BENEFITS & ENTITLEMENTS

overview for non-staff human resources

Updated: March 2021

INTRODUCTION

This booklet is intended to briefly describe some of the key entitlements and benefits that you receive on
appointment to FAO. We recommend that you read the information provided carefully, so that you are
familiar with your basic entitlements, which are listed on your contract.
At the end of each description, where appropriate, a reference link is provided indicating the corresponding
section of the FAO Handbook (available once you get FAO system access during onboarding), where you will
find more detailed explanations and step by step instructions on how to request services or entitlements.
MS references indicate the relevant manual section (MS) of the FAO Manual which contains the Organization’s
administrative rules and regulations.
Below is the list of acronyms used in this booklet:

BSAFE BSAFE Security Training course

CSGP Office for Privileges and Immunities

CSLM Corporate Logistics, Medical Service

DSA Daily Subsistence Allowance

GRMS Global Resource Management System – FAO’s corporate admin system

ICSC International Civil Service Commission

MCS Medical Insurance Scheme for main categories of Non-Staff

MCNS Medical Insurance for limited categories of Non-Staff

NSHR Non-Staff Human Resources

PHP Preferred Hotel Programme

R&R Rest and Recuperation

TA Travel Authorization

TEC Travel Expense Claim

UNDSS United Nations Department of Safety & Security

PAYMENTS/TIMECARD
(SUBMIT & CERTIFY)

The Timecard certifies the quantity of your work each month and is used by FAO to calculate payments
and determine the insurance premium/coverage.
If you have limited access to the GRMS, please liaise with your hiring unit for the insertion of your Timecard. It
is not possible to work exceeding the total days/hours of the Assignment Quantity indicated on your contract.
For more details on how to submit a Timecard:
 http://intranet.fao.org/faohandbook/area/human_resources/how_to_fill_a_timecard/how_to/

Official Holidays
You will receive payment only for the days you have worked, you will not be paid for official holidays unless
you have a monthly based contract and you work the full month (in this case, the Time card has to be filled
for all the days in the month).

Official holidays, up to ten a year, are designated for each duty station. Their timing varies according to local
conditions and customs. Check with your local office for more information. For HQ based staff, details are in
the FAO Administrative calendar.
BANKING DETAILS

To ensure timely and correct payments of your honorarium, please follow the instructions on how to record
your banking details, once you have access to the FAO Corporate system (GRMS).
For more details see:
 http://intranet.fao.org/faohandbook/area/finance/payroll_and_non_payroll_banking_information/how_t
o/

If you are re-hired by FAO, you must log into GRMS and ensure that your banking instructions are still valid for
your new assignment. For example, if the currency of your contract has changed it is your responsibility to
ensure that your registered bank accounts can receive funds in the currency that your new contract is
denominated in. Should you have difficulty in accessing the GRMS, please contact your hiring unit directly.
Please note that you will no longer have GRMS access once your assignment is terminated. We strongly
encourage you to update your banking information before you are leave the organization.
Final payments are subject to the return of FAO equipment and/or documents provided to carrying out the
assignment. Should you encounter any issues, please write to AP-Services@fao.org with “Self-Service Banking”
in the subject line.
TRAVEL
Based on your contract type and specific assignment, certain types of travel will be applicable. If in any doubt
please contact your relevant HR Servicing Office (NSHR-Services@fao.org). Please note that
Interns, Volunteers and Fellows are responsible for arranging their own travel to and from the duty station
and no other travels are foreseen for them during their assignments.

Travel Types

Appointment Travel refers to the travel between the place of recruitment and the duty station, including
Repatriation Travel at the end of your contract. FAO covers the travel costs and issues the tickets. It will be
by the most direct and economical economy class route, irrespective of the duration of the flight. The
appointment travel dates should be on or after the start date/EOD

Duty Travel refers to official travel away from the duty station to which you are assigned. You are entitled to
receive Daily Subsistence Allowance (DSA), according to FAO’s regulations and subject to the provisions of
the Preferred Hotels Programme (PHP) for the duration of your duty travels. For more information see details:

 http://intranet.fao.org/faohandbook/area/travel/dsa_rates_application_and_reductions/
 http://intranet.fao.org/faohandbook/area/travel/preferred_hotel_programme_php/

Travel Entitlements
Rest and Recuperation (R&R) Travel refers to the travel available to individuals stationed in certain,
hazardous duty stations, which includes five consecutive calendar days of rest and generally two
additional days for travel. Between two R&R travels, the individual must spend a certain amount of time at
the duty station (R&R Cycle), the length of which is established for the specific duty station, taking into
account the circumstances of the locality. Travel is foreseen to a designated R&R destination. Travel can also
be to any other location not considered an R&R destination. In the latter case, the traveller bears the
costs of the difference. Eligible individuals on R&R travel will have the possibility to opt for an all-inclusive
lump-sum payment. For more details see:

 http://intranet.fao.org/index.php?id=17466

Other Travel Entitlements

When you undertake duty travel, or if you are not resident at the duty station, you are entitled to receive DSA,
subject to PHP at the destination/duty station. Furthermore, if you spend over 60 calendar days at the duty
station, you will receive DSA for 30 days, followed by a monthly living allowance established as per FAO
regulations as a contribution to living expenses. If eligible, it will be stated on your contract. For more
information, please contact the admin support staff in your office.
FAO will provide you with a Travel Authorization (TA), approved by the Budget Holder or delegated officer,
for all official travels. It specifies the travel itinerary and the amount of payable DSA and other amounts as
applicable. You are also required to obtain a security clearance prior to any official travel, via the UNDSS Trip
System (https://trip.dss.un.org/), for more information and assistance, please contact the admin support staff
in your office. Travel is not permitted without the security clearance. Travel to some countries also requires a
medical clearance.
A Travel Expense Claim (TEC) should be completed and submitted after travel has completed. Please sign,
scan it together with the used ticket stubs, receipts, etc. and forward these electronically to the concerned
technical officer, for verification and approval and keep the originals for three years. Failure to submit TECs
within three months (90 days) will result in recovery of the advanced amounts from your honorarium payment.
For more information please see:
 http://intranet.fao.org/faohandbook/area/travel/travel_expense_claims_requirements_submission_settle
ment_and_recovery_rules/

Security Training
BSAFE
This online course is a mandatory requirement for all categories of FAO employees at all locations. Once
completed, the certificate obtained does not expire.
The security training course is available at https://training.dss.un.org/. If you already have access to FAO
systems, the courses should be taken at the You@FAO portal.

Visas and Work Permits

It is your responsibility to check whether you need a visa to enter the country/ies of your assignment(s) and
to obtain them. Failure to obtain the correct visa may require you to return to your home country to rectify
the situation at your own cost.

Limited visa support is provided by FAO to family members in case the duration of the Non-staff’s assignment
is over 6 months and travels together with family to the Duty Station.

Visas to enter Italy

The Office of Privileges and Immunities (in HQ, Rome) can prepare an official Note Verbale to support
applications for an Italian visa for Non-staff contract holders coming to Rome to take up or resume an
assignment at headquarters. Please note that the Italian authorities normally require 20 working days to
process a visa request from receipt of the Note Verbale.
Consultants should liaise with their Hiring office to assist them with the visa process.
If you need to apply for a visa to enter Italy:
 A visa for “missione di breve durata” is necessary if the stay does not exceed three months, bearing
in mind that such a visa cannot be extended.
 Otherwise, a visa for “missione di lunga durata” is required, particularly if you are requested to
prolong your employment.
 http://intranet.fao.org/faohandbook/area/organization_services/visas_to_enter_italy/

Italian ID Card – applicable only to international Non-staff personnel based in Italy

This card is considered as a residence permit in Italy. It is only available to internationally recruited
Consultants with a contract for more than three months. You should submit your application online, as soon
as possible after your arrival (for instructions see link below). The card is issued by the Italian Ministry of
Foreign Affairs and you will be responsible for requesting its renewal upon expiration. For more
information please visit this page below and contact the Protocol Office if required.
 http://intranet.fao.org/faohandbook/area/organization_services/italian_identity_cards/italian_id_card/
Vaccinations
It is your responsibility to obtain any necessary vaccinations that may be required for your official travels. If
you are working in Rome, for assistance please contact the Travel Clinic (http://intranet.fao.org/
csd/csdm/travel/duty_travel/). Vaccination expenses are reimbursable and should be submitted in the
Travel Expense Claim (TEC).
In case you are based in, or travelling to certain difficult duty stations, you will be requested to fill out a detailed
vaccination form and receive a clearance before your travels can begin. Furthermore, if you are over 70 years
of age, you will need to undergo a Full Medical Examination if you will work in, or travel to, a decentralized
office, which is not your permanent residence.
MEDICAL INSURANCE

MCS Coverage - Medical Scheme (Consultants, PSA, National Project Personnel)

Coverage under MCS is mandatory for Non-staff HR (unless otherwise specified in the contract, for more
details see link below). The premium is paid jointly by the Employee and by FAO. Your contribution is
automatically deducted as a percentage of the honorarium (1.05%) at each payroll payment and FAO
equally matches your contribution.
For more details, please see: MCS:

 http://intranet.fao.org/faohandbook/area/human_resources/medical_insurance_mcsmcns/mcs/

IMPORTANT NOTICE
If you work a full week (usually 5 days/week) according to the established working week at the duty station,
you will have insurance coverage during weekends on a 24 hour a day basis, and during official holidays
observed by FAO at the duty station. If you are absent for 1 day or more during a week in a duty station where
5 working days are considered a full working week, then you will be not covered for the unworked day NOR
for the weekend and/or for FAO Holidays which may fall in that week.
However, if a FAO Holiday occurs on a weekday and you work on the remaining working days on the week,
you will be covered by the Medical Scheme also on the holiday and through the weekend.

Reimbursement Claims for medical expenses and medically certified absences

Claim for Medical Expenses
You should submit your claims as soon as possible. No expenses arising from medical treatments and/or
surgeries incurred after the coverage period has ended, will be reimbursed. Enquiries about Medical Coverage
and Medical Claims can be made by e-mail to: mcs-mcns@dbdg.it
For more details, please see:
 http://intranet.fao.org/faohandbook/area/human_resources/medical_insurance_mcsmcns/mcs/

Claim for honorarium reimbursement during medically certified absences

Certified medical absences are periods of absence (during which you were expected to work), when you are
unable to work due to illness or injury/accident. In case of such absences, you must submit a medical
certificate without diagnosis issued by a duly qualified medical practitioner to your supervisor and
record the day/s as Certified Medical Absence in the Time card. If you have more than 4 days
(consecutive or accumulated) of certified medical absences during your
contract period, a claim must be submitted to the insurer at MCS-MCNS@dbdg.it
For more information to how to submit a claim, please see:
 http://intranet.fao.org/faohandbook/area/human_resources/medical_insurance_mcsmcns/mcs/

You will need to indicate your Certified Medical Absences when submitting your Timecard, so that your
honorarium will be paid for those days. For more information on how to do so, please follow the link:
 http://intranet.fao.org/faohandbook/area/human_resources/how_to_fill_a_timecard/how_to/

MCNS Coverage Medical Scheme (Interns, South South, Casual Labour, Fellowship
holder and FAO Volunteers)
If you hold an Internship, Casual Labour or South-South Cooperation Subscriber contract, then you are
covered by MCNS, which is similar to MCS, however the full premium is covered by FAO.
For more details, please see MCNS:

 http://intranet.fao.org/faohandbook/area/human_resources/medical_insurance_mcsmcns/mcns/

Compensation Plan
You are also covered by the FAO medical insurance and compensation plan for “service-incurred” injury,
illness, or death due to performance of official duties as specified in Manual Section 342 of the FAO
Administrative Manual. In order to fulfil the conditions of this Manual Section, it is mandatory to send the
original copy of a duly filled and certified Designation of Beneficiary form to the hiring SSC on your arrival in
FAO.
For more details, please see:
 http://intranet.fao.org/faohandbook/area/human_resources/staff_compensation/info/
PRIVILEGES AND OTHER INFORMATION

Tax privileges
You are individually responsible for meeting the obligations for tax payments if and when due, and for
compliance with applicable income tax laws and regulations concerning the payment or exemption of income
tax.
Some contract types are not subject to national tax, however it remains your responsibility to confirm this with
your relevant national tax authorities. For further information, please see the FAO Handbook here:
http://intranet.fao.org/faohandbook/area/human_resources/tax_information/info/

UN Laissez Passer
The Laissez-Passer is an official travel document that identifies the bearer as an official of the United Nations.
It is issued for use only regarding official travel. Visas may only be entered therein for such purposes. UN
Laissez Passer (UNLP) is issued only to individuals holding a Consultant contract.
Residence visas/permits should be placed in the individual’s national passport. The Laissez-Passer does not
replace a national passport but complements it and both documents should always be carried together when
on official travel. The UNLP must always be returned, before you leave FAO.
For further information please see the FAO Handbook here:
 http://intranet.fao.org/faohandbook/area/organization_services/laissez_passer_and_other_un_travel_do
cuments/blue_unlp/

Certificates of Employment and Earnings

You can request certificates of earnings or other certificates by sending a message to Payroll-
Services@fao.org, or in the case of an employment certificate, it is possible to generate it through a self-
service function of GRMS, which is made available to you once you join FAO.
For more details, please see the FAO Handbook here:
 http://intranet.fao.org/faohandbook/area/human_resources/non_staff_personnel_certificates/how_to/

 http://intranet.fao.org/faohandbook/area/human_resources/tax_information/info/
Please note that employment certificates using external templates/ format might not be endorsed.

Building Passes - Access to Headquarters Premises

Building Passes in Headquarters are issued by the Headquarters Building Pass Office. Non Staff Personnel with
duty station Rome, Italy, or those undertaking duty travel to headquarters are eligible to receive building
passes. PSA Editors and Translators can only be provided with daily visitor passes.
The Building pass office will only issue the building pass once your appointment has been finalized, and your
assignment had commenced.
 http://intranet.fao.org/faohandbook/area/organization_services/how_to_request_an_hq_building_pass/h
ow_to/
SEPARATION
Quality Assessment Report (QAR)
Upon completion of the assignment the supervisor should complete the QAR, counter signed by the Non-
staff personnel and retained on the individual’s corporate HR record. It must be sent to the relevant HR
Servicing office (NSHR-Services@fao.org).

Properties of FAO
Upon completion of the assignment and before leaving the Organization, you should return any properties
or documents (e.g. UNLP, ID card, etc.). If items are not returned, penalties will be recovered from the final
payment.

Update banking information

We strongly encourage you to update your banking information before you leave the organization, in case
of any possible payment after your separation from the organization.

ELIGIBILITY FOR AND APPLICATION OF ALL ABOVE ENTITLEMENTS ARE

SUBJECT TO THE ORGANIZATION’S RULES AND REGULATIONS.