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Education Grant

Education Grant (EG) is applicable during periods of service at a duty station outside your home country and/or country of home leave. Eligibility is determined for each child in full-time school attendance at an institution offering primary, secondary or post-secondary education. The amount of the grant per scholastic year for each child is 75% of tuition and related, admissible costs. Expenses for board may be included if your child attends a school outside of your duty station. The grant is subject to maximum admissible expenses that are reviewed regularly.
Education Grant Travel (EGT) is also provided under certain conditions for children studying away from the country of assignment. The purpose is for children to travel to visit with their parents on a regular basis during or in between school years. Reverse EGT where the staff member or his or her spouse travels instead of the child may apply in certain circumstances. Link to UNDP Education grant travel guideline

 More info

Eligibility

Special Education Grant for children with learning disability

How to request an Education Grant

For further information, you can access a recorded version of "how to apply for Ed Grant"-

General reminders:

  • Ensure that you include both payment and expense information and note that if they the two do not balance out then we base the entitlement on the lesser of the two.
  • Please remember to upload supporting documentation.
  • It is essential that the information entered in eservices is exactly the same as the information in the certified documents you have uploaded.
  • As much as possible please provide clarification on any generic type mandatory expenses f. ex. “general fee”..

Step 1: Select the appropriate type of Education Grant
An education grant consists of two different elements:

1) a request for education grant advance for the coming school-year, and
2) claim for completed school-year (where you and the school verify attendance, fees and actual payments).

Any difference between the advance you received in the beginning of the school-year and the claim at the end of the school-year will either be added to or deducted from your salary.

No advances will be authorized for subsequent school years if you did not submit a claim for the completed school-year. If the claim for the completed school-year is not received then the advance will automatically be recovered three months after the end of the academic year for Headquarters staff and four months after the end of the academic year for field staff.

So before you request an education grant you have to select the appropriate type of education grant request:

1) Claim for completed school-year
You select this option if you only want to settle the claim for the completed school-year and you do not want to request a new advance for the next school-year.
2) Advance for next school-year
You select this option if this is the first time you request an education grant.
3) Both claim for completed school-year AND advance for next school-year
You select this option if you want to settle the claim for the completed school-year AND at the same time request an advance for the next school-year. In most instances you would select this option.


Step 2: Fill in the Education Grant online form (ATLAS HR eServices)

  • Click this link to log into the ATLAS HR eServices
  • Navigate to "eServices/My Entitlements/Education Grant Online Form".

  • Select if you want to create a new education grant (eServices/My Entitlements/Education Grant Online Form) or edit an education grant you saved but not yet completed (eServices/My Entitlements/Ed grant Advance & Claim history).

  • If you choose to create a new education grant request, then select the name of the child for which this request is intended and select one of the 3 options:
    1) Claim for completed school-year
    2) Advance for next school-year
    3) Both claim for completed school-year AND advance for next school-year

  • Your personal data will automatically be inserted (e.g. contract start and expiry dates, duty station and country, contract type, home country, date of birth, child name and child date of birth).

  • Fill in the required fields and save.

If you are submitting an Advance:
1. Complete the form
2. For first-time applications or applications involving a new school, copies of statement of acceptance and list of fees should be attached.
3. Submit the completed online application to your HR Focal Point

If you are submitting either a Claim or both Claim & Advance:
1. Complete and Save the form
2. Print your application
3. Send it to the school /educational institution for verification
4. Once the school/educational institution has verified, sealed and signed your application, please scan and upload as attachment to this saved online application.
5. Submit the completed online application to your HR Focal Point

You will immediately receive an email confirming receipt. You may also choose to save it (without submitting it) at any given time if you want to complete the request at a later stage.


Step 3: Submit a signed version of the Education Grant form

  • IF YOU ARE SUBMITTING ONLY AN ADVANCE.
    For Education Grant Advance applications involving a new school, copies of statement of acceptance and fees should also be submitted.
  • The amount of the advance which will be 100% of the anticipated amount of the education grant will be paid together with the salary. After the advance is requested or paid, the staff member should report any adjustment if the school fees become higher or lower so that the amount of the advance may be adjusted accordingly.

  • IF YOU ARE SUBMITTING EITHER A CLAIM OR BOTH CLAIM & ADVANCE
    Save and print your application, sign it to confirm the information you have provided is correct and send it to the school /educational institution for verification. Once the school/educational institution has verified, sealed and signed your application, please upload the signed original application in your eServices online application and submit it. For Education Grant Advance applications involving a new school, copies of statement of acceptance and fees should also be submitted.
  • It is not necessary to submit receipts of payments as long as all the school costs, payment amounts and dates of payment are indicated on the Education grant form. However, these receipts of payments must be kept by the staff member for at least five years from the end of the school year for audit and verification purposes.
  • Education grant claims should be submitted promptly upon completion of the school year, or shortly before the staff member's separation, or within one month of cessation of child's school attendance. Late claims are subject to staff rules 103.15 (ii) and 212.5 and will be paid only if submitted within one year after the end of the child's period of school attendance.

Step 4: When will you be paid

The entitlement is disbursed through payroll together with the monthly salary payment, and according to the salary distribution set up.

Assuming that all required information, signature/stamp and documentation have been duly provided, the processing of Education Grant may take up to 1 to 2 months before it is disbursed.

Given that most requests are submitted in June, July and August, we recommend that the Education Grant be claimed as soon as the school year ends to allow the additional processing time needed during this peak season.

Education Grant - Forms and Circulars

Education Grant - Links

Education Grant - FAQs

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