How to Apply for and Certify a Rental Subsidy using Atlas HR eServices
All international staff in UNDP, UNFPA, UNOPS, UNU and UN Women can apply for Rental Subsidy through Atlas HCM eServices.
There are 3 OnDemand courses on Rental Subsidy:
The Rental Subsidy Online Form is available in Atlas HCM /eServices/My Entitlements/Rental Subsidy Online Form.
A recorded version of the Rental Subsidy webinar is available in addition to Rental Subsidy User Guide & FAQ and a PowerPoint Presentation.
a) How to apply for Rental Subsidy if your duty station is in
North America & Europe,
b) How to apply for Rental Subsidy if your duty station is outside
North America & Europe, and
c) How to Certify a Rental Subsidy as a Certifying Officer.
When you fill in the rental subsidy form, you are required to enter the name of an ‘HR Focal Point’. Your HR Focal Point is someone from OHR/SAS in Copenhagen. If in doubt, please click the following link http://sas.undp.org/focalpoint.
If you are applying for a rental subsidy from a location outside the US and Europe you must also enter the name of a ‘Certifying Officer’. This is typically either the Operations Manager (–only if he/she is international staff) or the DRR or RR. Please ask your local HR Office who would be the Certifying Officer for your office or click the following link http://sas.undp.org/focalpoint.
Unless you are recruited at the duty station, you are not entitled to rental subsidy for the first 30 days after your Entry on Duty (EOD), as you are paid Daily Subsistence Allowance (DSA) during this period.
What is the difference between "single rate" and "dependant rate" options used in the Rental Subsidy calculation sheet?
The "dependant rate" is only used if a Staff Member's spouse and/or child has been recognized as an eligible dependant by the Organization and the salary is at the dependency rate also. If no spouse or child is recognized as an eligible dependant, the salary is at single rate and the "single rate" option is selected in the Rental Subsidy calculation sheet.
If I live in the tri-state area (New York, New Jersey, Connecticut) am I entitled to rental subsidy?
If a staff member has lived in the tri-state area (New York, New Jersey, Connecticut) for more than seven years before being recruited as a UNDP staff member, s/he is not eligible for rental subsidy. The period of eligibility for Headquarters-based staff is limited to seven years from the date in which the person took up residency in the states of New York, New Jersey or Connecticut, regardless of the date of appointment (and regardless of the date of promotion from a status which does not grant rental subsidy - G-level contracts for example - to a professional status granting rental subsidy).
If for some reason the staff member was living outside of the tri-state area (New York, New Jersey, Connecticut) or in another country immediately before being recruited, the count starts from the beginning of the contract in terms of rental subsidy reimbursement ratio.
What is a subsidy for an agent's fee?
A subsidy to cover an agent's fee will only be issued once to staff qualifying for a rental subsidy. The subsidy will not affect the seven or five year eligibility period and will be treated as a one-time rental expenditure using the rental subsidy formula.
Only licensed rental agents/brokers' fees qualify.
The subsidy request must be included in the original rental subsidy application. Should the rent upon which the fee is calculated exceed the reasonable maximum rent level, only the portion of the fee corresponding to the latter will be subject to the rental subsidy formula.
Why did I experience a significant drop in my rental subsidy this month?
Among other factors, the decrease in rental subsidy can be triggered by the following:
A change in the number of people composing the household:
- When applying for rental subsidy in North America and Europe, reasonable maximum rent levels apply according to the number of household members. As an example, if one of your children leave the house to study abroad, your household will be reduced by one and the change will be reflected on your rental subsidy.
A change in the Post Adjustment Multiplier:
- If the Post Adjustment Multiplier is suddenly increased or decreased, it will have an automatic repercussion on your rental subsidy.
Why didn't I get rental subsidy this month?
Rental subsidy applications need to be re-submitted every 12 months for one year lease agreements. The same application formats are used, but you need to check the "annual re-submission" box instead of the "first submission" box. If we do not receive an annual re-submission, rental subsidy will stop automatically. If you are still entitled to rental subsidy, send us the annual resubmission as soon as you can and we will process it retro-actively.
For multiple year leases with no change in rent, the application will be set up for the duration of the lease (up to seven years for HQ duty stations and up to four years for field offices) and annual resubmissions are unnecessary.
Another reason that your rental subsidy stops could be that your individual threshold was raised, either through an increase in your net salary, the post adjustment or the individual threshold percentage. Note that your rental subsidy is subject to a $10 minimum monthly payment.
What is the W40 Rule for certain Country Offices?
When calculating a rental subsidy in a Country Office, the normal rule is to compare line 10 (80% of rent minus threshold amount) and line 11 (40% of rent for purposes of subsidy calculation) in the Rental Subsidy Calculator, and take the lowest amount as entitled subsidy.
However, for countries marked with W40 in the Post Adjustment table, line 10 is automatically selected (no comparison is made).
Extract for Circular ST/AI/2000/16:
“12.5 In accordance with section 3.6, the amount of a rental subsidy shall not exceed 40 per cent of the rent paid by the staff member, or 40 per cent of the applicable reasonable maximum rent level, whichever is lower. However, the 40 per cent ceiling may be waived or raised by ICSC for specific duty stations outside Europe and North America when commercial rents are considerably higher than the rental component of the post adjustment index.”
What is the maximum reasonable rent level in my duty station and who determines it?
The reasonable maximum rent level for duty stations in Europe and North America are established by the Secretary General and determined on your household; e.g. if you are single in New York the amount is $2900, if you have a spouse or child the amount is $4727.
The reasonable maximum rent levels for duty stations outside Europe and North America are determined by the authorized official at the duty station subject to local market conditions and in accordance with the criteria set out in the annex to ST/AI/2000/16. This is the reason why rental subsidy applications outside Europe and North America needs to be certified by a Certifying Officer in the duty station. The Certifying Officer will certify that the rent level is ‘reasonable’. If it is ‘above average’ then it is the maximum rent level established in that duty station that will be used for the calculation of rental subsidy. Please consult your local HR office or Certifying Officer for information on maximum local rent levels in your duty station.