under CYP_IVN respectively.

b.    Accept default checked boxes for following fields:

• Eligibility Group
• Exchange Rate Type
• Use Rate as of

The boxes next to the checked marks should be left blank

Under the Salary Plan tab

a.    Verify the data of the following fields:

• Salary Admin Plan
• Grade
• Step
  
  b.    Accept default values for remaining fields

If data is not correct, contact the Portfolio Associate at UNV Headquarters.

Do not enter or change any information on this page unless instructed to do so by UNV Headquarters.

The Salary Admin Plans International and national UN Volunteers are defined as follows:

UIVW -  International regular UN Volunteers (including regular short term international UN regular volunteers who have assignments less than 3 months)

UIVB -  International Youth regular UN Volunteers

UIVC – International Youth University UN Volunteers

CTYY – National Specialist UN Volunteer

(including regular short term national specialist UN volunteers who have assignments less than 3 months)

CTYD – National UN Youth Volunteer

(including regular short term national Youth UN volunteers who have assignments less than 6 months)

CTYE – National UN University Volunteer

(including regular short term national University UN volunteers who have assignments less than 3 months)

Where CTY is the country code of assignment (e.g. CTY for Ecuador is ECU)

The Grades are defined as follows:

• CS – CTY CPS (Corporate Private Sector)
• CE – CTY Community Exchange
• GP – CTY General Programme
• EN – UN Expatriate Nationals Volunteer Initiative (former TOKTEN
  Where CTY is the country name of assignment (i.e. CTY for Ecuador is ECU)
  Step ‘1’ is to be used for all international programmes/initiatives and except for CPS Italian Volunteers. For CPS Italian Volunteers the step is 0.
  For national UN Volunteers the step may be 1, 2, 3 or 4, depending on the location of the national UN Volunteer.

Under the Compensation tab:

1. Click Default Pay Components yellow button
2. Click Calculate Compensation yellow button
   
   The currency of the “Compensation Rate” and “Pay components should always be the currency of the established VLA amount. If different please contact your UNV HQ focal point.

• For International UN Volunteers, the currency of the compensation rate should be USD. 
• For National UN Volunteers whose VLAs have been established in local currency, the currency of the compensation rate should be the local currency.
• For National UN Volunteers whose VLAs have been established in USD, payable in local currency, the currency of the compensation rate should be USD; the amounts will be converted to the local currency based on the exchange rate in effect in the current month. 
• Please note that the Compensation tab will only reflect the annual and monthly amounts for the MLA. The monthly compensation rate does not include VFA (calculated based on entries of dependency date, post adjustment (calculated based on location) or well-being differential (calculated based on location).

Under Benefits Program Participation link.

a.      Enter Effective Date (EOD date)

b.      Enter Benefit Program:

• INV – International UN Volunteers
• NLV – National UN Volunteers

c.      Accept default values for remaining fields

d.      Click OK button

e.      Click Save button

f.       Click Yes button to the first warning message and OK to the second one
Verify that the Benefit Record Number matches the Empl Record.
This is important as the benefits data will need to be entered under the correct Benefit Record Number.

Proceed to Update Contract Data under Empl Record 1.

(Please refer to chapter 2.2 above)

Proceed to Verify/Update if needed UN Employment Data (Nationality)(Please refer to chapter 2.3 above)

Proceed to Enter the Roster Number.

Enter the ID and click search.

Ensure the External System is Roster Number.

Enter the effective date which is the EOD.

Enter the roster in the External System ID field.

Proceed to Verify/Enter Dependent/Beneficiary Information

(Please refer to chapter 3.3 above)

Proceed to Enter Benefits Enrollment under Empl Record 1

  - Medical/Dental (Plan Type 12)

  - Life and AD/D (Plan Type 23)

(Please refer to chapters 3.5 and 3.6)

Proceed to Enter the Maintain Bank Account Information

(Please refer to chapter 2.5 above)

Proceed to Enter the Net Pay Election Distribution under Empl Record 1.

(Please refer to chapter 2.6 above)

Proceed to Verify and Update Biographical and Contact Information

(Please refer to chapter 2.10 above)

Home>Workforce Administration>Job Information>Contract Administration>Update Contracts

Home>Workforce Administration>Job Information>UN Employment Data

Home>Workforce Administration>Personal Information>External System ID

Home>Benefits>Employee/Dependent Information>Update Dependent/Beneficiary

Home>Benefits>Enroll In Benefits>Health Benefits

Home>Benefits>Enroll In Benefits>Life and AD/D Benefits

Home>Global Payroll & Absence Mgmt>Payee Data>Net Pay / Recipient Elections>Maintain Bank Accounts

Home>Global Payroll & Absence Mgmt>Payee Data>Net Pay / Recipient Elections>Specify Net Pay Elections

Workforce Administration > Personal Information > Modify a Person