HL_Records_Guide

 

Guide to HL/FV records collection

Click the link to view a recorded webinar on the centralization of Home Leave and Family Visit and how to prepare the leave records. Webinar_HL_FV_centralization.wmv

Q. What is the difference between the Atlas 'Absence Report Card' and the excel version 'Attendance Record Card'?

A. The 'Atlas Absence Report Card' is printed from Atlas and is the official leave record for staff and UN Volunteers (see example). Some offices are still using the excel version of the 'Attendance Record Card' (see example) because it is used for some leave types for Service Contract holders, since not all leave types for Service Contracts are in Atlas eServices. For staff and UN Volunteers it is not required to maintain the excel 'Attendance Record Card'. See communication from OHR Director informing that Atlas contains the official leave records. HR Director email on leave.docx

For this exercise, we will accept a signed excel 'Attendance Record Card' 2017, if a signed 'Atlas Absence Report Card' 2017 is not available. If neither is available we ask you to print the 'Absence Report Card' for 2018 and have it signed by staff. 

Q. How often should our local HR office have staff sign off on the 'Absence Report Card'? 

A. Previously staff had to sign-off monthly on the Attendance Record Card. Since 2016 it has only been required with a yearly sign-off by staff. The local HR office will print the Atlas Report Cards for all staff in January/February for the previous year, and have it signed by staff and supervisor. 

Q. How do I print the 'Absence Report Card'? 

A. You can either print an Absence Report Card for one person, or you can print all the Absence Report Cards in one report for either all staff in the office or for all IP staff in the office. See FAQ on how to print the Absence Report Card. 

Q. Our office did not have a yearly sign-off for the 'Absence Record Card (ARC)' for 2017. What do we do?

A. Print out the Absence Record Card for 2018 and have it signed by staff member. It will only be for half a year, but what is important is that the Home Leave points are correct as signed off by staff. 

Q. What is the required information on the last Home Leave taken?

A. The preferred information would be an up-to-date Home Leave Travel Record Card - see template.  The required information on the last Home Leave taken is a)  staff member name, b) the Begin and End dates, c) the itinerary (we need to know if SM travelled to place of Home Leave or alternate destination which is allowed every other year), and d) whether SM travelled alone or with family. Please use the template for Home Leave Travel Record Card for this purpose. 

Q. The Absence Record Card is displaying an incorrect balance for the Home Leave points. How do we correct this?

A. It should normally not be required to adjust Home Leave points. Atlas is accruing correctly every month, and if the Home Leave is approved in Atlas eServices, then 24 Home Leave points are automatically deducted from the Home Leave points balance in the month the Home Leave is taken. However, sometimes there is a discrepancy. This is typically if a staff member was transferred into UNDP from another agency with a number of Home Leave points and the points were not added upon EOD to the Home Leave points balance.  If there is a need to make a manual one time adjustment of the Home Leave points see FAQ. If you have any additional questions on how to adjust a balance you may contact thomas.gilmartin@undp.org. 

Q. Should we also submit Home Leave records for IP staff on TA contracts? 

A. No, IP staff on TA contracts are not eligible for Home Leave unless a) they are extended into a second year and b) they are in a location where they receive 2 home leave points per month (D and E duty stations but no R&R). Even if these criteria were fulfilled, then it would be their first and only Home Leave and BES will create the Home Leave records. 

Q. Where do I find additional information on Atlas eServices and the leave module? 

A. On our website in the section Online Tools / My Leave, you can find various presentations, FAQ for staff and FAQ for Leave Monitors. 

Webinar Schedule

Objective/agenda:

1. Presentation of the new centralized Home Leave procedure. The introduction will include EGT / Family Visit, but primary focus is Home Leave.
1. Overall policies including recent changes to EGT (with Compensation Reform starting school year 2018)
2. Using payroll element
2. How to prepare HL/EGT/FV records for centralization
1. What if leave records are not accurate?
2. How to make a one time adjustment of a leave balance
3. Q&A
    
   
   Schedule
   
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