16. Candidate - Visa and/or government clearance - With assistance from, HE, CC/PA through OA, obtain all required visas, including transit visas, or confirmation that visas are available and will be issued upon arrival.
As per the conditions of service, volunteers are responsible to ensure they have all necessary clearances before travel.
17. Candidate - Complete visa task - Complete task in UVP to confirm that visa has been obtained or will be obtained on arrival. Upload evidence of visa or confirmation. If visa is not required upload ‘Visa not required confirmation’ form.
18. OA VM - Confirm visa task complete - Check that the visa information uploaded and confirm. If not correct, reject task. Returns to candidate to try again. This triggers the ‘Confirm travel date’ task in UVP.
19. Candidate - Travel date - Agree with UNV and host entity (incl. UNV Field Unit, where present) on travel date to country of assignment.
20. Candidate - Complete travel date task - Complete travel date task to confirm tentative travel date. Creates task on OA VM dashboard.
21. OA VM - Travel quotation - Review travel date under assignment detail page and airport of departure under candidate profile. Create a new Travel Quote case in Salesforce P2P and submit to UNV Travel.
As a temporary workaround travel and entry lump sum should be paid in separate vouchers. The workflow will be improved to allow combined payments. If assignment starts as telecommuting the payment can be raised as payment request (payroll) when the UN Volunteer travels.
22. OA VM - Complete travel date task- Confirm via travel date task in UVP that quote has been entered in Salesforce
23. UNV Travel - Provide quote - Enter travel quote into salesforce case. Task is created in UVP to request OA to create payment request in UVP.
23.1 OA-VM - check OneHR clearance (UNHCR Volunteers only) - OA VM checks the status in the UVP about OneHR clearance. OA processes payment of the travel ticket lumpsum only after oneHR positive clearance is granted and recorded in the UVP.
24. OA VM - Pay travel lump sum (voucher) - Raise voucher in Atlas Finance for payment the lump sum travel payment. Copy the voucher link.
25. OA VM - Record voucher payment - Create a payment request in UVP to record the voucher payment for lump sum travel.
26. OA TL - Approval - Review payment request in UVP. Click link in request to go to Atlas Finance. Approve voucher in Atlas Finance and complete task in UVP.
27. OA - Notify payment approved - Notify candidate through email that the payment has been approved.
28. System - Trigger case creation in Salesforce P2P - Create Salesforce record of the voucher approval.
29 . System - Confirm voucher approved - Atlas triggers approval of case in salesforce and marks the case status as ‘pay cycle’.
30. System - Notify payment requester - Notify by email that voucher has been approved.
31. Candidate - Security Clearance - Enroll with UNDSS TRIP, request security clearance for travel to duty station using the instructions provided by UVP after acceptance of the offer. Upload in UVP via task.
Guide: how to complete and upload a security clearance:
.If travel itinerary changes, TRIP clearance to be updated. In such cases, document should be uploaded to document library until additional functionality developed.
Candidates who are already living in the duty station should upload proof of TRIP registration. Candidates who are telecommuting should upload the telecommuting confirmation form.
Please follow the (Guide) for the temporary arrangement for security clearance until UNDSS's new system allows UNV candidates to do the security clearance
(The security clearance task happens after the rest of the tasks are complete and the entry allowance payment is triggered)
32. OA - Check security clearance - Check that candidate has uploaded the security clearance correctly. If not correct, reject task. Returns to candidate to try again.
33. Candidate - Purchase travel ticket and upload itinerary -Volunteer confirms arrival date with host entity and field unit (where available) or OA before purchasing their own ticket. If travel not needed or telecommuting, upload the telecommuting confirmation form. (upload travel ticket task happens after the rest of the tasks are complete and the entry allowance payment is triggered)
34. OA - Check travel ticket - Check that candidate has uploaded the travel ticket correctly. If not correct, reject task. Returns to candidate to try again.
35. UVP - Confirm all pre-departure tasks completed including banking details - Email candidate and OA.
36. UVP - Trigger entry lump sum payment request - Trigger entry lump sum payment request. Entry lump sum is paid to all Candidates regardless of travel status
36.1. OM-VM - check OneHR clearance (UNHCR Volunteers only) - OA VM checks the status in the UVP about OneHR clearance. OA processes payment of the entry lumpsum only after oneHR positive clearance is granted and recorded in the UVP.
36.2 OA VM - Prepare entry lump sum voucher - Review the payment request task in UVP. Raise voucher in Atlas Finance for payment of entry allowance together with the lump sum travel payment. Copy the voucher link. OA-VM/Payroll Associate has the responsibility to ensure all clearance is obtained prior to releasing/payment of pre-departure entitlements.
36.3. OA VM - Process entry lump sum - Return to the UVP task in step 6 and submit the UVP payment request. To complete this task, information is needed from the voucher raised in Atlas Finance
36.4. OA - Notify payment approved - Notify candidate through email that the payment has been approved.
36.5. System - Trigger case creation in Salesforce P2P - Create Salesforce record of the voucher approval.
36.6. System - Confirm voucher approved - Atlas triggers approval of case in salesforce and marks the case status as ‘pay cycle’.
36.7. System - Notify payment requester - Notify by email that the voucher has been approved.
