A new administrative instruction on “Rental subsidies and deductions” (ST/AI/2013/2), is now available which introduces a more streamlined process in addition to more specific eligibility requirements.
Various key changes have been established in advance of the increasingly automated procedures that Umoja is starting to bring as the new system is gradually implemented throughout the UN Secretariat.
What are some key changes to the policy?
Application process
Staff members no longer need to submit annual re-application forms but now must re-apply every time their lease is renewed. The subsidy will be calculated in accordance with the lease validity period, provided there is no change in dwelling, rent and family size.
Conditions of payment
Conditions to regulate the payment of the subsidy to former staff members who are re-employed or serving staff who return from assignments under six months involving a change of official duty station now apply.
Clarification on how the payment of the subsidy is determined when both spouses are eligible has been included.
Staff must now disclose all rebates and gratuities granted to them by their landlords (such as free rent or temporary reductions in rent).
Self-certification mechanism
Rental subsidy self-certification, which requires that staff attest to information stated in their application, has been introduced.
Monitoring and oversight
Staff members may be requested to submit original documentation within 30 days of the initial request. Consequently, lease agreements and any other documents supporting rental subsidy application(s) must be retained for five years.
Should a staff member fail to submit any requested documentation or to report changes such as the provision of housing assistance, changes in accommodation, rent, family size, or to falsify documentation, various administrative measures may be effected including:
(i) immediate termination of the rental subsidy;
(ii) recovery of prior subsidy payments; and/or
(iii) any other administrative and/or disciplinary measures (see staff rule 10.2), including dismissal for misconduct.
The staff member and their eligible family members, as applicable, are required to regularly reside at the property for which the subsidy is claimed.
How will the new policy be implemented?
A new information circular (ST/IC/2013/25) on this topic has also been issued. This includes additional details on self-certification, as well as the new compliance monitoring mechanism and rental subsidy application forms. This simplified rental subsidy process will remain in effect until the procedure later becomes automated through the Umoja solution.
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