Death in Service Guide

Download as pdf or txt
Download as pdf or txt
You are on page 1of 163

Handbook

for action United Nations


Department of
in cases of Management

death in service OHRM


EPST
[ blank inside cover ]
Handbook
for action
in cases of
death in service

Department of Management
Office of Human Resources Management
Emergency Preparedness and Support Team

United Nations, New York, 2011


CONTENTS

List of abbreviations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . v

Foreword. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . vii

Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ix

I.  DEATH AT THE DUTY STATION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3


A. Responsibility of the United Nations and of particular offices . . . . . . . . . . . . . . . . . . . 3
B. Responsibility at Headquarters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
C. Special circumstances. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
D. Actions to be taken in all cases of death . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

II.  DEATH AT THE FIELD MISSION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23


A. Actions to be taken at the field mission. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
B. Actions to be taken by the Field Personnel Division. . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

III.  THE UNITED NATIONS SECURITY MANAGEMENT SYSTEM. . . . . . . . . . . . . . . . . . . . . . . 45


A. Role of the United Nations Department of Safety and Security. . . . . . . . . . . . . . . . . . 45
B. Actions required in cases of death of staff members
under suspicious or unclear circumstances and/or accidents . . . . . . . . . . . . . . . . . . 47
C. Actions at the death scene. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
D. Official notification procedures. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
E. Documentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
F. Disposition of the remains. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
G. Conclusion. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

IV.  MASS CASUALTIES. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57


A. Activation and Responsibilities of the Family Support Team (FST). . . . . . . . . . . . . 57
B. Activation and Responsibilities of the Family Focal Point (FFP) System. . . . . . . . . 59
C. FST-FFP Coordination with the Department of Safety and Security. . . . . . . . . . . . . 59
D. Actions to be taken in Mass Casualties Crises. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

Handbook for Action, In Case of Death iii


V. APPENDIX D, MAIP AND OTHER ENTITLEMENTS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
A. Determination of Applicability: Appendix D and MAIP. . . . . . . . . . . . . . . . . . . . . . . . . 71
B. Appendix D . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
C. MAIP. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78
D. Dual Coverage/Comparison Chart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
E. Checklist of all available entitlements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
F References . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92

VI.  PENSION BENEFITS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95


A. Pension benefits due to survivors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95
B. Administrative procedures and requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96
C. Definition of terms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99
D. Articles relevant to processing death-in service pension benefits. . . . . . . . . . . . . . 104

VII.  INSURANCE BENEFITS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113


A. Health insurance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113
B. Life insurance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114

VIII.  CEREMONIES, MEMORIAL SERVICES AND SPECIAL PROCEDURES. . . . . . . . . . . . . 119


A. Memorial services. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119
B. Transportation of the remains . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123
C. Flags and honour guards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125

IX. ANNEXES
I. Action checklists at a glance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131
II. Sources of reference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135
III. Exhibits. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138

iv Handbook for Action, In Case of Death


List of abbreviations

ABCC Advisory Board on Compensation Claims


ASHI After-Service Health Insurance
BOI Board Of Inquiry
CAO Chief Administrative Officer
DFS Department of Field Support
DOA Director of Administration
DPI Department of Public Information
DPKO Department of Peacekeeping Operations
DSS Department of Safety and Security
EPST Emergency Preparedness and Support Team
FALD Field Administration and Logistics Division
GLI Group Life Insurance
ICCS Insurance Claims and Compensation Section
IMIS Integrated Management Information System
NOTICAS Notification of Casualty (form)
MAIP Malicious Acts Insurance Policy
OCSS Office of Central Support Services
OHRM Office of Human Resources Management
OPPBA Office of Programme Planning, Budget and Accounts
PA Personnel Action
S.R. Staff Rule
SSA Special Service Agreement
UNPOL United Nations Civilian Police
UNDP United Nations Development Programme
UNICEF United Nations Children’s Fund
UNJSPF United Nations Joint Staff Pension Fund
UNV United Nations Volunteers

Handbook for Action, In Case of Death v


Foreword by the Secretary-General BAN Ki-moon

On 19 August 2003, a bomb exploded at the Baghdad headquarters of the United Nations
Assistance Mission for Iraq, killing 22 staff members and wounding more than 100.
On 12 January 2010, an earthquake destroyed several United Nations buildings in
Port-au-Prince, taking the lives of 102 staff members and injuring numerous others.
On 1 April, a protest at the UNAMA office in Mazar-e-Sharif became chaotic and
violent, causing the deaths of 7 staff members.
Just two days later, on 4 April 2011, perilous weather caused a United Nations plane to
crash in Kinshasa, claiming the lives of 32 people including 22 staff members on board.
These incidents are but a few among many that remind us that every single day,
United Nations personnel face grave and often moral perils while serving our
global mission of peace, development and human rights. Mourning the loss of
fallen colleagues is a ritual with which we have become sadly familiar. We have
also become keenly aware of the need to provide better support to survivors and
to the families of those who perish or are injured.
The UN Secretariat’s Emergency Preparedness and Support Team, in close col-
laboration with other United Nations departments and offices, aims to help all of
us in responding to the deaths of friends and colleagues in a sensitive and timely
fashion, and in strengthening organizational resilience in order to serve as best
we can even in the most desperate of circumstances. This Handbook, an initiative
of the Team, is a collaborative effort among many departments and is meant as a
tool for alleviating the confusion and bureaucratic delays that often ensue when
there is a death or, in the case of larger disasters, many deaths as a result of mali-
cious acts, natural disasters or other emergencies.
While intended primarily for offices and departments directly charged with sup-
porting family members, this publication can help each of us to familiarize our-
selves with what must be done in such difficult circumstances so that we may,
together, create a compassionate and empathetic environment for the loved ones
of those who give of themselves in such an honourable way. Although I am sure
we would all wish for there to be no need for such a guide, the Handbook’s exist-
ence fills an important gap and I commend it to all staff so that we can uphold
our responsibility to honour those colleagues who make the ultimate sacrifice in
serving our Organization, and to help those they leave behind.

BAN Ki-moon
Secretary-General of the United Nations

Handbook for Action, In Case of Death vii


Introduction

The Handbook for Action in Case of Death in Service is an updated version of the
original version that was first published in 2001.
The Handbook is a compilation of all the actions, duties and responsibilities that
may occur when a staff member dies while on duty. This Handbook offers timely
guidelines to be applied while recognizing the unique circumstances that might
arise in each situation. It is written with an intention to support those — affected
families and staff — who need most support during difficult times.
I enjoin all staff dealing with bereaved families and colleagues to be compassionate,
flexible and sensitive. Colleagues, please be certain that my office and my staff is
at your service should you need individual consultation regarding particular cir-
cumstances. As part of Secretary-General’s commitment to the families who lost
loved ones, the United Nations family is called upon to go above and beyond the
line of duty to assist families and staff during these difficult times.
The Handbook is organized as a reference material. There are eight chapters,
with the first two chapters outlining death of a staff member at the duty station
(Chapter I), and at field missions (Chapter II). Chapter III discusses the role of
the United Nations Security Management System and actions and official proce-
dures to be taken immediately after death. Chapter IV, the newly added chapter,
outlines actions to be taken in mass casualty incidents. Chapter IV offers support
activities for families and affected staff through a cadre of trained staff such as
the Family Support Team and Family Focal Point. Chapter V, the newly revised
chapter, provides information on Appendix D entitlement and Malicious Acts
Insurance Policy (MAIP) as well as other entitlements. Chapter VI and VII provide
information on pension benefits and insurance benefits for eligible dependents.
Chapter VIII provides information on special procedures, ceremonies and memo-
rial services. Lastly, the annexes portion of the handbook provides administrative
instructions and forms along with sources of reference.
Your feedback is welcome and appreciated on this updated version of the Hand-
book, which I hope will help you in coping with these very difficult situations.

Catherine Pollard
Assistant Secretary-General
Human Resources Management

Handbook for Action, In Case of Death ix


Death
at the
Duty Station
UN Photo/Evan Schneider
Chapter 1 outlines the major actions to be taken if a staff member
dies at the duty station. The Office of Human Resources Management
(OHRM), the Department of Field Support (DFS) and the Depart-
ment of Safety and Security (DSS) are responsible for coordinating
and implementing the various actions required for the transporta-
tion of remains, organization of funerals and payment of benefits and
entitlements to survivors.
CHAPTER I

DEATH AT
DUTY STATION

THIS CHAPTER
A. Responsibility of the United Nations AT A GLANCE:
and of particular offices
A. RESPONSIBILITY
OF THE UNITED
1. Responsibility for coordinating the actions required when a staff
NATIONS AND
member dies while in the service of the Organization is set out OF PARTICULAR
in administrative instruction ST/AI/2000/14 of 9 November 2000. OFFICES

2. The Office of Human Resources Management (OHRM) is B. RESPONSIBILITY AT


HEADQUARTERS
responsible for staff serving in New York and staff on temporary
assignment away from New York, except for those on mission. C. SPECIAL
CIRCUMSTANCES
(See the present chapter for actions to be followed).
D. ACTIONS TO BE
3. The Department of Field Support (DFS) is responsible for TAKEN IN ALL
­mission appointees or staff on mission detail. DFS may request CASES OF DEATH
the mission to assume authority for coordinating actions for
staff who were recruited locally. (See Chapter II).
4. The Department of Safety and Security (DSS) is responsible,
inter alia, for all policy and procedural matters related to security
and critical incident stress management following a crisis. The
Department coordinates plans and implements inter-agency
security and safety programmes.
• The DSS Critical Incident Stress Management Unit
(CISMU) is able to deploy counsellors at short notice to sup-
port staff involved in incidents worldwide, and also manages
a peer support network of staff who have been trained for this
additional role.
• The Under-Secretary-General for Safety and S ­ecurity
advises the Secretary-General on decisions relating to relo-
cation or evacuation of staff members and their eligible
dependants from very insecure areas.

Handbook for Action, In Case of Death 3 DEATH AT THE


DUTY STATION
• DSS staff also investigates, as appropriate, cases involving
the death of a staff member under malicious or suspicious
circumstances.

5. For staff serving at major offices away from Headquarters, the


Human Resources Management Service that determines sepa-
ration entitlements assumes responsibility for coordinating the
actions required, except for staff on mission detail as indicated
above. In all such cases, the chief of the Human Resources
Management Service or a designated representative should
serve as the link between the office concerned and the family of
the deceased (See section D of the present chapter).

B.  Responsibility at Headquarters


1. Identify responsible officials. At Headquarters, responsibility
for coordinating the various administrative and welfare actions
required when a staff member dies while in the service of the
Organization rests with the officer assigned this function in OHRM
and the Executive Officer of the department concerned.
2. Get in contact and designate a family focal point. The coordi-
nating officers should designate a family focal point to act as the
liaison between the Organization and the family. The family focal
point could be one the officers trained in this function by OHRM
or a colleague prepared to accept the responsibility (See chap-
ter IV for more information on the role of the family focal point).
Immediately upon receiving the information that a staff member
has died, the Executive Officer and the Human Resources Officer
should contact each other and then contact the family focal
point to coordinate the actions set out in the following pages.
3. Involve other staff. The supervisor of the deceased staff
member should be invited to participate in the actions, as
appropriate. In consultation with the Family Focal point, the
Staff Counsellor may be consulted at an early stage about, seal-
ing the desk and gathering the personal effects of the deceased,
offering the support, and providing distressed colleagues with
counselling and support, particularly when critical incidents
have taken place.

DEATH AT THE 4 Handbook for Action, In Case of Death


DUTY STATION
C.  Death under special circumstances
1. What if a particular loss entails great public interest? When
the circumstances of a staff member’s death or his or her position
in the Organization is of such public interest as to involve the
Secretariat as a whole, OHRM may assume responsibility, either
at its own initiative or at the request of the department or office
normally responsible, as set out in administrative instruction
ST/AI/2000/14, section 1.1.
2. Death under special circumstances. When a staff member dies
under suspicious or unclear circumstances (including death as a
result of an accident or a suicide), the senior United Nations offi-
cial closest to the scene (usually a designated official) shall take
charge and coordinate his or her action with the Department of
Safety and Security (DSS). That Department shall exercise over-
all authority until the investigation is concluded, at which point
the coordinating department or office will assume responsibility.
UN Photo/Jean-Marc Ferre

Handbook for Action, In Case of Death 5 DEATH AT THE


DUTY STATION
A CHECKLIST OF D.  Actions to be taken in all cases of death1
THESE 9 ACTIONS CAN
BE FOUND IN ANNEX I
ACTION 1
✓ACTION 1 Confirm and ascertain the nature of death
CONFIRM AND
ASCERTAIN THE 1. What to do immediately? When a staff member dies while in the
NATURE OF DEATH
service of the Organization, the first action to be taken is to con-
firm the death and ascertain the nature of death.2 The following
information should be included in the reports sent to the Depart-
ment of Security and Safety (DSS) and to the Insurance and Dis-
bursement Service (IDS/OPPBA/DM). The initial report should
not be delayed if some information is not immediately available:
a.  Date of Incident
b.  Circumstances of incident
c.  Description of loss (injuries or death)
d.  Name(s) and index number(s) of staff member(s)
e.  Date of Birth of Staff Member(s)
f.  Level/Grade of staff member(s)
g.  Copy of staff member(s) contract
h.  Copy of latest personnel action indicating basic net pay
i.  Security report and police report if applicable
j.  Death certificate and post mortem report
k.  Beneficiary designation

2. What if death occurs at the work place? Unless there are specific
arrangements between the United Nations and the host country,
the laws of the host country apply in cases of death of staff mem-
bers. Therefore, when a death occurs at the work place, DSS must
become involved and must be contacted if an autopsy is required.
The local police may also become involved as appropriate.
3. What if death was sudden or under suspicious circum-
stances? When the death has occurred during an emergency at

1  These actions may be carried out in a different order, or at the same time, depending on the

circumstances.
2  If the death cannot immediately be confirmed, e.g., if there is a plane crash, in a remote loca-

tion, notify the family that an emergency is under way (See Chapter III).

DEATH AT THE 6 Handbook for Action, In Case of Death


DUTY STATION
the duty station or under unclear or suspicious circumstances
(including death as a result of an accident or a suicide), DSS must
be alerted; an autopsy may be required. Details on this type of
situation are provided in chapter III. Notification of any inci-
dent which may potentially lead to a claim under the Malicious
Acts Insurance Policy (MAIP) must be reported immediately to
the Insurance and Disbursements Service by the substantive
human resource or administrative office. IDS will liaise with
DSS concerning confirmation of eligibility.

ACTION 2 ✓ACTION 2
Notification: Identify and contact the designated emergency IDENTIFY AND
CONTACT THE
contact indicated on the P.2 form. DESIGNATED
EMERGENCY
1. Identify the designated emergency contact. The name of CONTACT AND THE
FAMILY OR NEXT
the person to contact in case of emergency and the names of OF KIN
the beneficiaries of the deceased (which may or may not be the
spouse and the dependant children) should be listed on the form
entitled “Designation, change or revocation of beneficiary”(P.2),
which can be found in the official status file of the staff mem-
ber. The names of the spouse and children can also be found in
the Integrated Management Information System (IMIS). If there
is no designated emergency contact, no spouse and no children,
identify the next of kin.
2. Personally notify the death. A senior official, usually the under-
secretary-general of the department for which the deceased staff
member worked, should inform the family or the next of kin of
the death. This information should be conveyed personally unless
circumstances make it impossible to do so. Offer to go immedi-
ately to the family’s home to assist in making calls and funeral
arrangements and in taking care of other urgent family matters.
The visit should not be made alone (see chapter VIII, section D,
“Notification Visit”).
3. What if there is no family at the duty station? When the
deceased has no family members at the duty station, contact the

Handbook for Action, In Case of Death 7 DEATH AT THE


DUTY STATION
friends or relatives named in the official status file or identified by
staff members who were close to the deceased and offer assistance.
4. Introduce the family to the responsible officers and the
­family focal point. Introduce the family to the responsible offi-
cials and the family focal point who will be interacting with the
family or the next of kin on matters relating to the death of the
staff member.

✓ACTION 3 ACTION 3
ASSIST IN MAKING Assist in making arrangements for transportation of the remains
ARRANGEMENTS
FOR
TRANSPORTATION 1. Payment of the expenses for transportation of the remains.
OF THE REMAINS Staff Rule 7.18 provides that, upon the death of a staff member
or of his or her spouse or dependant children, the United Nations
shall pay the expenses of transportation of the body from the offi-
cial duty station or, in the event of death having occurred while
in travel status, from the place of death to a place to which the
deceased is entitled to return travel under Staff Rules 7.1 or 7.2.
These expenses shall include reasonable costs for preparation
of the body. In the case of death of a staff member the payment
of the expenses of transportation of the body may be author-
ized under Staff Rule 7.1. For more details, see administrative
instruction ST/AI/2000/14, paragraph 4.1.
2. Payment of particular procedures for disposal of remains.
As provided in Staff Rule 7.18 and in administrative instruction
ST/AI/2000/14, paragraph 4.2, if local interment (cremation or
other procedure for disposal of remains) is selected, reasonable
expenses incurred may be reimbursed.
3. Who determines these costs and how? As set out in admin-
istrative instruction ST/AI/2000/14, paragraph 4.4, the reason-
able costs that may be reimbursed prior to transportation of the
body or for local interment in New York are determined by the
­Assistant ­Secretary-General for Human Resources Manage-
ment. At other duty stations, such costs are determined by the
Chief of Administration or corresponding official. Expenses
relating to religious or funeral services, such as the use of a

DEATH AT THE 8 Handbook for Action, In Case of Death


DUTY STATION
UN Photo/Timothy Sopp

funeral home for viewing the body or the purchase of wreaths,


flowers and similar items will not be reimbursed.
4. Always consult the family about procedures regarding the
preparation of the body. It is recommended that the family be
consulted about specific instructions for the preparation of the
body for transportation, for example, with regard to clothing, the
position of the body and the appropriate size of the coffin. Such
matters can be extremely important to the family.

ACTION 4 ✓ACTION 4
Notify other United Nations offices NOTIFY OTHER
UNITED NATIONS
OFFICES
5. Offices that should be notified immediately. Upon being
informed of a staff member’s death, the coordinating officers
should ensure that the following offices are notified as quickly
as possible:
Executive Office of the department concerned; OHRM;
Chief of Human Resources Services or Chief of the local
personnel section (depending on which office receives the
information first).
DSS.
Head of department or office.

Handbook for Action, In Case of Death 9 DEATH AT THE


DUTY STATION
Director of the division concerned.
Supervisor of the deceased.
Medical Director.
Chief, Payroll Section, Accounts Division, Office of Pro-
gramme Planning, Budget and Accounts (OPPBA).
Chief Executive Officer, United Nations Joint Staff Pension
Fund (UNJSPF).
United Nations Federal Credit Union/bank branch, as applicable.
Chief, Insurance and Disbursement Service
Secretariat of the Advisory Board on Compensation Claims
and Claims Board in cases in which the death may be attrib-
utable to the performance of official duties.
Staff Counsellor.
Chief, Transportation Operations Section, Travel and
Transportation Service, OCSS, if relevant.
The coordinating officers will decide in each case whether
the Secretary-General or his Chef de Cabinet and the Depart-
ment of Public Information (DPI) should be kept informed.

6. Ensure the information is accurate and relevant. To avoid


misinformation, ensure that staff members in the office con-
cerned are informed about the appropriate and relevant facts
regarding the death of their colleague.
7. Examples of notification to several offices. For an example of a
memorandum to the various offices mentioned above, see exhibit 2.

✓ACTION 5 ACTION 5
OPEN/SEAL THE Open/seal the desk of the deceased
DESK OF THE
DECEASED
1. Seal the desk of the deceased as promptly as possible.
2. Make the request to open/seal the desk to the Security Ser-
vice. The Human Resources Officer will send an electronic
communication to the Chief of the Security Service requesting
that the desk of the deceased staff member be sealed/opened.

DEATH AT THE 10 Handbook for Action, In Case of Death


DUTY STATION
3. Who has to be present in this process? At Headquarters,
the following officials will normally participate in opening the
office and desk of the deceased and taking inventory of the
contents, and it is important that they or their representative
be invited:
• Where applicable, personnel from DSS/SSS, a locksmith
from the Locksmith Unit and an officer from the Special
Services Unit
• A member of the Staff Counsellor’s Office
• The coordinating Human Resources Officer
• The department head, supervisor, or a designated Execu-
tive or Administrative Officer in the department concerned
• At other duty stations, officials with functions similar to
the above will participate in this action in coordination
with DSS

4. Classify the contents of the office and desk of the deceased.


The contents of the office and desk of the deceased will be divided
into three lots:
a. Items going to the next of kin
b. Items belonging to the United Nations
c. Items to be disposed of
Items of any value are part of the estate and should be returned
to the estate of the deceased in accordance with the inheritance
laws of the staff member’s nationality (see section 9 below).
5. How to proceed in the classification? Discretion should
be used in deciding what should be disposed of when sorting
through the contents of the office and desk of the deceased. Per-
sonal belongings, such as a comb or a used razor or brush, may
take on importance for some family members, who may want to
keep such articles. Whoever assists with the desk classification
should exercise discretion. Electronic documents are the prop-
erty of the Organization and should be secured by ITSD or an
appropriate official. Blackberries, cell phones, and such should
be returned to ITSD. If the staff member was a key holder for a
safe on the premises, this key should be accounted for.

Handbook for Action, In Case of Death 11 DEATH AT THE


DUTY STATION
UN Photo
6. Sealing and storing the properties of the deceased. The per-
sonal items of the deceased will be secured inside sealed boxes and
stored in a secure place. Once investigations related to the death are
completed and removal of the items becomes possible, the Execu-
tive Officer will provide the appropriate parties with a “material
package receipt” for the removal of the boxes from Headquarters.
7. Keep an inventory of the items removed. At Headquarters, an
officer from DSS will prepare an inventory of all personal items
removed, obtain signatures on the inventory of the personnel
present upon its completion and file the inventory with the Spe-
cial Services Unit.
8. Share inventory with the Human Resources Officer. A copy
of the inventory will be forwarded to the coordinating Human
Resources Officer.
9. Legal regulation of personal property found on UN prem-
ises. The Office of Legal Affairs has ruled that the designation of
­beneficiary under Staff Rule 1.6, “Staff member’s beneficiaries”,
does not apply to personal property found on United Nations
premises. Personal property, as opposed to payments owed
by the United Nations, forms part of the estate of the deceased
and is subject to the laws governing wills, succession and

DEATH AT THE 12 Handbook for Action, In Case of Death


DUTY STATION
administration of estates. When valuable items are involved, the
presumed heir or heirs (normally the closest relative or relatives)
should execute a “receipt and release, hold harmless and indem-
nification agreement” before a notary public and the document
should be given to the coordinating Human Resources Officer in
exchange for the property. For an example of the required docu-
ment, see exhibits 6, 7, 8.

ACTION 6 ✓ACTION 6
Send letters of condolence SEND LETTERS OF
CONDOLENCE

1. Who should sign the letter and what is the appropriate for-
mat? A cable or letter of condolence, signed by the Assistant
S
­ ecretary-General, OHRM, or the head of the office con-
cerned, as appropriate, should be addressed to the family or next
of kin as soon as possible. For an example of a letter of condo-
lence, see exhibits 3 and 4.
2. Translation of letters of condolence. If possible, letters of con-
dolence should be translated into native language of deceased
staff member and his/her relatives.
3. If the deceased was an official at the level of Assistant Secretary-
General or above, either the Under-Secretary-General or the
­Secretary-General will sign the letter of condolence.

ACTION 7 ✓ACTION 7
Obtain certified copies of the death certificate OBTAIN CERTIFIED
COPIES OF THE
DEATH CERTIFICATE
1. To whom is it necessary to send copies of the death certifi-
cate? Obtain certified copies of the death certificate or the offi-
cially certified translation of it, and forward a copy to the follow-
ing, as applicable:
• Chief, Payroll Section, Accounts Division, OPPBA.
• Chief, Insurance and Disbursement Service, OPPBA (attach
one copy for the Aetna Life Insurance Company, if required).

Handbook for Action, In Case of Death 13 DEATH AT THE


DUTY STATION
• Chief Executive Officer, UNJSPF.
• Secretariat of the Advisory Board on Compensation Claims
and Claims Board, in cases in which the death may be attrib-
utable to the performance of official duties.
2. Include a copy of the death certificate in the official status
file. Attach one of the death certificates to the end-of-service
Personnel Action for inclusion in the official status file.
3. Provide the family with a copy of the death certificate. The
family focal point should provide the family with one or several
copies of the death certificate depending on their requirements.
If the deceased did not have family residing at the duty station,
send a certified copy of the death certificate to the next of kin.

✓ACTION 8 ACTION 8
ASCERTAIN Ascertain beneficiaries for the purpose of assessing
BENEFICIARIES
FOR THE PURPOSE entitlements and benefits
OF ASSESSING
ENTITLEMENTS 1. Ascertain identity and address of beneficiaries. Before the enti-
AND BENEFITS
tlements arising out of the death of a staff member can be deter-
mined, it is necessary to ascertain the identity and exact address of
the spouse, the dependant children and the beneficiaries .
2. Who may be the beneficiaries and how to find this out? A
staff member may have the following beneficiaries in connection
with entitlements:
• A beneficiary or beneficiaries designated at the time of
appointment on the form, “Designation, change or revocation
of beneficiary” (P.2), in accordance with Staff Rule 1.6. The
most recent update of this form can be found in the official
status file of the deceased and the information should also
be recorded in IMIS.
• A beneficiary or beneficiaries under the Regulations and
Rules of UNJSPF or in an up-to-date A/2 form. The Chief
Executive Officer of the Fund should be informed of this
designation.

DEATH AT THE 14 Handbook for Action, In Case of Death


DUTY STATION
• A spouse or dependant children, as set out in Staff Rules 3.6
and 9.11(a)(vii) or 3.18(i) (see administrative instructions
ST/SGB/2009/7) or as may be determined in the application
of article 10.2 of appendix D to the Staff Rules.
• A beneficiary or beneficiaries designated by the staff mem-
ber upon entry into a group life insurance (GLI) plan or
recorded in an updated GLI form and payable by the Aetna
Life Insurance Company through the Insurance Claims and
Compensation Section (ICCS), as described in chapter VII.
• MAIP applies when death resulted from war or malicious
act. A beneficiary or beneficiaries designated for payment
of insurance proceeds under the MAIP are governed by
ST/SGB/2004/11. Specifically:
• If the staff member has a surviving spouse and/or a depend-
ant child or children at the time of death, the proceeds shall
be paid to the spouse and any dependant children, in equal
shares, as is done for the “death benefit” under Staff Rule
9.11(a)(vii);
¤¤ if the staff member does not have a surviving spouse and/
or a dependant child or children at the time of death, the
proceeds shall be paid to the beneficiaries designated by
the staff member under staff rules 1.6. Each beneficiary
shall receive the share of the proceeds indicated by the
staff member. In the absence of any instructions given by
the staff member as to the share of each beneficiary, the
proceeds shall be paid in equal shares to all designated
beneficiaries who survive to the staff member.
¤¤ if there is no designated beneficiary at the time of death,
the proceeds shall be paid to the estate of the staff member.

3. Determine the entitlements. Once the beneficiaries are iden-


tified, either the Human Resources Officer or the Executive
Officer should determine the entitlements
4. Convey information to the beneficiaries and settle the pay-
ments. Once the beneficiaries have been identified, all the infor-
mation regarding their entitlements must be conveyed to the fam-
ily or next of kin. Payments should be settled as soon as possible.

Handbook for Action, In Case of Death 15 DEATH AT THE


DUTY STATION
✓ACTION 9 ACTION 9
DETERMINE Determine eligible beneficiaries and initiate settlements of
ELIGIBLE payments and entitlements.
BENEFICIARIES
AND INITIATE
SETTLEMENTS OF
1. Put a manual salary withhold in place and contact the
PAYMENTS AND payroll unit. The Executive/Administrative Office will put a
ENTITLEMENTS manual salary withhold in place without delay, and inform the
payroll unit either to stop payment or to recall salary if action is
taken after the cut-off for manual withhold. Where appropriate,
OHRM will submit the information required by the Secretariat of
the Advisory Board on Compensation Claims and Claims Board,
so that the Board may be convened to consider the compensa-
tion entitlements as early as possible (see chapter V). In case of
MAIP claims, OHRM shall submit the claims information and
documents required by IDS for processing to MAIP insurers.
2. Take action to deal with the delay of this process. The deter-
mination of entitlements and the settlement of payments may
take some time. Therefore, the family focal point must keep the
family informed at all stages of the settlement, and the coordinat-
ing Human Resources Officer or the Executive Officer should
arrange, if necessary, for the designated beneficiary or benefi-
ciaries to receive an advance against the payments due.
3. Different types of payments. In settling entitlements, the United
Nations may make the following types of payments:
a. Payments to the beneficiary or beneficiaries designated on
various United Nations forms:
¤¤ Salaries, allowances and benefits. Salaries, allowances
and benefits standing to the credit of the staff member as of
the date of death (see Staff Rule 1.6), for example, depend-
ency allowances, accrued annual leave days and language
allowances, minus any advances to the beneficiary or ben-
eficiaries designated by the staff member on the form, “Des-
ignation, change or revocation of beneficiary” (P.2).
¤¤ Education grant. If a staff member in receipt of the Edu-
cation Grant dies while in service at the beginning of the
school year, the full entitlement for that particular school
year shall be granted (including flat sum for board or
textbooks).  The relevant Education Grant claim forms

DEATH AT THE 16 Handbook for Action, In Case of Death


DUTY STATION
(P.45/P.41 etc.) should be submitted by the surviving
spouse or legal representative of the child, or by the child
if 18 years of age or older.  Any Education Grant advance
paid to the staff member at the beginning of the school
year will be approved when the claim is submitted at the
end of the school year.
¤¤ Travel or mission subsistence allowance. Payments due
for travel or mission subsistence allowance, payable to
the beneficiary or beneficiaries, will be calculated and
paid separately by the Accounts Division (OPPBA) under
the P.2 form.
¤¤ Pension benefits. Pension benefits are payable to the
beneficiary or beneficiaries designated by a staff member,
local or international, who is a participant in the Pension
Fund (UNJSPF). For instructions on obtaining pension
entitlements through the Secretariat of UNJSPF, see chap-
ter VI.
¤¤ Life insurance benefits. Life insurance benefits payable
to the beneficiary or beneficiaries designated by a staff
member who is covered by the GLI plan. The benefits are
payable by the Aetna Life Insurance Company through
the Insurance Claims and Compensation Section (ICCS).
Release of the insurance benefits may, under national
laws governing inheritance, be subject to certain condi-
tions. For instructions on obtaining life insurance entitle-
ments, see chapter VII.
¤¤ Compensation under the Malicious Acts Insurance Pol-
icy. If the death occurred as a result of a malicious act,
beneficiaries of the deceased may be entitled to compen-
sation under the Malicious Acts Insurance Policy (MAIP)
entitlement. (See chapter V)
b. Payments that are made to the surviving spouse and depend-
ant children by straightforward application of the Staff Rules
are as follows:
¤¤ Death benefit. Death benefit (Staff Rule 9.11(a)(vii)),
based on the number of years of service that were com-
pleted, paid to the surviving spouse and dependant chil-
dren only.

Handbook for Action, In Case of Death 17 DEATH AT THE


DUTY STATION
¤¤ Repatriation grant. Repatriation grant (Staff Rules 3.6
or 3.18(i)), payable to the surviving spouse or one or more
dependant children whom the Organization is obliged to
repatriate.
¤¤ Expenses for removal of personal effects and house-
hold goods. Expenses for removal of personal effects
and household goods (Staff Rule 7.16), or where no enti-
tlement for removal expenses exists, an unaccompanied
shipment (Staff Rule 7.15) granted to a surviving spouse
or one or more dependant children whom the Organiza-
tion is obliged to repatriate.
c. Compensation payments such as the following:
¤¤ Compensation under Appendix D. Payments may be
made in accordance with the provisions of Appendix D
to the Staff Rules in cases in which the death is attribut-
able to the performance of official duties, as determined
by the Secretary-General (see chapter V);
¤¤ After-Service Health Insurance (ASHI). The surviving
spouse and eligible dependants may be eligible for cov-
erage under After-service health insurance (ASHI), in
accordance with the provisions of the relevant adminis-
trative instructions (see chapter VII).
4. Prepare a determination of entitlements. Once the entitle-
ments are identified, prepare an estimated determination of
entitlements using the “Schedule of entitlements worksheet”.
5. Inform the family about the schedule of entitlements.
Inform the family as soon as possible of the preliminary find-
ings. You may wish to give them a copy of the schedule of
entitlements.
6. Discuss some issues with the family. Discuss the following
issues with the family, as the need arises:
• The surviving spouse and dependant children are not always
the designated beneficiaries on the P.2 form and the group
life insurance of the deceased.
• The pension benefits are determined only after the death
certificate is received.

DEATH AT THE 18 Handbook for Action, In Case of Death


DUTY STATION
• The entitlements for return travel, the removal or unaccom-
panied shipment of personal effects and household goods
and, as applicable, the repatriation grant must be used
within specific time frames.

7. Initiate the disengagement Personnel Action in IMIS. Finally,


initiate the disengagement Personnel Action in IMIS on an
urgent basis. The final and correct payment of salary, allowances
and benefits standing to the staff member’s credit is calculated
by the Payroll Section upon completion of the end of service Per-
sonnel Payroll Clearance Action and then paid to the appropriate
beneficiary or beneficiaries. (See exhibit 6.)

Handbook for Action, In Case of Death 19 DEATH AT THE


DUTY STATION
Death
at the
Field Mission
UN Photo/Evan Schneider
Chapter 2 outlines the actions to be taken when a death occurs at a
field mission. In such case, the office responsible is DPKO and most of
the required actions to be taken, in accordance with the procedures
set out in administrative instruction ST/AI/2000/14, will be coor-
dinated by the Head of Administration of the Field Support (DFS)
at Headquarters.
CHAPTER II

DEATH AT
THE FIELD MISSION

THIS CHAPTER
AT A GLANCE:

A. ACTIONS TO BE
TAKEN AT THE FIELD
MISSION (HEAD OF
ADMINISTRATION AT
THE MISSION)

B. ACTIONS TO BE
TAKEN BY PERSON-
NEL MANAGEMENT
AND SUPPORT
A. Actions to be taken at the field mission
(Head of Administration at the mission).3

ACTION A.1. A CHECKLIST OF THESE


Ascertain the nature of death 13 ACTIONS CAN BE
FOUND IN ANNEX I

1. Contact the field mission’s security section and the local


police when the death takes place at the work place.
✓ACTION A.1
ASCERTAIN THE
NATURE OF DEATH
2. Investigation of the scene of the death. The senior United
Nations official should confirm that the local police authori-
ties have completed their on-site investigation. Where possible,
United Nations security staff should visit the scene of the death
and collect information.
3. Death under special circumstances. If death occurs as a result
of an emergency, accident or under unclear circumstances, DSS
must be alerted. Notice should also be given to IDS for potential
MAIP claims.
4. Movement of the remains. The remains should be moved to an
appropriate United Nations or local government facility in prep-
aration for repatriation and/or autopsy. An official and/or the
family focal point should be in attendance.

3  These actions may be carried out in a different order, depending on the circumstances.

Handbook for Action, In Case of Death 23 DEATH AT THE


FIELD MISSION
✓ACTION A.2 ACTION A.2.
NOTIFY FPDS Notify DFS/FPD and identify and notify the emergency contact
AND IDENTIFY or next of kin
AND NOTIFY THE
EMERGENCY
CONTACT OR
1. Notify emergency or fatality to DFS or to the United Nations
NEXT OF KIN Volunteers (UNV). The Director of Administration (DOA) and/
or Chief Administrative Officer (CAO) or his or her designated
representative to FPD should report immediately to FPD by tel-
ephone all emergencies and fatalities. If the deceased is a United
Nations Volunteer, notification of the death should also be given
to United Nations Volunteers (UNV)/Bonn.

United Nations international staff, civilian staff on contract


and United Nations Volunteers

2. Notification to the designated emergency contact. Informa-


tion on the emergency contact should be contained in the per-
sonnel folder of the deceased, (at FPD, UNV/Bonn or the field
office/administrative office). The information can also be found
on the staff member’s most recent copy of the P.2 form.
3. For all cases of death, including situations of missing persons or
unconfirmed deaths, the procedures outlined below should be
followed:
a. Who must notify the death and how? Whenever possible,
notification of the death should be conveyed promptly and
in person by a United Nations representative: DOA and/or
CAO, if not possible the Officer-in-Charge of Administra-
tion or the Chief Civilian Personnel Officer or a United
Nations representative at their location. In all cases, the
information should be conveyed promptly and to the fullest
extent possible, in person.
b. Family focal point. FPD, or in conjunction with the
Emergency Preparedness and Support Team (EPST) will
appoint a family focal point to assist the family with the many
administrative procedures that will follow repatriation. The
family focal point in the mission area will be appointed by
the DOA/CAO.

DEATH AT THE 24 Handbook for Action, In Case of Death


FIELD MISSION
c. Notification by telephone. If, for whatever reason, it is
not possible to follow the procedure set out above, the
DOA/CAO should telephone the persons designated by the
deceased to notify them of the death.
d. Alternative ways of notification. If, for whatever reason,
it is not possible to follow the procedures set out above, the
senior officials in DFS will make the determination as to
who should notify the next of kin.

Military contingent members, military observers and civilian


police officers
4. Notify the death to the Situation Centre at HQ. The mission
will report the death to the Situation Centre at United Nations
Headquarters.
5. What if the deceased is a military contingent member? The
military contingent Commander in the field shall inform both
the national headquarters and the permanent mission head-
quarters of the deceased. These headquarters will then inform
the next of kin.
6. What if the deceased is a military observer? The Military
Observer Commander or the Chief Military Personnel Officer
shall contact the national headquarters of the deceased to pro-
vide confirmation of the death. The national headquarters will
then inform the next of kin.
7. What if the deceased is a civilian police officer? The DOA, the
CAO or the duty officer at the civilian police headquarters shall
contact the national police headquarters and the permanent
mission headquarters of the deceased to provide confirmation
of the death. These headquarters will then inform the next of kin.

ACTION A.3. ✓ACTION A.3


Complete the “Notification of casualty” form COMPLETE THE
“NOTIFICATION OF
CASUALTY” FORM
1. Prepare the “Notification of casualty” form (NOTICAS). The
“Notification of casualty” form (NOTICAS) shall be prepared by

Handbook for Action, In Case of Death 25 DEATH AT THE


FIELD MISSION
UN Photo/Ky Chung
the Chief Military Personnel Officer ( for military personnel)
or the DOA/CAO ( for civilian personnel). For an example of the
NOTICAS form, see exhibit 1.
2. Dispatch the NOTICAS form. The NOTICAS form shall be
dispatched to the following offices in DPKO at United Nations
Headquarters:
¤¤ Situation Centre
¤¤ Military Adviser ( for military personnel only)
¤¤ FPD/DFS ( for mission personnel)
¤¤ Medical Services Division/OHRM
¤¤ Civilian Police Adviser ( for civilian police only)
¤¤ Office of the Under Secretary-General, DPKO
¤¤ Office of the Spokesperson
3. Maintain a list of NOTICAS forms for all casualties in the
mission. The Chief Military Personnel Officer, or either the
DOA/CAO, as appropriate, is responsible for maintaining a list
of the prepared NOTICAS forms, for all casualties in the mission
concerned during its existence.
4. Avoid using acronyms on the NOTICAS form

DEATH AT THE 26 Handbook for Action, In Case of Death


FIELD MISSION
5. Submit a short biographical note and a photograph of the
deceased. A short biographical note and a photograph of the
deceased should be sent as soon as possible to the Emergency Pre-
paredness and Support Team, EPST would then facilitate and coor-
dinate with the office responsible for organizing the memorial.

ACTION A.4. ✓ACTION A.4


Arrange for an autopsy and/or an investigation, as appropriate ARRANGE FOR AN
AUTOPSY AND/OR
(applicable to all cases of suspected wrongdoing) AN INVESTIGATION,
AS APPROPRIATE
1. Authorization of the autopsy. DSS is the authority responsible (APPLICABLE
for either authorizing an autopsy or waiving the requirement for TO ALL CASES
OF SUSPECTED
one on deceased United Nations personnel. In view of religious or WRONGDOING)
other implications, inform the next of kin and obtain approval of
the host government authorities.
2. UN representation during the autopsy. A United Nations doc-
tor should be present, whenever possible, when the local govern-
ment authorities conduct an autopsy.
3. Consult the family and inform about the importance of an
autopsy when an investigation is needed. The immediate fam-
ily of the deceased should be consulted prior to an autopsy. In the
case of death due to suspected wrongdoing, the next of kin should
be advised that an autopsy is needed to enable a proper investiga-
tion to be made. DSS will respond to any request from the family
for an autopsy to be conducted or waived.

ACTION A.5. ✓ACTION A.5


Arrange for proper handling of the remains, pending ARRANGE FOR
THE PROPER
transportation HANDLING OF THE
REMAINS, PENDING
1. Payment of the expenses of transportation of the body. The TRANSPORTATION

United Nations shall pay the expenses of transportation of the


body to a place to which the deceased was entitled to return
transportation. These expenses shall include reasonable costs for
preparation of the body.

Handbook for Action, In Case of Death 27 DEATH AT THE


FIELD MISSION
2. Preparation of the remains. Preparation of the remains nor-
mally includes embalming. The next of kin should be consulted
about whether specific religious or cultural customs require spe-
cial preparation of the remains.

✓ACTION A.6 ACTION A.6.


ARRANGE FOR THE Arrange for the transportation of the remains
TRANSPORTATION
OF THE REMAINS
1. Payment of transportation of the body. The United Nations
shall pay the reasonable costs of transportation of the body to a
place to which the deceased is entitled to return transportation.
2. How to prepare the remains for transportation? See chapters
III and IV.
3. Document all steps taken. All steps taken should be well docu-
mented and copies of all documentation should be kept in a con-
fidential file.
4. Reimbursement of expenses for local interment. If local inter-
ment is selected, reasonable expenses incurred may be reim-
bursed. During the visit to the family of the deceased by the desig-
nated United Nations officials, the family should be advised of this.
5. Reception of the remains. DOA/CAO should inform the fam-
ily of the deceased and DFS of the date and time of arrival of the
remains. DFS will coordinate with the family for the reception
via family focal point.
6. Hand a letter of condolence to the next of kin. A letter of con-
dolence from the DOA/CAO will be given to the escort for deliv-
ery by hand to the next of kin.

✓ACTION A.7 ACTION A.7.


OBTAIN CERTIFIED Obtain certified copies of the death certificate
COPIES OF THE
DEATH CERTIFICATE
1. Obtain certified copies of the death certificate. The field mis-
sion must obtain, without delay, at least seven and up to fifteen

DEATH AT THE 28 Handbook for Action, In Case of Death


FIELD MISSION
UN Photo/Eric Kanalstein

certified copies of the death certificate or its officially certified


translation.
2. Offices that should receive a certified copy of the death cer-
tificate. The field mission to DFS will distribute certified copies
of the certificate to the following:
a. Chief, Payroll Section, Accounts Division, OPPBA
b. Chief, Insurance Claims and Compensation Section, OPPBA
(with one copy for the Aetna Life Insurance Company, if
required)
c. Chief Executive Officer, UNJSPF
d. Secretariat of the Advisory Board on Compensation Claims
and Claims Board, in cases in which the death may be attrib-
utable to the performance of official duties
e. DFS, if needed, for any claim under the Malicious Acts Insur-
ance Policy

3. Send at least one copy of the death certificate to the family.


The FFP will advise.
4. Include copy of the death certificate in the official status file.
It should be attached to the end-of-service Personnel Action.

Handbook for Action, In Case of Death 29 DEATH AT THE


FIELD MISSION
✓ACTION A.8 ACTION A.8.
SECURE THE Secure the office and/or residence and take an inventory of
OFFICE AND/ personal effects
OR RESIDENCE
AND TAKE AN
INVENTORY OF
1. Seal the office, desk and residence of the deceased as
PERSONAL EFFECTS promptly as possible.
2. Request the sealing of the office to the Chief Security Officer
and keep an inventory of the personal effects. The DOA/CAO
or the designated representative shall send a memorandum to
the Chief Security Officer requesting it.
3. Who has to be present in this process?
a. Personnel of the Security and Safety Service
b. A member of the Staff Counsellor’s office, if available
c. A designated official of the DOA/CAO, or in his or her
absence the designated official ( for example, Chief Civilian
Personnel Officer or Administrative Officer).
4. Coordinate with DSS. If appropriate, the mission shall coor-
dinate this action with DSS, which may direct that certain con-
tents remain secured until the end of its investigation.
5. Classify the contents of the office and desk of the deceased.
The contents of the office of the deceased shall be divided into
three lots:
a. Items going to the family of the deceased
b. Items belonging to the United Nations
c. Items to be disposed of. Discretion should be used in decid-
ing what should be kept when sorting through the personal
effects of the deceased.
6. Do the same for the residence of the deceased if the deceased
had resided in accommodation provided by the United Nations.
7. Keep an inventory of the items removed (of each separate lot)
8. Sealing and storing the properties of the deceased in a secure
location under the care of the DOA/CAO until any investigation
is complete and their removal becomes possible. The office of the
DOA/CAO shall then provide a “material package receipt” to the
parties who will remove the boxes from the field mission.

DEATH AT THE 30 Handbook for Action, In Case of Death


FIELD MISSION
9. Secure the different inventories. The Chief of Security at the
mission shall document all personal items removed, obtain the
signatures on the inventory of the personnel present upon its
completion, and file the inventory with the security section.
10. Forward a copy of the inventory to DFS/FPD.
11. Legal regulation of personal property found on UN premises.
Personal property forms part of the estate of the deceased and is
subject to the laws governing wills, succession and administra-
tion of estates. When valuable items are involved, the presumed
heir or heirs should execute a receipt and release, hold harmless
and indemnification agreement before a notary public and the
document should be given to the DOA/CAO (or DFS/FPD) in
exchange for the property.

ACTION A.9. ✓ACTION A.9


Retrieve items belonging to the United Nations RETRIEVE ITEMS
BELONGING TO THE
UNITED NATIONS
1. The UN laissez-passer (UNLP). The UNLP should, if possible,
be retrieved and returned to FPD, which will send it to the Visa
Office at Headquarters for cancellation.
2. Firearms or ammunition. They must be retrieved promptly by
the security section of the mission, the military contingent, the
military observers or the civilian police, depending upon the
situation.
3. Equipment or vehicles. Any equipment or vehicle that had
been issued by the mission should be retrieved and the retrieval
should be documented appropriately.

ACTION A.10. ✓ACTION A.10


Arrange for counselling ARRANGE FOR
COUNSELLING

1. Find an available staff counsellor. Under the guidance of


CISMU, DSS, post-traumatic or critical incident stress counsel-
ling should be made available for personnel at the field mission.

Handbook for Action, In Case of Death 31 DEATH AT THE


FIELD MISSION
✓ACTION A.11 ACTION A.11.
CONVENE A BOARD Convene a board of inquiry
OF INQUIRY
1. A BOI should be organized in accordance with established rules
and procedures.

✓ACTION A.12 ACTION A.12.


ARRANGE FOR A Arrange for a ceremony to be held at the mission
CEREMONY TO
BE HELD AT THE
MISSION 1. See chapter VIII.

✓ACTION A.13 ACTION A.13.


ATTEND THE FAMILY Attend the family and/or private ceremony at the place of
AND/OR PRIVATE
CEREMONY AT THE burial
PLACE OF BURIAL
1. Escort the remains en route. This is the responsibility of the
family focal point or other appointed escort, who has to ensure
the safe custody and respectful handling of the remains en route
and to deliver to the next of kin the documentation needed for
the burial. The escort will always travel on the same flight as the
remains. When the remains are flown to a United Nations duty
station, an official of the United Nations should meet the escort.
2. Speak on behalf of the Organization during the ceremony in
the home country. As appropriate, the escort may be required
to represent and speak on behalf of the Organization at the cer-
emonies in the home country. These duties should be planned at
the mission prior to departure.
3. For further suggestions on memorial services, see chapter VIII.

DEATH AT THE 32 Handbook for Action, In Case of Death


FIELD MISSION
B. Actions to be taken by the Field Personnel
Division
The responsibility for coordinating the various administrative and
welfare actions rests at Headquarters with FPD, which will maintain
close links with both the mission and the Situation Centre. FPD will
take the actions set out below.

ACTION B.1. ✓ACTION B.1.


Notify the emergency contact or next of kin NOTIFY THE
EMERGENCY
CONTACT OR NEXT
1. Confirmation of notification. OF KIN

a. UN Volunteers. FPD will confirm that UNV/Bonn has been


notified and that the next of kin has been identified and
contacted.
b. International UN staff and civilian staff on contract. FPD
will establish who is listed as the emergency contact and
who is the next of kin from the deceased’s official file. DFS/
FPD will then decide who is to notify the emergency contact
or the next of kin.
c. Military contingent members or observers and civilian
police officers. FPD will verify with the field mission that
the national and mission headquarters of the deceased have
been notified of the death and that the next of kin has been A CHECKLIST OF THESE
identified and contacted. FPD should then immediately 9 ACTIONS CAN BE
advise the Situation Centre to proceed with the standard FOUND IN ANNEX I

operating procedures.
2. Designation of a family focal point by FPD and EPST. Fol-
lowing notification, the family focal point will handle all sub-
sequent dealings with the family and provide liaison with the
relevant United Nations organization.
3. Hold the release of the information before the family is noti-
fied. Close contact must be maintained by DFS/FPD with both
the Office of the Spokesperson and the DOA/CAO of the mission
to ensure that no information is released to the press before the
family members are notified of the death.

Handbook for Action, In Case of Death 33 DEATH AT THE


FIELD MISSION
✓ACTION B.2. ACTION B.2.
NOTIFY OTHER Notify other United Nations offices
UNITED NATIONS
OFFICES
Military personnel or United Nations civilian police
1. Notify the following offices. Duty officers at the Situation
Centre shall notify the following:
¤¤ The Political and Military Desk Officers,
to obtain their recommendations concerning if
and when it is necessary to inform the
Division Director and the Military Adviser.
¤¤ DSS;
¤¤ DFS/FPD;
¤¤ The Office of the Spokesperson;
¤¤ The relevant permanent mission to the United Nations;
¤¤ The Civilian Police Unit, Military and Civilian Planning
Division, DPKO ( for members of UNPOL).
2. Notify to the authorities concerned. During silent hours
(including on weekends), duty officers shall report immediately
to the authorities concerned after receiving a notification of

UN Photo/Marco Dormino

DEATH AT THE 34 Handbook for Action, In Case of Death


FIELD MISSION
death from the field mission. The authorities concerned are as
follows:
¤¤ The relevant permanent mission in New York City
¤¤ DPKO Military Adviser
¤¤ DFS/FPD
¤¤ DPKO Medical Support Unit
¤¤ Civilian Police Unit, Military and Civilian
Planning Division, DPKO ( for members of UNPOL)
¤¤ Office of the Spokesperson.

ACTION B.3. ✓ACTION B.3.


Prepare and dispatch letters of condolence PREPARE AND
DISPATCH LETTERS
OF CONDOLENCE
1. Address a letter of condolence to the next of kin. A cable or
letter of condolence, signed by the Assistant Secretary-General,
OHRM, as appropriate, should be addressed to the next of kin of
all civilian staff of the United Nations, whether internationally or
locally recruited, as soon as possible after initial notification of
the death has been received.
a. If the deceased is a military contingent member or a military
observer, the Military Adviser’s office shall be responsible
for drafting a letter to the permanent mission of the deceased.
b. If the deceased is a civilian police officer, a Civilian Police
Adviser shall draft a letter to the permanent mission of the
deceased.
c. If the deceased is a UN Volunteer, FPD/DFS shall send a let-
ter to the next of kin for the mission it administers. UNV/
Bonn shall also send a letter.
2. Translation of letters of condolence. Letters should be pre-
pared in the appropriate language, with an English translation.
3. How to write a letter of condolence? In the drafting of letters
of condolence, care should be taken to avoid any resemblance to
a form letter. Take also into consideration the social and cultural
background of the deceased.

Handbook for Action, In Case of Death 35 DEATH AT THE


FIELD MISSION
✓ACTION B.4. ACTION B.4.
IDENTIFY ALL Identify all dependants and beneficiaries
DEPENDANTS AND
BENEFICIARIES 1. Identify all dependants and beneficiaries
2. Communicate to the next of kin who are the beneficiaries.
Verify with the DOA/CAO that the next of kin has already been
informed of the death.
3. Who may be the beneficiaries? In connection with entitle-
ments, a staff member may have the following beneficiaries:
• Those designated by the staff member at the time of appoint-
ment indicated on the form P.2. ( found in the official status
file and in IMIS).
• A beneficiary or beneficiaries under the Regulations of
UNJSPF or in an up-to-date A/2 form. The Chief Executive
Officer of the Fund should be informed of this designation
(see chapter VI);
• A spouse or dependant children as set out in Staff Rules 3.6
and 9.11(a)(vii);
• A beneficiary or beneficiaries designated by the staff mem-
ber upon entry into the GLI plan or in an up-to-date GLI
form and payable by the Aetna Life Insurance Company
through ICCS (see chapter VII).
• If death resulted from war or malicious act, MAIP applies. Ben-
eficiaries are designated per ST/SGB/2004/11 of 9 August 2004.

✓ACTION B.5. ACTION B.5.


DETERMINE Determine and estimate entitlements
AND ESTIMATE
ENTITLEMENTS
1. Determine the entitlements and request the settlement of
payments. It is normally the responsibility of DFS to determine
the entitlements and request the Payroll Section, Programme
Planning and Budget Division, OPPBA, to settle the payments as
soon as possible.
2. Ensure the final clearance forms are processed without delay.
It is the responsibility of FPD to see if that the final clearance forms

DEATH AT THE 36 Handbook for Action, In Case of Death


FIELD MISSION
are processed without delay. In 2000, the P.35 form was replaced in
IMIS with two forms: the disengagement PA and the separation PA.
i. The disengagement PA will release the last month’s pay only
and should be issued by the Executive Officer and FALD as
soon as possible.
ii. The separation PA will release the payment of all other enti-
tlements that apply, such as the death benefit, accrued
annual leave etc., and may be issued later.

At offices and duty stations where IMIS is not available and for
all local staff of field missions who are not in IMIS, the P.35 form
continues to be used.
3. Ensure the beneficiaries provide the necessary documents.
The family focal point designated by DFS in coordination with
EPST must ensure that the beneficiaries ultimately provide, at a
minimum, the following:
a. Payment instructions
b. Copies of birth and marriage certificates
c. In case of minors, proof of guardianship
d. Completed form or letter in lieu for compensation claims in
accordance with Appendix D
e. UNJSPF form on “Instructions for payment of benefits”
f. Insurance claim form.
4. Submission of information to the Compensation Claims and
Claims Board. DFS is in charge of this (see chapter V).
5. Keep the family informed at all stages of the settlement. And,
if the process takes too long, FPD shall arrange for the desig-
nated beneficiary or beneficiaries to receive an advance against
the payments due.
6. Different types of payments.:
a. Payments to the beneficiary or beneficiaries designated on
forms provided by the United Nations:
¤¤ Salaries, allowances and benefits. Salaries, allowances and
benefits standing to the credit of the staff member as of

Handbook for Action, In Case of Death 37 DEATH AT THE


FIELD MISSION
the date of death are paid to the beneficiary or benefi-
ciaries designated by the staff member on the P.2 form,
“Designation, change or revocation of beneficiary”. Bene-
ficiaries on the P.2 form are not always the staff member’s
dependants, spouse or children. If they are not, payment
of the death and repatriation benefits will not apply.
¤¤ Travel or mission subsistence allowance. These are payable
to the same beneficiary or beneficiaries as above. These
are calculated and paid separately by the Accounts Divi-
sion, OPPBA.
¤¤ Pension benefits. Pension benefits payable to the benefi-
ciary or beneficiaries designated by the staff member at
the time of entry into participation in UNJSPF, in accord-
ance with the Regulations of the Fund. (See chapter VI)
¤¤ Life insurance benefits. These benefits shall be paid by the
Aetna Life Insurance Company through ICCS to the ben-
eficiaries designated by the staff member in the GLI plan.
(See chapter VII)
b. Payments made by straightforward application of the Staff
Rules to the surviving spouse and dependant children, such
as the following:
¤¤ Death benefit. Death benefit (Staff Rule 9.11(a)(vii)),
based on the number of completed years of service, paid
to the surviving spouse and dependant children only. This
benefit is not paid to any other beneficiaries designated
by the staff member and does not go into the estate.
¤¤ Repatriation grant. Repatriation grant (Staff Rule 3.18(i))
payable only to a surviving spouse or one or more depend-
ant children whom the Organization is obligated to repat-
riate. The grant is not paid to any other beneficiaries desig-
nated by the staff member and does not go into the estate;
¤¤ Removal cost for personal effects and household goods.
Removal cost for personal effects and household goods
(Staff Rule 7.16) or, when no entitlement to removal cost
exists, an unaccompanied shipment entitlement (Staff
Rule 7.15) granted to a surviving spouse or one or more
dependant children whom the Organization is obligated
to repatriate.

DEATH AT THE 38 Handbook for Action, In Case of Death


FIELD MISSION
c. Compensation payments, such as the following:
¤¤ Compensation under Appendix D . When the death is
attributable to the performance of official duties, as
determined by the Secretary-General (see chapter V)
¤¤ After-Service Health Insurance (ASHI). Payable to the sur-
viving spouse and eligible dependants in accordance with
the provisions of the relevant administrative instructions
(see chapter VII)

7. Prepare a determination of entitlements. Once the entitlements


are identified, you may wish to use the “Schedule of entitlements
worksheet” to prepare an estimated determination of entitlements.
8. Inform the family about the schedule of entitlements. FPD,
through its family focal point, shall advise the family of the
preliminary findings, give them a copy of the schedule of enti-
tlements (and explain, in particular, compensation payments
under Appendix D).
9. Discuss some issues with the family. FPD, with the family focal
point, shall discuss the following with the family, as applicable:
a. The designated beneficiaries are different from the surviving
spouse and dependant children
b. The pension benefits will be determined after the death cer-
tificate is received
c. Entitlements for return travel, removal or unaccompanied
shipment of personal and household effects and payment of
the repatriation grant have specific time frames. Moreover,
there may be a connection with any travel that might take
place or have taken place to and from the mission area.

ACTION B.6. ✓ACTION B.6.


Calculate any amounts due to the Organization, if applicable, CALCULATE ANY
AMOUNTS DUE TO
and initiate final clearance THE ORGANIZATION,
IF APPLICABLE,
1. Ascertain whether any amounts are due to the UN. FPD/DFS AND INITIATE FINAL
is in charge of this. The mission should be consulted on whether CLEARANCE

there are outstanding accounts in the mission area.

Handbook for Action, In Case of Death 39 DEATH AT THE


FIELD MISSION
2. Communicate to the next of kin the amounts due to the UN.
Upon verifying that an amount is due, DFS, through its family
focal point, shall contact the next of kin to take up the issue with
them. It is important to do it in a tactful and sympathetic manner.
Exceptions may be authorized depending on the circumstances
and the overall situation.
3. Initiate the final clearance. The final and correct payment of
salary, allowances and benefits standing to the credit of the staff
member is calculated by the Payroll Section, Programme Plan-
ning and Budget Division, OPPBA upon receipt of the completed
form. It is then paid to the appropriate beneficiary or beneficiaries.

✓ACTION B.7. ACTION B.7.


FILE THE ADVISORY File the Advisory Board and Compensation Claim, as appropriate
BOARD AND
COMPENSATION
CLAIM, AS 1. Documents needed to file a claim for compensation under
APPROPRIATE appendix D. To file a claim for compensation under appendix D
to the Staff Rules, DFS requires the following information and/or
documentation for submission to the Advisory Board:
a. Claim form or official memorandum or letter, if in the field
b. Medical report (MS.15 form) from the United Nations Medi-
cal Service or medical reports from physicians designated by
the United Nations, if in the field
c. Medical report (MS.16 form) from the United Nations Medi-
cal Service or medical reports from the claimant’s attending
physicians
d. Report of the Security and Safety Service, if applicable
e. In the absence of a BOI or when there is a delay in convening
the BOI, an administrative report from the head of mission
indicating in detail the circumstances which confirm that the
incident occurred while in the performance of official duties
f. Statements of witnesses
g. Medical bills (the Advisory Board on Compensation Claims
and Claims Board requires paid, original medical bills, except
in cases in which the insurance company has made payments.

DEATH AT THE 40 Handbook for Action, In Case of Death


FIELD MISSION
In such cases, photocopies of the medical bills are accepta-
ble, but they must be accompanied by a copy of the insurer’s
explanation of benefits, indicating payment or rejection.)
h. Date of death, or if preceded by serious injury or illness, period
of absence from duty as a result of the injury or illness
i. Copy of personnel action P5, and the SSA or contract or
agreement with the United Nations.

2. Deadline for entering a claim under appendix D. Under


appendix D to the Staff Rules, claims must normally be entered
within four months of the death of the staff member.
3. Documents needed to file a claim for compensation under
the “Notes of guidance of military observers/civil police
monitors on assignment”. If it is intended to file a claim for
compensation under the “Notes of guidance of military observ-
ers/civil police monitors on assignment”, the following informa-
tion and/or documentation is required by the Advisory Board
on Compensation Claims and Claims Board for consideration
of the claim:
a. Submission of claim by the claimant or by his or her Govern-
ment on his or her behalf
b. Medical reports from the claimant’s attending physicians
c. BOI report. If a BOI report is not available, an administrative
report from the immediate supervisors indicating in detail
the circumstances of the incident
d. Statements of witnesses
e. Medical bills. In most cases, military observers and civilian
police monitors, being military personnel, are covered for all
medical and hospital expenses by their Governments.
f. Statement of earnings showing the monthly or annual base
salary as certified by the Government
g. Birth and marriage certificates of the claimant and depend-
ants, and death certificate of claimant, if applicable.

4. Deadline for entering a claim under these notes. Claims must


normally be entered within four months of the military officer or
police monitor’s death.

Handbook for Action, In Case of Death 41 DEATH AT THE


FIELD MISSION
5. Advise that a claim is being prepared. FPD will advise the
Advisory Board on Compensation Claims and Claims Board that
a claim is being prepared.
6. Submission of claims. Within 10 days of receipt of the BOI
report from the mission, DFS shall submit copies to FPD for
forwarding to the Advisory Board on Compensation Claims and
Claims Board in respect of claims.

✓ACTION B.8. ACTION B.8.


FILE INSURANCE File insurance papers
PAPERS
1. Notify any incident immediately. Under the terms of the Mali-
cious Acts Insurance Policy, notice of any incident that may be
covered by the Policy must be given to the underwriters as early
as possible. Accordingly, Insurance and Disbursement Service
must be notified of any incident that may result in MAIP claim,
in order to advise the underwriters. Subsequently, MAIP claim
documents should be compiled and claim submitted by FPD to
IDS as early as possible.
2. File the relevant papers with DSS. FPD shall ensure that the
staff member’s MAIP claim documents including death certifi-
cate and all other relevant documents (Outlined in MAIP claims
procedures) are provided to IDS.
3. The mission shall cooperate in locating these documents.

✓ACTION B.9. ACTION B.9.


COORDINATE THE Coordinate the preparation of the memorial display with the
PREPARATION OF
THE MEMORIAL Department of Public Information
DISPLAY WITH
THE DEPARTMENT 1. Preparation of a memorial display for the deceased. As
OF PUBLIC appropriate, DFS shall coordinate with DPI Exhibits Unit in the
INFORMATION preparation of a memorial display for the deceased. Field mis-
sions shall offer their full cooperation in providing photographs
and background information on the staff member’s work in the
field and on the circumstances of his or her death.

DEATH AT THE 42 Handbook for Action, In Case of Death


FIELD MISSION
The
United Nations
Security
Management
System
UN Photo/Marco Dormino
Chapter 3 presents the United Nations Security Management
­System, and especially the role and responsibilities of the Depart-
ment of Safety and Security (DSS), when a staff member dies under
suspicious or unclear circumstances and /or in an accident. The sen-
ior UN official closest to the death scene is expected to take care of
identification of remains, notification procedures, documentation
and disposition of remains, in coordination with UNDSS.
CHAPTER III

THE UNITED NATIONS


SECURITY MANAGEMENT
SYSTEM

THIS CHAPTER
A. Role of the United Nations Department of AT A GLANCE:
Safety and Security (UNDSS)
A. ROLE OF THE
UNITED NATIONS
Security management immediately after the death. When a DEPARTMENT
staff member dies under suspicious or unclear circumstances and/ OF SAFETY AND
SECURITY
or in an accident, the senior United Nations official closest to the
scene will take charge and coordinate his or her action with UNDSS. B. ACTIONS REQUIRED
UNDSS will exercise overall authority until the investigation is con- IN CASE OF DEATH
UNDER SUSPICIOUS
cluded, at which point the coordinating department or office will OR UNCLEAR CIR-
assume responsibility. CUMSTANCES AND/
OR ACCIDENTS.
Responsibility for the security of staff members. In each coun-
C. ACTIONS AT THE
try, the primary responsibility for the security and protection of staff
DEATH SCENE
members of the United Nations, their spouse and eligible depend-
ants, rests with the host government. In spite of these responsibili- D. OFFICIAL NOTIFICA-
TION PROCEDURES
ties, there may be instances in which the security and protection fac-
tors will be uncertain. To deal with these situations and to ensure E. DOCUMENTATION
that there is a coordinated approach for the protection of staff, the F. DISPOSITION OF
organizations of the United Nations have put in place a system for REMAINS
planning and managing security issues.
G. CONCLUSION

1.  United Nations Department of Safety and Security

The Secretary-General of the United Nations has appointed an


Under-Secretary-General to manage the Department of Safety
and Security and to coordinate security matters. This offi-
cial reports directly to the Secretary-General and serves as his

Handbook for Action, In Case of Death 45 UNITED NATIONS SECURITY


MANAGEMENT MISSION
coordinator at United Nations Headquarters. The USG-UNDSS is
responsible for the following:
a. All policy and procedural matters related to security.
b. Ensuring a coherent response by the United Nations to any
emergency situation.
c. Formulating detailed recommendations directed at ensur-
ing the security and safety of staff of the United Nations sys-
tem and eligible dependants.
d. Coordinating, planning and implementing inter-agency
security and safety programmes, and acting as the focal
point for inter-agency cooperation on all security matters.
e. Assessing continuously the extent to which staff of the United
Nations system and operations worldwide are exposed or
vulnerable to security problems.
f. Reviewing security plans formulated for United Nations staff
in each country and ensuring that each duty station has an
adequate state of preparedness with regard to contingency
planning.
g. On behalf of the Secretary-General, taking all decisions
relating to the relocation or evacuation of staff members and
their eligible dependants from highly insecure areas.

2.  Designated official


At each duty station, the Secretary-General, in consultation with
the Executive Heads of the other organizations, appoints one
senior official, normally the Resident Coordinator, who is called
the designated official for security. The designated official has
special responsibility for the security and protection of all staff
members of the organizations and their eligible dependants at
the duty station, and is accountable to the Secretary-General
through the USG UNDSS. The designated official reports all secu-
rity matters to UNDSS and, in the case of serious security inci-
dents or the death of staff members under suspicious or unclear
circumstances and/or accidents, brings these to the immediate
attention of UNDSS and takes the actions described below.

UNITED NATIONS SECURITY 46 Handbook for Action, In Case of Death


MANAGEMENT MISSION
B. Actions required in cases of death of staff
members under suspicious or unclear
­circumstances and/or accidents
When a staff member, spouse or eligible dependant dies under
suspicious or unclear circumstances and/or in an accident, the
senior United Nations official present or closest to the scene
should take charge. In the absence of any close relatives, he or she
may be asked to identify the deceased. Because several actions
must be taken immediately, he or she should draw on available
assistance from reliable associates. The following broad catego-
ries of action must be addressed:
a. Treating injured survivors.
b. Identifying the remains.
c. Securing the scene of the incident.
d. Following official notification procedures.
e. Documenting the remains.
f. Disposing of the remains.

1.  Treatment of injured survivors


How to proceed? When United Nations staff members have
been involved in an accident and are seriously injured, the first
priority must be given to saving lives. Whenever an incident
occurs, an assessment must be made of the seriousness of the
injury and how best to assist the victims. Ideally, there will be
medical aid in proximity to the scene. However, where this is
not a practical reality, staff members should keep medical kits in
their offices, homes and vehicles.
Plan ahead. The following issues should normally be considered
and planned for in advance, particularly when travel is under-
taken to remote locations:
a. Where is the nearest capable hospital?
b. How can victims be stabilized until and during transportation?
c. Will air movement be required? Are there accessible landing
areas?

Handbook for Action, In Case of Death 47 UNITED NATIONS SECURITY


MANAGEMENT MISSION
d. If so, are flying ambulances or small aircraft that can trans-
port litters available?
e. What road transportation facilities are available?
f. Can medical teams access the location of the injured parties?

2.  Identification of remains


Establish identification as promptly as possible. As already
indicated, several of the items listed above will require almost
concurrent action. Priority should normally be given to identify-
ing the deceased party or parties. In many instances, this can be
accomplished relatively simply and quickly. There may, however,
be occasions when identification of the deceased will be difficult
and time-consuming. Positive identification should be estab-
lished as promptly as possible.

C. Actions at the death scene


Circumstances permitting, it is critical that the scene of the
crime be preserved to the extent possible for the purposes of
investigation and/or reconstruction of the incident and, it is

UN Photo/Marco Dormino

UNITED NATIONS SECURITY 48 Handbook for Action, In Case of Death


MANAGEMENT MISSION
hoped, apprehension and prosecution of those responsible. If
government officials are present who have competence in con-
ducting an investigation, the United Nations official in charge
will allow them to fulfil their obligations, but he or she will ask
to be allowed to participate fully. In the absence of government
officials, cooperation should be sought from local authorities
( for example, village elders) at the scene, keeping in mind that
they may not understand or automatically agree with the actions
being taken. At no time should the United Nations official expose
himself or herself to danger for the sake of preserving evidence.
The actions to be taken are as follows:
a. Protect the scene of the incident. If police, gendarmes or
soldiers are at the scene, their cooperation should be sought
in securing the scene of the incident. A cordon should be
established to keep the curious away. Evidence, such as
weapons, shell casings or anything left by the perpetrators,
must be protected;
b. Register all the possible information. An accurate dia-
gram of the scene should be developed as rapidly as possible,
including the positions of vehicles, landmarks and individu-
als. Recording the scene with a camera is ideal but may not
always be possible. Photos taken of the scene, the immediate
surroundings, the larger scene in which the event occurred,
and the perspective from victim to attacker and vice versa
are useful. Distances need to be carefully measured. Regard-
less of which medium is used, copious notes should be taken;
c. Interview witnesses. Witnesses need careful treatment. As
soon as the United Nations official in charge has taken all
possible action to preserve the scene, witnesses need to be
identified and, if possible, interviewed separately. While this
process will yield contradictions, ultimately a more reliable
picture of the incident will emerge;
d. How to preserve the physical evidence? A decision will be
needed concerning the disposition of the physical evidence.
If the authorities are on the scene, the United Nations offi-
cial in charge should insist tactfully that the evidence be
marked as to its role and placement at the scene. Plastic
bags, if available, can be used for small items; boxes, canvas

Handbook for Action, In Case of Death 49 UNITED NATIONS SECURITY


MANAGEMENT MISSION
and carpets etc. can be used for large items. If the police are
not present, but the scene of the incident is a fixed place
such as a building that can be locked or guarded, then it is
best to leave the evidence in place until the recording has
been completed. If the site is remote or involves a vehicle,
when all recording has been completed the physical evi-
dence should be gathered and taken to the nearest United
Nations office for safe keeping.

D. Official notification procedures


Once the news of the death of a staff member has been received
and his or her identity confirmed, the senior United Nations
official present should immediately inform the designated offi-
cial for security, as well as the Head of Office of the deceased
staff member in the country concerned. The Head of Agency
or designated official should contact the emergency contact
or next of kin. (In this context, it is important that all staff
members provide up-to-date information, for example, names,
addresses and telephone numbers, of those persons who
should be contacted in case of emergency.) The UNDSS in New
York should also be notified immediately. In addition, contact
should be made with the headquarters of the United Nations
agency that employed the staff member. If there is an embassy
or consulate of the country of the staff member, officials there
should also be kept informed.
Keep under control the release of information. The inci-
dent should not be discussed with those who are not directly
related to the deceased or those who are not responsible for
assisting in making the necessary arrangements. This is par-
ticularly important with regard to the media. Any inquiries
from the media should be addressed to a single person (usually
the designated official or someone appointed by him or her,
who can issue a brief, strictly factual statement that avoids
speculation about the cause of death). No names should be
released to the media until it is certain that the next of kin has
been informed. Any release of information should be coordi-
nated with UNDSS.

UNITED NATIONS SECURITY 50 Handbook for Action, In Case of Death


MANAGEMENT MISSION
UN Photo/Martine Perret

E. Documentation
A number of documents will be required. The following three are
indispensable:
a. Death certificate. The death certificate is the basic docu-
ment that will be required by various authorities in the
country of assignment and the country of origin of the staff
member, as well as by the United Nations and insurance com-
panies. It should be signed by the attending physician and
should include the date and the official stamp of the clinic or
hospital. The cause of death should be described briefly. It is a
good idea to have a large number of original death certificates
(photocopies with original signatures and stamps), as most
authorities insist on original or notarized copies.
b. Police report. In those countries or areas where there are
police authorities, there will be a need for a police report.
This document will be required in numerous copies for
local authorities. Police authorities usually do not agree to
the removal of a body pending investigation. A statement
to the effect that the remains of the deceased are no longer
required by the police authorities will have to be issued prior
to the removal of the body for burial.

Handbook for Action, In Case of Death 51 UNITED NATIONS SECURITY


MANAGEMENT MISSION
c. Post-mortem and/or autopsy report. In most cases of vio-
lent death, there will be a request for a post-mortem and/or
autopsy report. This may be required to determine the exact
causes of death or to assist in the investigation of a crime. It
is extremely important to obtain the agreement of the next of
kin, preferably in writing, before such a procedure is under-
taken. It should also be determined whether the expertise
and facilities for executing an autopsy are available in the
country. A detailed post-mortem report should be prepared
in proper format.

F.  Disposition of remains


Take into account family personal preferences. In all
instances, the specific instructions of the family of the deceased
should be observed as closely as possible. Such instructions will
vary greatly depending on religious, national, cultural and ethnic
customs or personal preferences; very often these will be at vari-
ance with the customs of the country of assignment.
Review available services for disposition of remains at the
duty station. It is very likely that the body of the deceased will
need to be sent to his or her home country, almost always by air.
Airlines should be consulted immediately since they have strict
regulations regarding the transportation of human remains. You
should also contact a shipping agent experienced in arranging
for the transportation of the remains. Some of the large embas-
sies may be able to recommend an agent that they have dealt
with in the past. To be prepared for any eventuality, even before
any incident occurs a review of mortuaries and funeral homes at
the duty station should be undertaken to determine what ser-
vices are available.
Arrange the necessary procedures for preservation of the
remains. If the remains are transported, it is essential that no
deterioration occurs during transit. Not all hospitals have mor-
tuaries that are equipped to stop such deterioration. Some kind
of cooling mechanism or a refrigerated room may be needed. In
addition, an airline may request a certificate of embalmment
before it will accept the shipment. There are many parts of the

UNITED NATIONS SECURITY 52 Handbook for Action, In Case of Death


MANAGEMENT MISSION
world where the embalming of bodies is not a very common
occurrence, and you may be required to prepare a special request
to the authorities to arrange for this procedure.
Use a suitable coffin. For transportation of human remains, air-
lines will accept only well-constructed coffins built to their strict
specifications. Generally, such coffins should be sturdy and have
a metal lining. Just prior to shipment, the coffin must be lead-
sealed in the metal container to make it completely airtight. Most
large embassies have a stock of coffins that meet airline require-
ments, and they are usually able to make these available to the
United Nations. In many cases, a representative of the embassy of
the deceased will need to witness the sealing of the casket.
Documents required by the airlines. A variety of documents
may be required, depending on the country concerned. Typi-
cally, a letter from the foreign min-
istry, a copy of the passport of the
deceased, a customs clearance
certificate, and a certificate from
a doctor stating that the deceased
did not suffer from any communi-
cable diseases may be needed by
the airlines, in addition to copies
of the death certificate, the police
report and the embalmment cer-
tificate, if applicable.
Provide the airline with the data
of the consignee at the receiving
end. In most cases, airlines also
require the name, address, and tel-
ephone and/or fax number of the
consignee at the receiving end ( for
example, an undertaker), in order
UN Photo/Marco Dormino

to verify that arrangements have


been made in the home country
of the deceased. It is important
that a confirmation be received,
without which the airlines will not
accept the body for shipment.

Handbook for Action, In Case of Death 53 UNITED NATIONS SECURITY


MANAGEMENT MISSION
G. Conclusion
Document all steps taken and be tactful and sensitive. It should
be well understood that the above guidelines are very general since
situations will vary from country to country and from one case to
another. It is important to keep in mind that relatives, insurance
companies, the government or United Nations authorities may raise
questions about the procedures followed. To avoid problems, there-
fore, all steps taken should be well documented and the documen-
tation should be kept in a confidential file. It is also important to
remember that staff involved in making the various arrangements
should exercise discretion, and be tactful and sensitive when dealing
with the family of the deceased.
Arrange for counselling if necessary. Designated officials should
consider the effect that the death of a staff member will have on col-
leagues and on those closely involved in the incident. If necessary,
assistance should be requested to provide staff and/or dependants
with immediate psychological support and stress management
education.

UNITED NATIONS SECURITY 54 Handbook for Action, In Case of Death


MANAGEMENT MISSION
Mass
Casualties
UN Photo
Chapter 4 discusses actions to be taken in mass casualty incidents.
Depending on the severity of the emergency Family Support Teams
and Family Focal Points might be activated to help on the ground.
Decision whether to activate these groups will be made in collabora-
tion with the lead administering department. In case they are acti-
vated, the FST would implement and manage the family assistance
centre, assist in repatriation of remains and coordinate on-site admin-
istrative and welfare-related support. On the other hand, if activated,
the FFPs will forge a supportive relationship with the injured staff
member or the family of a deceased staff member.
CHAPTER IV

MASS CASUALTIES

In crises that result in mass casualties, the primary focus of response THIS CHAPTER
AT A GLANCE:
will be to expedite essential support to injured staff members and
to families of deceased staff. This chapter is written with a view to A. ACTIVATION AND
prioritizing critical functions with limited resources and communi- RESPONSIBILITIES
OF THE ­FAMILY
cating effectively so that external support, e.g. from UNHQ or nearby SUPPORT TEAM
field offices, is best utilized. Procedural or administrative actions are (FST)
similar to that of Chapters I and II, and should be followed when the
B. ACTIVATION AND
situation has been stabilized. This chapter is written for mass casual- RESPONSIBILITIES
ties at both UNHQ locations and field offices. OF THE ­FAMILY
FOCAL POINT (FFP)
During emergencies in which there are mass casualties, the Emer- SYSTEM
gency Preparedness and Support Team (EPST) in New York will acti-
C.  FST-FFP COOR-
vate the closest trained Family Support Team (FST) and a group of DINATION WITH
trained Family Focal Point (FFPs). The chapter discusses the roles THE DEPARTMENT
OF SAFETY AND
of the FST and the FFPs. These two groups have different functions
SECURITY (DSS)
which can overlap if both groups are co-located as may be the case
in the future when the training of the units has been completed in D. ACTIONS TO BE
TAKEN IN MASS
a number of peacekeeping locations and duty stations. Where the CASUALTY CRISES
FFPs are in a duty station at a distance from the incident, e.g., New
York or Geneva, communication lines will be of utmost importance.
The chapter makes the assumption that this is the case, as it was in
the Haiti earthquake. In such a case, it is also assumed that the initial
Call Centre will be established at the Headquarters location. (Ideally,
it would be preferable to have the FST, FFPs, and the Call Centre all
in the same location.)

A. Activation and Responsibilities of the Family


Support Team (FST)
1. The overall role of the FST is to put in place and manage emer-
gency family support structures in times of crises and to coordi-
nate on-site administrative and welfare-related support.

Handbook for Action, In Case of Death 57 MASS CASUALTIES


There are seven primary roles within the FST:
The Seven Roles of the FST Team
Team Leader Leads the team, coordinates staff, pays atten-
tion to the needs of staff, and handles highly
problematic cases.
Forensic Firm Liaison Focal Point Works closely with the forensic firm contracted to
identify and repatriate bodies
Family Support Focal Point Coordinates visits of family members, communi-
cates with family members.
Injured Staff Focal Point Coordinates hospital visits, keeps track of staff
movement between medical facilities.
Repatriation Focal Point Coordinates with the local morgue/funeral home.
Tracking Focal Point Communicates regularly via e-tool with EPST on
status of each of the affected staff members/fam-
ily members.
Logistical Focal Point Handles transportation and hotel bookings for
FST and families; obtains technical equipment.

2. The specific duties of the FST include:


• Setting up emergency structures: an on-site reception
Centre and a repatriation Centre, with a sub-office at the
selected funeral home. (EPST has set up a website for com-
munications as well as a Call Centre, coordinating closely
with the FST.)
• Coordinating on-site administrative and welfare-related
support: travel arrangements and accommodations for fam-
ily members of deceased or injured, repatriation processes,
forensic communication and liaison with morgues, hospital
visits, visits from senior officials, transportation for escorts,
transportation of personal effects, issuance of death certifi-
cates and Noticas.

3. During emergencies in which there are mass casualties, the


closest trained FST should be activated by the Emergency
Preparedness and Support Team (EPST) in coordination with
DSS, if the incident has taken place at a main duty station, or
the Department of Field Support (DFS), if at a peacekeeping
mission.
4. The size of the FST should be determined according to the antic-
ipated number of casualties. Additional trained FST members
may be brought in from other locations as needed.

MASS CASUALTIES 58 Handbook for Action, In Case of Death


5. The FST is distinct from Family Focal Points (FFPs) in that FST
provides logistical, administrative and family services on the
ground, while FFPs provide individualized psychosocial support
to staff members and families affected by the emergency. FST
members function as part of an on-the-ground team. FFPs do not
need to be physically on-site although the long term goal is that
a self-sufficient cadre of trained FFPs will also exist at all sites.
6. Prior to activation, the CISMU staff counsellor on site or the
EPST-designated person-in-charge should ensure that all acti-
vated volunteers have signed a confidentiality pledge

B. Activation and Responsibilities of the


­Family Focal Point (FFP) System
The Family Focal Points (FFPs) along with the Human Resource
Experts work together to develop a supportive relationship with
an injured staff member or the family of a deceased staff mem-
ber. The main role of the FFPs and HR Experts is to provide navi-
gational guidance through the benefits and claims processes fol-
lowing the Psychological First Aid model approved by the World
Health Organization (WHO).
The FFP is the point of contact for the Organization with the
family, acting as both a buffer and a resource. The FFP finds out
about and transmits necessary information to his/her desig-
nated family with regard to:
• Search and rescue efforts (with the Family Support Team
(FST) on site)
• Identification of the remains (with the FST)
• Repatriation of the remains (with the FST)
• Escorts for the remains (with the FST)
• UN representatives at the funeral
• Final payments (with the HR Officer, as needed)
• Pension, Insurance, Appendix D and MAIP claims (with the
HR Officer, as needed)
• Memorial ceremonies and other related information (with DM)

Handbook for Action, In Case of Death 59 MASS CASUALTIES


The FFP takes on the task of researching individual issues for the
family.
Detailed information on the role of the FFP is available on EPST’s
website at the address www.un-epst.org
In case of a mass casualty, the following actions should be taken:
7. EPST, in coordination with CISMU, and, if in the field, with DFS,
should identify and activate the FFP system.
8. The role of the FFP is to forge a supportive relationship with the
injured staff member or the family of a deceased staff member.
While s/he is not a trained psychologist, s/he should provide psy-
chological first aid as well as navigational guidance through the
benefits claims process. Human resource officers with knowl-
edge of benefits and entitlements will also be assigned to assist
the FFPs.
9. The FST and FFPs should work together and assist in providing
information that the FFPs can pass on to families or injured staff
members.
10. The FFPs should also provide some basic guidance on navigating
the benefits and entitlements process. Chapter V contains infor-
mation on the benefits and entitlements process.

C. FST-FFP Coordination with the Department


of Safety and Security (DSS)
11. The role of DSS during emergencies outlined in Chapters I, II,
and III remain in effect and the FST should function as a comple-
ment to their mandate.
12. The FST should liaise closely with DSS regarding areas that fall
within the jurisdiction of DSS. Questions regarding evacuation,
search and rescue, and law enforcement should be clarified with
the Under-Secretary-General for Safety and Security as soon as
possible and all staff alerted to the decisions.

MASS CASUALTIES 60 Handbook for Action, In Case of Death


UN Photo/Marco Dormino

D. Actions to be Taken in Mass Casualty Crises


A CHECKLIST OF THESE
10 ACTIONS CAN BE
FOUND IN ANNEX I

ACTION 1
✓ACTION 1
Deploy FST with Appropriate Resources DEPLOY FST WITH
APPROPRIATE
1. The FST should be set up in an appropriate location with at least two RESOURCES
rooms: one for counselling with families and the other to handle
logistical functions.
2. There should be a sufficient number of drivers and cars available
for use for travel coordination.
3. FST team members should also be equipped with appropriate
communications devices4.
4. All FST team members should be given access to the web portal
and other relevant databases for operations.

4  For example,. fully functioning Blackberries, UN-issued laptops with one standard software

application, Mobile Office with Citrix already installed on the laptops. One or two satellite
phones should be issued as well to enable independence of communications in case of cell
phone network breakdowns and emergencies.

Handbook for Action, In Case of Death 61 MASS CASUALTIES


5. The appointed FST Team Leader should be issued sufficient ‘cash’
or guarantees to finance expected expenditures on the ground
for the first two weeks (renting of vehicles, accommodation for
escorts and/ or families, temporary office space, purchase/renting
of local cell phones if necessary).

✓ACTION 2 ACTION 2
COMMUNICATE Communicate Status of Emergency
STATUS OF
EMERGENCY
1. The USG for Safety and Security should announce the mode
under which operations are occurring.
2. The current status of the emergency should be communicated
via electronic alert and notification systems, if available. A point
person and a time interval should be identified within DSS to
communicate updates.
3. The EPST will coordinate with the Department of Public Infor-
mation (DPI) as needed with regard to the dissemination of offi-
cial information.
4. DSS should ensure that all key players are notified, including DFS
and OHRM (EPST). The Medical Service may require its own sep-
arate notification.

✓ACTION 3 ACTION 3
SET UP EMERGENCY Set Up Emergency Structures: web portal, Call Centre and
STRUCTURES:
WEB PORTAL, Reception Centre
CALL CENTRE AND
RECEPTION CENTRE 1. EPST should activate the Emergency Support web portal and
identify an administrator to be in charge of allowing access to
the site and ensuring that the information is constantly updated.
Links to the site should be sent to all family members of missing,
deceased or injured staff, as well as to FFPs, Call Centre volun-
teers, and senior staff of OHRM, DFS and DSS. The web portal has
a number of rooms to which access is restricted to the appropriate

MASS CASUALTIES 62 Handbook for Action, In Case of Death


groups in order that information is available in real time from
around the world. EPST’s website address is www.un-epst.org.
2. A Call Centre coordinator should be appointed. The coordina-
tor should provide all operators with phone scripts and training
before they start their duties. Call Centre volunteers may also be
FFPs but this is not a requirement.
3. On site, the FST should identify a space for a Reception Centre
for families, and should assign FST members to staff the Centre.

ACTION 4 ✓ACTION 4
Set up FFP System SET UP FFP SYSTEM

1. EPST, in consultation with DFS and DSS, should assign FFPs to


families of missing, deceased or injured staff members.
2. Similarly, EPST together with the OHRM team should identify
and notify the relevant HR officers responsible for each staff
member affected. These persons will be the HR Focal Points that
support FFPs.
3. Experienced FFPs should be appointed as FFP Coordinator, with
one FFP Coordinator for every 7 FFPs. This person will work
closely with FFPs, arranging for support for them and acting on
their behalf with senior officials.
4. FFPs should have previously been trained and certified in their
functions by EPST. They should be sent a notification that their
assistance is needed should they choose to accept the assign-
ment. Copies of such correspondence should be archived by the
EPST.
5. Activated FFPs should be sent reminders of critical knowledge to
function in emergencies by EPST.
6. Supervisors of FFPs should be informed of the assignment of the
FFPs, who should be provided flexibility in work hours if needed
(or other forms of workload adjustment).
7. All FFPs should be set up immediately with logins for the web
portal and other databases they may need. They should also be

Handbook for Action, In Case of Death 63 MASS CASUALTIES


provided with important contact information, e.g. of hospitals or
available professional counsellors in the event they need to make
referrals.

✓ACTION 5 ACTION 5
COORDINATE Coordinate Information Regarding Injured and Deceased Staff
INFORMATION
REGARDING Members
INJURED AND
DECEASED STAFF 1. The EPST should ensure that the web portal and Call Centre is
MEMBERS
kept up-to-date so that all information conveyed is consistent.
2. EPST should put the FST in contact with the forensics firm pro-
cured by the UN, in past cases Kenyon International.
3. The FST should identify an efficient information flow process
between the on-the-ground teams (e.g. search and rescue teams
or professional negotiators, DSS) and families/UN offices.
4. The core functions of death notification as outlined in Chapters
I and II should be followed: identification of next of kin, decision
on who should notify the family, notification of death, etc. If the
emergency occurs in an HQ location, please follow the instruc-
tions in Chapter I; should it occur at a field office, please follow
the instructions in Chapter II.
5. In either case, the priority of actions should be as follows:
• Once the body has been officially identified, FST should
notify the designated official to inform the families in per-
son, if possible.
• The FST will inform the FFP, who will ensure that the staff
member’s Executive Office, the Staff Counsellor’s Office and
the HR Officer are informed following the procedures set out
in Chapters I and II.

6. Closely following the visit or call from the designated high level
official, the FFP should explain to the family the UN policies
related to the death of a staff member. The FFP also explains any
special measures that may have been put in place following the
incident.

MASS CASUALTIES 64 Handbook for Action, In Case of Death


7. Should the staff member pass away under exceptional circum-
stances, e.g. if he/she is of great public interest, or if there were
suspicious or unclear circumstances, please see Chapter I Sec-
tion C and all of Chapter III.

ACTION 6 ✓ACTION 6
Coordinate Repatriation of Bodies COORDINATE
REPATRIATION OF
BODIES
(a) Obtaining and Onpassing Information about the
Staff Member
1. If a body needs to be identified, the FST may request the FFP
to obtain “ante mortem” information from the family. This con-
sists primarily of dental records, fingerprints and descriptions of
identifying marks. A detailed disaster victim identification form
may be used5.
2. The FFP should provide this information to the FST via the web
portal private page, or another appropriate means of secure
communication.
3. FST should onpass the information whichever forensic firm is
working with the UN.
4. Once the body has been identified in writing from the forensic firm
and the family has been formally notified, the FFP should obtain
Disposition Instructions from the Legal Next of Kin: is casket or
cremation preferred? If cremation, should it be carried out at the
funeral home on site prior to the flight? If casket, would it be open
or closed? If open casket, the FFP should discuss with the family
which clothing would be most appropriate. What are the contact
details of the consignee, which is normally the funeral home in the
family’s town? FST will provide this information to the forensic
firm.
5. FST staff on site should accompany the family member should
they express to go to the morgue.
6. The FST should ask the Mission to issue the written Noticas (see
exhibit 1).

5  EPST can provide this form.

Handbook for Action, In Case of Death 65 MASS CASUALTIES


UN Photo/Marco Dormino
7. The FST should ask the funeral home to prepare Death Certifi-
cates, if possible some in the languages needed by the family. A
good rule of thumb is to request 15 copies. The FST should check
each Death Certificate set for accuracy before sending it on.

(b)  Transportation of the Remains


8. The FST should make arrangements for the repatriation of the
remains via the UN Travel Office. Arrangements should be made
for transporting the remains prior to making arrangements for
escorts.
9. The FST should ask the FFP to provide the name(s) of the
escort(s). The FFP should obtain the name, nationality, DOB, and
current location of the escort. S/he should provide the escort
with information regarding roles and responsibilities (available
from EPST).
10. The FST should also book flights and coordinate the transporta-
tion of the remains with the tickets of the Escort, and inform the
FFP and Escort once the flight is confirmed.

MASS CASUALTIES 66 Handbook for Action, In Case of Death


11. The FST should arrange for the escort’s travel to the airport and
accompany him/her.
12. The FST should keep in touch with the Escort to ensure all is
going well.
13. If the Escort is a family member who wishes to view the body
or to have a ceremony performed over the body prior to travel,
the FST will make this arrangement with the forensic firm and
accompany the family member to the funeral home and after-
wards. If a Muslim or other ceremony is needed, the appropriate
religious official at the site, e,g, an Imam, should be contacted.
For Muslim ceremonies, it will be necessary to position the body
correctly. An appropriate FST member may be able to handle this
task, if possible, working with the Imam.
14. The FST should work through the DFS focal point for the Mis-
sions and coordinate with the Embassy with any instructions
particular to the country of repatriation
15. Flags: One flag drapes the casket; a second flag is folded and
given to the Escort to give to the family at the funeral. Draping a
third over the crate in which the casket is contained may expe-
dite the transportation of the remains via airports.

(c) Record-Keeping
16. The FST should keep records of all repatriations. They should
work with the forensic firm and the funeral home to ensure that
each file contains all the necessary documents. The information
is similar to the information provided to DSS as soon as a death
is confirmed. See Chapter 1 Section D.

ACTION 7 ✓ACTION 7
Assist Visiting Family Members ASSIST VISITING
FAMILY MEMBERS

1. Working with the FFPs, the FST should facilitate the travel of
family members to the crisis site if they wish to come. Up to two
members of each family may be provided with roundtrip tickets
so that they can accompany the remains back home.

Handbook for Action, In Case of Death 67 MASS CASUALTIES


2. While on site, the FST will accompany them at all times if they so
wish. Some family members may request a viewing of the body
at the funeral home prior to transport. They should be advised,
gently, by FST staff that this may be disturbing depending on the
condition of the body. Sometimes a single member of the fam-
ily will choose to represent the others. If they insist, the arrange-
ment should be made with the forensic firm with 24 hours notice.
FST staff should accompany the family members, if they wish.

UN Photo/Jean-Marc Ferre

MASS CASUALTIES 68 Handbook for Action, In Case of Death


ACTION 8 ✓ACTION 8
Return of Personal effects RETURN OF
PERSONAL EFFECTS
1. The FST should work together with the forensic firm to return all
items associated (on the body, e.g. watches, jewelry), associated
by (very close by), and unassociated (not directly near the body)
to the relevant staff member’s family.
2. The forensic firm is responsible for the transportation, sanita-
tion and cataloguing of these personal effects. If the effects are
brought to the the forensic firm’s main office, it is preferable that
a UN official (EPST or FST member) travel there to handle the
shipments to the families, rather than returning the items to the
location as they can be lost in transit.
3. Should the staff member have belongings in the office, please fol-
low the procedures outlined in Chapter 1 Section D for sealing
and storing the properties of the deceased.

ACTION 9 ✓ACTION 9
Track Progress and Needs of Affected Families and Staff TRACK PROGRESS
AND NEEDS OF
AFFECTED FAMILIES
1. The FST should coordinate with EPST, OHRM and DFS at UNHQ AND STAFF
for long term tracking of affected staff members and family
members.
2. EPST, DFS, DSS, and Medical should share an updated master
tracking list of affected staff members and families. The list will
be maintained by DFS for mission mass casualties and by OHRM/
EPST or designated official for other duty stations.
3. FFPs should provide to EPST the contact information for the
families so that they can be reached in the future, e.g., for com-
memoration ceremonies.
4. FFPs should keep their families apprised of the benefits and
entitlements that they are eligible for and refer them to the
web portal for all reference material and forms. FFPs and HR
Officers should guide each family through the forms, easing
their way.

Handbook for Action, In Case of Death 69 MASS CASUALTIES


5. EPST should work with the FFPs and HR Officers so that they, in
turn, can remind their families about starting their benefits and
entitlements claims processes.
6. A list of benefits and entitlements can be found in Chapter V.
7. If the families come to Headquarters, e.g., for a ceremony, their
FFPs should facilitate any requests (in particular beneficiaries)
who may wish to visit the Pension Fund, Insurance, UNFCU, HR
specialists or UN offices.

✓ACTION 10 ACTION 10
ARRANGEMENT OF Arrangement of memorial service
MEMORIAL SERVICE

1. Please see Chapter VIII for information on how to organize


commemoration activities for staff.
2. The FFPs should also make arrangements for family members to
enable them to have access to UN buildings. Family Focal Points
will accompany them at all times within the UN premises and
while at the location.

MASS CASUALTIES 70 Handbook for Action, In Case of Death


Appendix D,
MAIP
and other
Entitlements
UN Photo/Pierre-Michel Virot
Chapter 5 outlines how determination of eligibility to Appendix D,
Malicious Act Insurance Policy (MAIP) and other entitlements is
made and what steps need to be followed in other to make claims.
CHAPTER V

APPENDIX D,
MAIP AND OTHER
ENTITLEMENTS
THIS CHAPTER
AT A GLANCE:

DETERMINATION
When the death of a staff member is attributable to the performance OF APPLICABILITY:
APPENDIX D AND MAIP
of his or her official duties, he or she may be eligible for two different
types of compensation. These compensations may take the form of: APPENDIX D
disability and/or death benefits via:
MAIP
(a)   the provisions in Appendix D to the Staff Rules,
DUAL COVERAGE/
(b)  the provisions in the Malicious Acts Insurance Policy COMPARISON CHART
(MAIP), or
CHECKLIST OF
(c)  both. ALL AVAILABLE
ENTITLEMENTS
Coverage for death or disability under the MAIP is in addition to REFERENCES
compensation that may be payable under Appendix D to the Staff
Rules or comparable compensation schemes. This chapter outlines
how that determination is made and what steps need to be followed
in order to make these claims.

A. Determination of Applicability

Appendix D
1. Compensation shall be awarded in the event of death, injury,
or illness of a staff member which is determined to be attribut-
able to the performance of his or her official duties on behalf
of the United Nations. Staff members should be aware that not
all deaths that occur while at work or on a mission assignment
are automatically considered to be attributable to the perfor-
mance of official duties. The Advisory Board on Compensation
Claims (ABCC) will consider all aspects of a case, including
whether the death occurred as the result of an illness that has

Handbook for Action, In Case of Death 73 APPENDIX D, MAIP AND


OTHER ENTITLEMENTS
been determined by the Medical Director to be unrelated to the
performance of official duties, whether the death occurred dur-
ing personal time, and whether there was any wilful misconduct
or negligence on the part of the staff member.

Malicious Acts Insurance Policy (MAIP)


2. MAIP covers death or permanent disability (total or partial)
caused directly or indirectly by War or a Malicious Act. A Mali-
cious Act is defined as hostilities, revolution, rebellion, insurrec-
tion, riots or civil commotion, sabotage, explosion of war weap-
ons, terrorism, murder or assault by non governmental group
or an attempt thereat. War is defined as armed conflict between
nations, invasion, act of foreign enemy, civil war, military and
usurped power6. The Department of Safety and Security (DSS)
in conjunction with the UN’s MAIP underwriters determine if a
particular event falls under MAIP coverage.

B.  Appendix D

B.1 Eligibility
1. All internationally recruited staff members, and upon the Sec-
retary-General’s recommendation, nationally recruited staff as
well.
2. Does not apply to interns or persons under limited contract.
3. Members of commissions, committees or similar bodies may
be covered under “Rules governing compensation to members
of commissions, committees, or similar bodies in the event of
death, injury, or illness attributable to service with the United
Nations” (see ST/SGB/103/Rev.1).

B.2 Beneficiaries

4. In the event of death, beneficiaries are recognized dependants


of deceased staff member, i.e. recognized spouse(s) and children.

6  Since 2006, permanent disabilities brought about by chronic Post Traumatic Stress Disorder

(PTSD), caused directly or indirectly by War or a Malicious Act, are also covered.

APPENDIX D, MAIP AND 74 Handbook for Action, In Case of Death


OTHER ENTITLEMENTS
UN Photo/Logan Abassi

5. Staff members should, therefore, ensure that current informa-


tion is made available to OHRM so that any eligible persons are
recognized officially as dependants7.
6. The surviving spouse is required to provide documentation on
an annual basis on place of residence and single marital status.
7. Compensation in respect of children is paid until the end of the
month in which they turn 18 years of age unless they are attend-
ing school or university full-time, in which case compensation
will be paid until the end of the month in which they turn 21.
Proof of attendance is required from the school or university on
an annual basis.
8. The maximum number of children of a staff member receiving
compensation at any one time is three, and the total compensa-
tion payable in respect of the children cannot exceed $3,000 per
year.

7  Staff members should be aware that the designation of beneficiary form completed in respect

of UNJSPF benefits is not applicable to any compensation payable under Appendix D.

Handbook for Action, In Case of Death 75 APPENDIX D, MAIP AND


OTHER ENTITLEMENTS
9. When there are more than three children, when one child reaches
the age of 18 or 21 years, the next oldest child will be added and
so on, until all children have reached the ages of 18 or 21 years.
10. In some cases, compensation may be awarded to a dependant
mother, father or sibling, provided that the staff member was
receiving a dependency allowance in respect of that person
at the time of his or her death. A benefit can be payable to a
dependant mother or father (only one) in cases in which there
is no surviving spouse or children in respect of whom a depend-
ency allowance was being paid at the date of the death of the
staff member.
11. When there is more than one surviving spouse, the annual com-
pensation will be divided equally among the surviving spouses.
12. Surviving spouse(s) will receive his or her benefit until death
or remarriage. Upon remarriage, a lump sum equivalent to two
years’ compensation will be paid.

B.3 Benefits

13. There are several different types of benefits that will apply to a
qualifying staff member or family member. These include:
• Lost Income Benefit ( for injured staff members until return
to work)
• Permanent Disability Benefit ( for injured staff member
who is unable to return to work, applies in tandem with
Pension)
• Lower Pay Grade Compensation (2/3 of lost income if injured
staff member is reappointed at the UN)
• Full Medical Coverage ( for injured and deceased staff)
• Medical Accommodations (e.g. personal assistant, etc.)
• Death Benefit (dependent on years of service of staff member)
• Cost of Preparation of Remains and Funeral Expenses

14. The HR Officer, in collaboration with staff from the ABCC, will be
able to provide specific guidance on the benefits that apply.

APPENDIX D, MAIP AND 76 Handbook for Action, In Case of Death


OTHER ENTITLEMENTS
15. For death benefit claims, the benefit payable is calculated from
the date of death. The survivors will receive a lump-sum benefit
retroactive to that date. Thereafter, they will receive a monthly
payment. Cost-of-living increases are implemented upon notifi-
cation from UNJSPF.

B.4  Claims Process

16. It is important to go through one’s HR officer who will guide one


through the process.
17. Claims for compensation should be submitted within four
months of the date of death.
18. In legitimate circumstances, in cases in which the claim for com-
pensation is submitted within the four-month time limit and all
other relevant documentation is also provided on a timely basis,
the case can be submitted to the Board soon after the death, and
the death benefit can be calculated upon receipt of the required
information from UNJSPF.
19. For death benefit claims, the following documentation is to be
provided by the survivors of the deceased staff member:
a. Formal claim for compensation under Appendix D to the
Staff Rules, to be submitted within four months of the date
of death. If the four-month time limit has been exceeded, an
explanation for the delay must be provided;
b. Death certificate (and autopsy report if requested by the
Medical Director); marriage certificate; and birth certifi-
cates of dependant children;
c. Proof of attendance at school if the children are over the age
of 18 years but under 21 and in full-time school or university
attendance;
d. Notification of the method of payment once the monthly
benefit is calculated ( for example, by check or direct bank
deposit). If payment is to be made by direct bank deposit,
complete banking information must be provided.

Handbook for Action, In Case of Death 77 APPENDIX D, MAIP AND


OTHER ENTITLEMENTS
UN Photo/Marie Frechon
20. For death benefit claims, the following information is to be pro-
vided by the HR officer and/or administrative office:
a. Copies of PA forms that provide the following information:
type of contract and expiration date; functional title; grade;
entry on duty; whether the staff member was a UNJSPF par-
ticipant; marital status; any dependency allowances payable
at the time of death; and date of birth;
b. If the staff member was issued an SSA, the complete text
of the SSA, including the terms and conditions. In order
for compensation under appendix D to be awarded, the
SSA must specifically include a provision that states that,
in cases of death attributable to the performance of duties,
compensation equivalent to that provided under appendix
D to the Staff Rules will be paid;
c. A detailed description of the circumstances surrounding the
death;
d. A security/accident/incident report or report of the BOI
and/or of the local police;
e. Witness statements, if available.

21. HR Officers and/or administrative and personnel officers should


ensure that the necessary documentation is obtained as soon as

APPENDIX D, MAIP AND 78 Handbook for Action, In Case of Death


OTHER ENTITLEMENTS
possible after an accident or incident, such as detailed security
and investigative forms and/or BOI reports, witness statements,
and confirmation from a staff member’s supervisor that the staff
member was on official duty at the time of the death8.
22. Upon receipt of a claim and all supporting documentation, the
case will be submitted to ABCC for its review.
23. In those cases in which a staff member died as the result of an ill-
ness, the case will first be submitted to the Medical Director for a
determination of whether the illness can be attributed to the per-
formance of official duties. If the Medical Director advises that the
death is not service incurred, the survivors will be advised. If they
wish to appeal the medical determination, the case will be submit-
ted to the Board for its review and recommendation on whether
the determination of the Medical Director should be upheld.
24. The recommendations of the Board are sent to the Controller in
the form of a decision. The Controller approves the Board’s rec-
ommendations on behalf of the Secretary-General.
25. Once the decision has been signed, the administrative office or
the survivors of the staff member will be notified and they will
receive a copy of the Secretary-General’s decision.
26. If the staff member was a participant in UNJSPF, a memorandum
will be sent to UNJSPF in order to obtain the following informa-
tion: final annual pensionable remuneration and any annual
benefits paid to a surviving spouse and children. This informa-
tion is required, as Article 4.1 of Appendix D states that any ben-
efits paid to survivors under the Regulations of UNJSPF must be
deducted from any compensation payable under Appendix D.
Compensation payable under Appendix D is designed to be a
supplement to benefits payable under UNJSPF.
27. If the deceased was hired under an SSA, the calculation is done
based on the salary stated in the SSA.
28. When the benefit under Appendix D is calculated, survivors are
advised of the amount and they are sent a copy of Appendix D.

8  This is especially important in peacekeeping operations, where there is greater movement of

staff among duty stations. There have been cases in which it was not possible to obtain impor-
tant information, as personnel had separated from service or the mission had closed.

Handbook for Action, In Case of Death 79 APPENDIX D, MAIP AND


OTHER ENTITLEMENTS
Arrangements are made with the Accounts Division or with the
administrative office ( for example, UNDP, UNICEF) in order to
effect payment.
29. Beneficiaries are required to provide documentation with respect
to place of residence, marital status and university attendance on
an annual basis.

C.  Malicious Acts Insurance Policy (MAIP)


C.1 Eligibility

1. The MAIP has comparatively broad coverage: international and


locally recruited professional staff, international and locally
recruited General Service Staff, Field Service and National Pro-
fessional Officers, consultants, individuals on Service Contracts,
staff on secondment from governments, official visitors, and Spe-
cial Guests.
2. MAIP is an inter-agency policy and all personnel are urged to
verify their eligibility with relevant Human Resources staff.
3. No forms need to be completed for enrolment by staff members
as coverage is free and automatic for eligible individuals.
4. MAIP benefits shall be paid to the staff member when he or she is
covered under the MAIP and suffers an injury or illness resulting
in permanent disability, whether total or partial, as a result of an
incident covered by the policy9.
5. Permanent Disability generally means that disability has lasted
for at least twelve (12) calendar months, is without expectation
of recovery in the opinion of MAIP insurers and shall in all prob-
ability continue for the remainder of the Insured Person’s life, and
results in their inability, entirely or partially, to perform business
or occupation for which the individual is reasonably suited by
training, education or experience.
6. Disability (which includes PTSD-related disability), generally
entails permanent loss of function.

9  Payment of insurance proceeds under MAIP for the UN Secretariat is governed by ST/

SGB/2004/11 dated 9 August 2004.

APPENDIX D, MAIP AND 80 Handbook for Action, In Case of Death


OTHER ENTITLEMENTS
7. To qualify for PTSD coverage, the insured person must have been
present and experienced, witnessed or was confronted, with a
traumatic event that involved actual or threatened death or seri-
ous injury.

C.2 Beneficiaries

8. In the event of death, if the staff member has a surviving spouse


and/or a dependant child or children at the time of death, the pro-
ceeds shall be paid to the spouse and any dependant children, in
equal shares, as is done for the Death Benefit in the Staff Rules10.
9. If the staff member does not have a surviving spouse and/or a
dependant child or children at the time of death, the proceeds
shall be paid to the beneficiaries designated by the staff mem-
ber under Staff Rules 112.5, 212.4 or 312.4. Each beneficiary shall
receive the share of the proceeds indicated by the staff member.
10. In the absence of any instructions given by the staff member as to
the share of each beneficiary, the proceeds shall be paid in equal
shares to all designated beneficiaries who survive the staff member.
11. If there is no designated beneficiary at the time of death, the pro-
ceeds shall be paid to the estate of the staff member.
12. It is important that staff members and other eligible individu-
als ensure that their current designation of beneficiaries are pro-
vided to their HR or Administrative office, especially if they have
no spouse or dependant children.

C.3 Benefits

13. Compensation for death and permanent total disability:


• $500,000 for Professional Staff
• Ten times the net annual salary11 for General Service Staff,
Field Staff, and National Officers, subject to a maximum of
$500,000 and a minimum of $50,000.

10  Staff Rules 109.10 (a) (vi), 209.11 (a) (v), and 309.6 (a).

11  “Net annual salary” means net salary for the level and step in the published salary scale

at the duty station applicable at the time of injury or death. If remuneration is paid on a daily,
weekly or monthly basis, annual salary will be derived on a pro-rata basis.

Handbook for Action, In Case of Death 81 APPENDIX D, MAIP AND


OTHER ENTITLEMENTS
14. Compensation for permanent partial disability:
• $500,000 x degree of disability per Permanent Disability
Scale12 for Professional Staff
• (10 x net annual salary, max $500,000 or min $50,000) x
degree of disability per Permanent Disability Scale for Gen-
eral Service Staff, Field Staff, and National Officers

15. The MAIP also covers medical costs related to the injury or ill-
ness of up to 10% of the determined disability benefits. If any
other benefits programs, such as Appendix D, already fully cov-
ers medical expenses resulting from service incurred injuries,
MAIP monies will be used to offset those costs.
16. The maximum compensation payable per person is $500,000.

C.4  Claims Process

17. It is important to go through the assigned HR officer for guid-


ance through the claims process. The claims information should
be provided to IDS only by the HR or Administrative Office
18. All MAIP claims are subject to certification by DSS, stating that
the victim was in compliance with prevailing security guidelines
and procedures. IDS will seek such confirmation from DSS for
each reported claim.
19. Claims for MAIP should be done as soon as possible, even with
restrictive details. Additional details can be furnished as they
come to light.
20. The initial notification of the incident should include as much
of the claims information requested below as available at that
point:
• Date of Incident
• Circumstances of the Incident
• Description of loss (injuries or death)
• Name and index number of staff member(s)

12  The Disability Scale can be obtained from IDS.

APPENDIX D, MAIP AND 82 Handbook for Action, In Case of Death


OTHER ENTITLEMENTS
UN Photo/Evan Schneider

• Date of Birth of staff member(s)


• Level/grade of staff member(s)
• Copy of staff member’s contract
• Copy of latest personnel action indicating net basic salary
• Security report and police report if applicable
• For death cases only:
¤¤ death certificate and post mortem report
¤¤ beneficiary designation
• For medical expenses claim
¤¤ receipted medical invoices to substantiate the claim
¤¤ the invoices and costs must be certified as necessary

21. Additional information may be required by the MAIP insurers


during their claim review.
22. For disability cases, all pertinent medical information must be
submitted by the responsible insurance officer to the UN Medical

Handbook for Action, In Case of Death 83 APPENDIX D, MAIP AND


OTHER ENTITLEMENTS
UN Photo/Stuart Price
Service. Level of disability will in first instance be established
through medical assessment by the UN Medical Service. Criteria
is comparable (but not always identical) to that used for Appen-
dix D assessments.
23. The UN Medical Service will communicate directly with the
claims adjustor regarding medical evaluation and any disability
assessments.
24. For medical expenses claims, the responsible HR officer must
have medical invoices certified by the UN Medical Service prior
to submitting the invoices to IDS.
25. In view of the requirement to determine the extent of perma-
nent disability sustained by the individual claimant, it usually
takes a longer time to finalize injury claims than death claims.
26. After the MAIP insurer’s claims adjustor has reviewed the claim,
said adjustor will either approve the reimbursement amount
payable in accordance with the terms of the policy or deny the
claim if deemed not to be covered by the policy. IDS will verify the
reimbursement amount. The claims adjustor will then transfers
the funds to the UN account.

APPENDIX D, MAIP AND 84 Handbook for Action, In Case of Death


OTHER ENTITLEMENTS
27. Upon receipt of the funds from the MAIP claims adjustor, IDS
will arrange for disbursements of claim proceeds to beneficiaries
in cases involving UN beneficiaries.
28. Prior to any disbursement of MAIP proceeds, IDS will verify the
claims amount and beneficiary/payee information with relevant
HR or Administrative Office. Unless beneficiaries are on the
UN Secretariat payroll, payees will have to provide their bank-
ing information to the relevant HR or Administrative Office of
their parent UN organization to enable payment of the insurance
proceeds.
29. In accordance with which governs payment of insurance pro-
ceeds for the MAIP for the UN Secretariat, prior to the disburse-
ment of MAIP proceeds by the UN, beneficiaries will be required
to complete a Release from Liability form, affording the UN a
complete release from all further liability in connection with the
MAIP.

Handbook for Action, In Case of Death 85 APPENDIX D, MAIP AND


OTHER ENTITLEMENTS
D.  Dual Coverage/Comparison Chart
Should a staff member qualify for both MAIP and Appendix D,
he/she is eligible for two sources of medical coverage. MAIP cov-
ers medical expenses up to a value of 10% of the benefit for death
or permanent disability, subject to maximum of $10,000. Should
Appendix D or any comparable compensation schemes already
fully cover medical expenses resulting from service incurred injury,
MAIP funds will be used to offset those costs. Medical expenses
reimbursements cannot not be duplicated between Appendix D
and MAIP.
The chart on these pages highlights the main points of difference
between Appendix D and MAIP:

Appendix D MAIP
ELIGIBILITY
Staff Status Internationally recruited Profes- All international and national staff,
sional and General Service staff, consultants, etc. Broad coverage.
and consultants if expressed in
the terms of conditions in their
contract.
Applicable Covers death, injury, or illness of Covers death, permanent total disable-
Situations a staff member which is attrib- ment, permanent partial disablement
utable to the performance of his or permanent loss of function caused
or her official duties. directly or indirectly by War or a Mali-
cious Act.
Eligibility of In the event of death, applies In the event of death, applies to the
Beneficiaries to staff with recognized surviving spouse and/or a dependent
dependants. child or children, or anyone designated
as beneficiary by staff If the staff mem-
ber does not have a surviving spouse
and/or a dependent child or children.
Coverage • Death • Death
• Permanent or temporary dis- • Permanent total disablement
ability (partial or total) • Permanent partial disablement
• Illness • Permanent loss of function caused
• Includes PTSD directly or indirectly by War or a Mali-
cious Act.
• Includes PTSD

APPENDIX D, MAIP AND 86 Handbook for Action, In Case of Death


OTHER ENTITLEMENTS
Appendix D MAIP
BENEFITS
Type of Lump Sum + Monthly Lump Sum only
Payments
Death Monthly payments for lifetime Lump Sum payment.
Benefits of spouse provided she/he does
not remarry.

Permanent According to Appendix D estab- According to MAIP established refer-


Loss of lished reference scale ence scale
Function
Partial Lump Sum payment + monthly Lump Sum payment according to the
Disability payments for life of disabled established reference scale.
Benefits (after staff member up to the age of
Permanent retirement (60 or 62).
Diagnosis)
ADMINISTRATIVE PROCESS
Claims Board/ Adjudicated by Advisory Board Administered by Insurance and
Department on Compensation Claims Disbursement Service (IDS) in the
(ABCC). Accounts Division, Office of Pro-
gramme Planning, Budget and
Accounts (OPPBA).
Claims Deadline for submission of As soon as possible; furnish additional
Request claims is no more than 4 details as they become available.
(Notification) months after incident. If later
a request for a waiver may be
submitted.
Supporting Medical certificate of injury/­ • Circumstances of the Incident
Documents illness and/or DSS report • Description of loss (injuries or death)
depending on the nature of
• Name and index number of staff
injury.
member(s)
• Date of Birth of staff member(s)
• Level/grade of staff member(s)
• Copy of staff member’s contract
• Copy of latest personnel action
indicating net basic salary
• Security report and police report if
applicable

For death cases only:


• Death certificate and post mortem
report
• Beneficiary designation

For medical expenses claim:


• Medical invoices to substantiate the
claim
• The invoices and costs must be certi-
fied as necessary and validated by
the pertinent UN Medical Officer.
Determination Case-by-case, by ABCC Depends on DSS determination of
whether or not event qualifies

Handbook for Action, In Case of Death 87 APPENDIX D, MAIP AND


OTHER ENTITLEMENTS
E. Benefits and entitlements available upon
death of a staff member
Note: All of the below benefits and entitlements are subject to appli-
cation of the Staff Regulations and Rules.
Actions/
Entitle- Supporting
ment ✓ Eligibility Benefit Documents
Salary Staff member on valid Payment of salary, allow- To be calcu-

❑ contract at time of
death.
ances, overtime owed up
to time of death, less any
lated by local
HR office and
monies due to the Organi- paid with final
zation by staff member. settlement.
Annual leave Staff member on 100 Commutation of accrued To be calcu-

❑ series appointment. annual leave at the time


of death for up to a maxi-
lated by local
HR office and
mum of 60 days. Payable paid with final
to beneficiary named on settlement.
the form P.2.
Malicious When death of a staff Compensation for death The claim will
Acts Insur- member is caused by up to $500,000 for profes- be made by the
ance Policy war or a malicious act. sional staff, and up to ten HR office and
(MAIP) times the net annual sal- should include:
The incident must be
❑ reported immediately to
the UN.
ary for national staff, up to
a maximum of $500,000. • Death
certificate;
For married staff benefi- • Incident
ciaries would be paid to and security
the surviving spouse and/ compliance
or officially recognized report from
dependents at time of DSS/police
death. report;
• valid letter of
For single staff proceeds appointment
will be paid to beneficiar- and personal
ies designated by the staff action form;
member in Form P.2. • Board of
Inquiry report;
beneficiary
designation
form (P2).
Appendix D If death of staff mem- Compensation for death Time frame

❑ ber is attributable to
performance of official
up to $500,000 for profes-
sional staff, and up to ten
for receipt of
claim by local
duties, surviving spouse times the net annual sal- HR office is
and dependants may be ary for national staff, up to 6 weeks, along
entitled to certain com- a maximum of $500,000. with certified
pensation of Appendix D copies of birth,
of the Staff Rules. The benefit is approved marriage certifi-
by the ABCC which meets cate, Personnel
only twice per year. It is Action form;
important to submit the DSS incident
claim without delay. report

APPENDIX D, MAIP AND 88 Handbook for Action, In Case of Death


OTHER ENTITLEMENTS
Actions/
Entitle- Supporting
ment ✓ Eligibility Benefit Documents
Death The Organization may The benefit is a lumpsum HR Officer to
Benefit pay a death benefit in payment calculated based initiate and

❑ cases of service-incurred
death. The death benefit
on number of years of
completed service with
­process benefit

is payable only to the the Organization (Sched-


officially recorded ule of payment appears
surviving spouse and in SR 9.9). It is processed
dependent children. along with the final
payment.
After ­service Following separation Continued medical insur- Application
health insur- from service by staff ance coverage for surviv- for ASHI must
ance (ASHI) member subject to ing spouse and eligible be submitted

❑ conditions of ASHI.

A surviving spouse and


dependent children. to local HR
office within
3 months.
recognized dependent
children (up to ages 21
or 25) of a staff member
who participated in
a contributory health
insurance plan at time
of death.

Enrolment in ASHI is not


automatic. Application
must be made within
31 days following date
of separation.

Enrolment of a surviving
spouse ceases upon
remarriage.

Eligibility of a dependent
child ceases upon mar-
riage, full-time employ-
ment or attainment of
25 years of age.
Group Staff member(s) partici- Benefit is equivalent to Health and
Life Insur- pating in this optional three times of the staff Life Insurance
ance life insurance plan at the member’s pensionable Section

❑ time of death.

If applicable, beneficiary
remuneration up to a
maximum of US$300,000 • Certified
copy of death
will be person named certificate;
by staff member and • Official medi-
recorded by GLI. cal certifica-
tion of cause
of death (if
not included
in death
certificate)

Handbook for Action, In Case of Death 89 APPENDIX D, MAIP AND


OTHER ENTITLEMENTS
Actions/
Entitle- Supporting
ment ✓ Eligibility Benefit Documents
Transport Deceased staff member The expenses of the return HR Officer
of deceased (and/or dependents) transportation of the to advise on
remains who travelled at the deceased staff and/or his/ options and

❑ Organization’s expense
to the duty station
her dependents to

the place where the


initiate travel
arrangements
where death occurred. and issu-
Organization would have ance of Travel
had an obligation to Authorization
return the staff mem-
ber on separation from
service.
Funeral Deceased staff member. The Organization will Receipt for
expenses reimburse reasonable expenses to

❑ costs of certain expenses


related to preparation of
be submit-
ted to local
the body and funeral costs HR Office for
reimbursement
Repatria- Surviving dependents One way travel costs from HR Officer to
tion travel who were travelled duty station to country of initiate Travel
of surviving at the Organization’s repatriation (country of Authorization
dependents expenses to the duty staff member’s nationality for repatriation

❑ station where staff mem-


ber’s death occurred
or home leave). travel.

Return The Organization will Entitlements will be within HR Officer


shipment pay for shipment of the options and limits will initiate
of personal personal effects and established in the Staff authorization
effects for household goods to Rules and shipment
deceased country of repatriation. arrangements.
staff mem-
ber and/or
surviving
dependents


Repatriation Payable to surviving The calculation is based Payment will be
grant family members of on the number of qualify- initiated by HR

❑ internationally recruited
staff member(s) for
ing years the staff member
has spent outside of his/
officer based
upon evidence
service outside of his/her her country of nationality of permanent
country of nationality or or permanent residence relocation to a
permanent residence, in service to the Organiza- country other
and for whom the tion. Schedule is shown in than that of the
Organization has paid Annex IV of the Staff Rules staff mem-
travel expenses to the ber’s last duty
duty station. For one surviving family station.
member payment is made
at the single rate; if there
are two or more survivors
payment is made at the
rate applicable to staff
member with dependents

APPENDIX D, MAIP AND 90 Handbook for Action, In Case of Death


OTHER ENTITLEMENTS
Actions/
Entitle- Supporting
ment ✓ Eligibility Benefit Documents
Memorial Surviving family mem- The grant is meant to be Forms to be
and bers of those who lost used for two purposes: (a) submitted to
Recognition their lives in the line of education for surviving the Emergency
Fund duty. children, and (b) to cover Preparedness

❑ some specific expenses


not covered by existing
and Support
Team (EPST)
benefits and entitlements through the
at the United Nations. local HR Officer.
Pension Surviving dependents Surviving spouse benefits HR Officer to
Fund may be entitled to sur- are payable at half the submit to the
Entitlements viving spouse benefits standard annual rate of Pension Fund

❑ and child benefits. retirement benefit that


would have been payable
had you worked to your
retirement age. Child
benefits are payable as
long as your child remains
unmarried and is under
the age of 21.

Allowances that will be discontinued:


• Education grant and education grant travel
¤¤ *** If an eligible staff member dies after the beginning of
the school year, the education grant (including EGT)
will be paid until the end of the school year in which
the staff member dies.
• Residence permit
• Dependency allowance
• Rental subsidy
• Home leave entitlement for the family
• Other duty station specific entitlements (e.g. security allow-
ance, duty free/commissary privileges, etc.)

Handbook for Action, In Case of Death 91 APPENDIX D, MAIP AND


OTHER ENTITLEMENTS
F. References
Appendix D: Appendix D to the Staff Rules
MAIP: ST/SGB/2004/11, iSeek Website

(Footnotes)
1 Permanent Disability generally means that disability has lasted for at least twelve (12) cal-

endar months, is without expectation of recovery in the opinion of MAIP insurers and shall
in all probability continue for the remainder of the Insured Person’s life, and results in their
inability, entirely or partially, to perform business or occupation for which the individual is
reasonably suited by training, education or experience.
2 Specifically, for Category of Insured Person 1- Professional Category and Category of Insured
Person 3 (non-staff).
3 Specifically, for Category of Insured Person 2 – General service staff, Field and National Officers
4 “Net annual salary” means net salary for the level and step in the published salary scale at
the duty station applicable at the time of injury or death. If remuneration is paid on a daily,
weekly or monthly basis, annual salary will be derived on a pro-rata basis.
5 Specifically, for Category of Insured Person 1- Professional Category and Category of Insured
Person 3 (non-staff).
6 Specifically, for Category of Insured Person 2 – General service staff, Field and National Officers
7 “Net annual salary” means net salary for the level and step in the published salary scale at
the duty station applicable at the time of injury or death. If remuneration is paid on a daily,
weekly or monthly basis, annual salary will be derived on a pro-rata basis.
8 Specifically, for Category of Insured Person 1- Professional Category and Category of Insured
Person 3 (non-staff).
9 Specifically, for Category of Insured Person 2 – General service staff, Field and National Officers
10 
“Net annual salary” means net salary for the level and step in the published salary scale at
the duty station applicable at the time of injury or death. If remuneration is paid on a daily,
weekly or monthly basis, annual salary will be derived on a pro-rata basis.

APPENDIX D, MAIP AND 92 Handbook for Action, In Case of Death


OTHER ENTITLEMENTS
Death
at the
Pension
DutyBenefits
Station
UN Photo/Martine Perret
Chapter 6 outlines the pension benefits due to survivors of UN staff
who died while in the service of the organization. If the deceased
staff member was a participant in UNJSPF, the Personnel or Finance
officer will facilitate the processing of prospective survivors’ benefits
in accordance with UNJSPF requirements. The chapter also provides
a brief explanation of some of the terminology used as well as the
regulations and administrative policies followed by UNJSPF when
processing death in service cases.
CHAPTER VI

PENSION BENEFITS

This chapter provides a brief explanation of some of the terminol- THIS CHAPTER
ogy used and the regulations and administrative policies followed AT A GLANCE:

by UNJSPF when processing death-in-service cases. Any omission A. PENSION BENEFITS


or discrepancy in interpretation that may appear should be resolved DUE TO SURVIVORS
by reference to the Regulations and Rules and Pension Adjustment B. ADMINISTRATIVE
System of the United Nations Joint Staff Pension Fund (http://www. PROCEDURES AND
unjspf.org). REQUIREMENTS

C.  DEFINITION OF
TERMS

A. Pension benefits due to survivors D. ARTICLES RELE-


VANT TO PRO-
When a United Nations staff member who is a participant in UNJSPF CESSING
DEATH-IN-SERVICE
dies in service, the pension benefits due to survivors are as follows:
PENSION BENEFITS
1. Widow’s/widower’s benefit is payable, as the case may be,
to the surviving spouse of a participant under articles 34 and
35 of the Regulations of UNJSPF;
2. Child’s benefit is payable under article 36 of the Regulations
of UNJSPF, to each child of the participant while the child
remains under the age of 21. Benefits may also be payable to
children over age 21, but only if they are found by the United
Nations Staff Pension Committee to have been incapaci-
tated by illness or injury for substantial gainful employment;
3. Divorced surviving spouse’s benefit is payable to the for-
mer spouse of a participant who makes a request and is
determined to be eligible under Article 35 bis of the UNJSPF
Regulations;
4. Secondary dependent’s benefit is payable if there is no sur-
viving spouse, divorced surviving spouse or child eligible for
a periodic benefit. However, this benefit is payable only under
certain circumstances and in strict conformity with article
37 of the Regulations of UNJSPF. A secondary dependent’s
benefit is payable to not more than one surviving secondary

Handbook for Action, In Case of Death 95 PENSION BENEFITS


dependent of a participant who died in service. If such ben-
efit is payable, it would be to either one surviving parent at
the rate for a surviving spouse’s benefit or to one unmarried
surviving sister or brother under the age of 21 at the rate for
a child’s benefit. In the event there is more than one person
eligible under article 37, the benefit shall be payable to the
person designated by the participant or, in the absence of
such designation, to the person designated by the Board;
5. Residual settlement. If there is no surviving relative eligible
for a periodic benefit, as described in (a) through (d) above,
a residual benefit may be payable under article 38 of the Reg-
ulations of UNJSPF. This settlement would be payable to a
recipient designated by the participant on the form, “Desig-
nation of recipient of residual settlement” (PENS.A/2 form).
It should be noted that this is a one-time payment.

B. Administrative procedures
and requirements

1.  Personnel or Finance Officer


To facilitate the processing of prospective survivor benefits, the Per-
sonnel or Finance Officer can do the following:
a. Ensure that survivors have duly completed and submitted
the original, signed payment instruction form (PENS.E/2,);
b. Ensure that a duly completed Separation PA, reflecting the
death in service, is issued and forwarded to UNJSPF, as soon
as possible. To avoid delays in the processing of the survi-
vors’ benefits, it is important that the Separation PA lists the
number, the full names and dates of birth of ALL children
under age 21, regardless of whether or not they are in receipt
of child allowances from the employing organisation, and
where applicable, the amount of such allowances being
paid at the time of the death. Disabled children should be so
identified. Furthermore, the Separation PA should indicate
the full name and date of birth of the spouse recognized by
the Organization, plus any other non-recognised spouse(s)
in cases where the domestic law in a staff member’s home

PENSION BENEFITS 96 Handbook for Action, In Case of Death


country legally recognizes more than one spouse. Finally, if
the staff member has a secondary dependent, this must be
clearly reflected on the Separation PA.
c. Ensure that part A of the Separation Notification (PF.4) form
is duly completed and signed by the Personnel Officer and
part B by the Finance Officer. The original, duly completed
form must then be forwarded to the UNJSPF. For United
Nations international staff, the Separation Notification
form is completed and submitted to the UNJSPF by the UN
Accounts Division. For UNDP and UNICEF, the Separation
Notification form is completed and submitted to the UNJSPF
by the Office of Human Resources and Division of Financial
and Administrative Management respectively.
d. In a case where the deceased staff member has had less than
five years of service, provide confirmation that the staff had
been medically cleared at the time of recruitment. In a case
where the staff had not been medically cleared, it will be nec-
essary to indicate whether or not there had been any refusal
on the part of that staff, to submit to a medical examination.
UN Photo/Sophia Paris

Handbook for Action, In Case of Death 97 PENSION BENEFITS


2. Survivor

The following documents are required by the Fund in order to pro-


cess death benefits for eligible survivors:
a. original death certificate for the staff member (not a medi-
cal certificate) or a certified copy of the death certificate as
issued by local authorities.
b. birth certificate of each spouse, divorced spouse, child under
the age of 21, disabled child over the age of 21, or secondary
dependent;
c. marriage certificate(s);
d. divorce decree(s);
e. Copy of the surviving spouse’s Official Identification docu-
ment such as a national passport or driver’s license wherein
the name and date of birth are indicated and which bears
his/her signature, and
f. The surviving spouse(s) original, duly completed and signed
payment instruction form (PENS.E/2). The signature on the
form must be authenticated or witnessed by either a UN
Official, a local governmental authority or a notary public.
The full name, title and signature of the official authenticat-
ing the signature, and the organization’s stamp or seal, must
be indicated on the form. If thumbprints are used as a sig-
nature by any of these survivors, the thumbprints must be
authenticated/witnessed accordingly.
¤¤ Note: If there is no surviving spouse, the payment instruc-
tions form must be submitted by the court-appointed
legal guardian of the minor children or by the children
themselves, if over age of 16. In the case of the former,
legal guardianship documents must be submitted along
with the payment instructions. If no periodic benefits are
payable, the form must be submitted by the designated
beneficiaries of the residual settlement, as indicated on
the form, “Designation of recipient of a residual settle-
ment” (PENS.A/2). The signature/thumbprint on the form
must be authenticated/witnessed either by a UN Official,
a local governmental authority or a notary public.

PENSION BENEFITS 98 Handbook for Action, In Case of Death


g. Contact UNJSPF to inquire whether or not additional docu-
mentation is required ( for example, in respect of disabled
children over the age of 21, or any secondary dependents
that may be eligible).

For further reference, a thematic booklet on Survivor’s Benefits


is available online at the UNJSPF website: http://www.unjspf.org/
UNJSPF_Web/pdf/SurvivorsBenef.pdf

3.  Active staff members

To facilitate the processing of his or her prospective survivor’s ben-


efits, staff members, while still in active service, can do the following:
a. Ensure that UNJSPF has on record the duly completed and
up-to-date form, “Designation of recipient of a residual set-
tlement” (PENS.A/2);
b. Ensure that the annual statement reflects accurately one’s
personal information, particularly the date of birth, marital
status and number of children under age 21. If it does not, the
correct information should be given to the Personnel Officer,
who should convey the information to UNJSPF through sub-
mission of an updated Personnel Action Report;
c. Ensure that the prospective survivors are aware that if the
participant dies, UNJSPF will need an original death certifi-
cate (i.e., not a medical certificate) or a certified copy of the
death certificate as issued by local authorities;
d. Ensure that spouses or other prospective survivors are aware
of the required documents set out in section B.2 above and
that they have the documents on file ready for submission
when the time comes.

Handbook for Action, In Case of Death 99 PENSION BENEFITS


C.  Definition of terms
Among the terms frequently used by UNJSPF are the following:
a. Beneficiary. This term is used in referring to former UNJSPF
participants who have officially separated from service and
are entitled to periodic benefits from UNJSPF. The term also
refers to a person entitled to a survivor’s benefit (widow/wid-
ower, child, divorced surviving spouse, secondary depend-
ent) or to a one-time payment from the Fund (e.g. a residual
settlement). The eligibility for such benefits is described in
articles 34 to 38 of the Regulations of the UNJSPF.
b. Recipient of a survivor’s benefit under articles 34-37 of
the Regulations of UNJSPF. The recipient is automatically
the widow, widower, divorced spouse, child under 21, disa-
bled child over 21, or eligible secondary dependent. When
a benefit is payable under any of these articles, no benefit
becomes payable under article 38 (residual settlement),
unless, upon the cessation of the payments to survivors, the
total amount of the benefits paid to the beneficiary and his
or her survivors (under articles 34-37) is less than the par-
ticipant’s own contributions plus interest. In this event, the
difference will be paid to the designated recipient as indi-
cated on the most recent PENS.A/2 form.

UN Photo/Antoninho Bernardino

PENSION BENEFITS 100 Handbook for Action, In Case of Death


c. Child. This is defined in the Regulations of UNJSPF as a
child existing on the date of separation or death in service of
a participant, including the stepchild or adopted child of a
participant and a child in utero upon its birth. In the event of
uncertainty as to whether adoption has taken place, the mat-
ter will be decided by the Board. Eligibility for a child’s ben-
efit is addressed in article 36 of the Regulations of UNJSPF.
d. Death after service. UNJSPF uses this term in describing
the death of a beneficiary (i.e., a former active participant
who had retired and who had been receiving a periodic ben-
efit from UNJSPF at the time of his or her death).
e. Death in service. UNJSPF generally uses this term in
describing the death of an active participant of UNJSPF.
There is a distinct difference between this term and the term
death after service which is used to describe the death of a
beneficiary.
f. Designated recipient of a residual settlement. Follow-
ing the death of a participant and provided there are no
survivors entitled to a periodic benefit, this would be the
individual(s) designated by the participant on his or her
most recent PENS.A/2 form (as defined in article 38 of the
Regulations of UNJSPF). In the absence of such designated
recipient, the settlement would be paid to the estate of the
participant;
g. Legal guardian. Benefits due and payable under the Regula-
tions of UNJSPF to the children of a participant shall, unless
there are exceptional circumstances, be paid on their behalf
to the surviving parent or legal guardian of each child. The
legal guardian for UNJSPF purposes would be the person
having legal custody of a beneficiary to whom UNJSPF pen-
sion benefits are due. It generally refers to a court-appointed
guardian of a minor child or other beneficiary who is medi-
cally and legally determined to be incapable of managing his
or her affairs;
h. Medical examination. In respect of Fund benefits, the
significance of undergoing a medical examination cannot
be emphasized enough. If an active participant refuses to
undergo a medical examination at the time of recruitment

Handbook for Action, In Case of Death 101 PENSION BENEFITS


or when the staff member is eligible to become a participant
in the Fund, there will be no spousal and/or secondary ben-
efit due until that participant qualifies by completing five
years of contributory service with UNJSPF. The complete
terms of this requirement are contained in article 41 of the
Regulations of UNJSPF;
i. Next of kin. This term is not used officially by UNJSPF in its
Regulations and Rules, as it is generally the Personnel Officer
of the employer organization who makes initial contact with
the next of kin in respect of death-in-service cases. In such
cases, UNJSPF subsequently interacts with the surviving
spouse, children and/or legal guardians if children are of a
minor age and, failing that, with the designated recipient of
a residual settlement, as indicated on UNJSPF’s A/2 form;
j. Normal retirement age. This term is defined in the Regula-
tions of UNJSPF to mean age 60, except that it shall mean
age 62 for a participant whose participation commenced or
recommenced on or after 1 January 1990;
k. Participant. This term is most frequently used by UNJSPF
in referring to active staff members whose eligibility to par-
ticipate in UNJSPF has been determined in accordance with
article 21 of the Regulations and Rules of UNJSPF. Although
it generally refers to those staff members who are contribut-
ing a percentage of their pensionable salary (7.9 per cent)
to UNJSPF, the term also incorporates those staff members
who are on officially approved leave, with or without pay;
l. Regulations. This refers to the Regulations of UNJSPF,
as adopted by the United Nations General Assembly and
amended from time to time by the General Assembly, follow-
ing recommendations by and consultation with the United
Nations Joint Staff Pension Board (UNJSPB). The Regulations
of UNJSPF, as well as its adjustment system, are now avail-
able on the Internet (http://www.unjspf.org);
m. Secondary Dependant. This term shall mean the mother
or father, or an unmarried brother or sister under the age
of 21, who was dependent on the participant at the date
of the participant’s death in service, or from the date of
the participant’s separation from service to the date of the

PENSION BENEFITS 102 Handbook for Action, In Case of Death


participant’s death if she or he died
after separation. Eligibility for a
secondary dependent’s benefit is
addressed in article 37 of the Regu-
lations of UNJSPF. The Board has
further prescribed, in the Adminis-
trative Rules of UNJSPF, the mean-
ing of dependent for the purpose of
determining eligibility for benefits;
n. United Nations Joint Staff Pen-
sion Board. UNJSPF is adminis-
tered through the Board, which
currently comprises 33 members,
representing the United Nations
and 23 other member organiza-
tions. The Board members are
chosen as follows: one third by the

UN Photo/Logan Abassi
General Assembly and the corre-
sponding governing bodies of the
other member organizations, one
third by the Executive Heads and
one third by the participants;
o. United Nations Joint Staff Pen-
sion Fund. This is the name of the multi-employer defined
benefit pension fund that was established by the General
Assembly to provide retirement, death, disability and related
benefits for the eligible staff of the United Nations and of 18
other member organizations of UNJSPF;
p. Widow. In the event a participant dies while in the service
of a member organization of UNJSPF, a widow’s benefit is
payable to the surviving female spouses of that participant.
Article 34 of the Regulations of the Fund enumerates the full
scope of a widow’s entitlement. The Regulations also pro-
vide, under specific conditions, for benefits to be payable to
divorced surviving spouses (article 35 bis);
q. Widower. In the event a participant dies while in the service
of a member organization of UNJSPF, a widower’s benefit is
payable to the surviving male spouses of that participant.

Handbook for Action, In Case of Death 103 PENSION BENEFITS


Article 35 of the Regulations of UNJSPF enumerates the full
scope of a widower’s entitlement. The Regulations also pro-
vide, under specific conditions, for benefits to be payable to
divorced surviving spouses (article 35 bis).

PENSION BENEFITS 104 Handbook for Action, In Case of Death


UN Photo/JC McIlwaine

Benefits
Insurance
Chapter 7 provides an overview of insurance benefits, options and
regulations, and offers advice for the processing of cases in which a
staff member has died while in the service of the organization. Health
insurance benefits are available for the spouse and eligible depend-
ant children of a deceased staff member, or for those they designated
for that purpose.
CHAPTER VII

INSURANCE BENEFITS

A. Health insurance
THIS CHAPTER
More detailed information is available through ICCS. AT A GLANCE:

Applying for ASHI. The spouse and eligible dependant children A. HEALTH
INSURANCE
of a staff member who dies in service while participating in a
United Nations contributory health insurance plan may apply for B. LIFE INSURANCE

ASHI if they meet both of the following conditions:


1. They are participating in the same health insurance plan at
the time of death of the staff member;
2. They are eligible for a periodic benefit awarded under the
Regulations of UNJSPF and/or appendix D to the Staff Rules.

An outline of the ASHI programme is set out in information cir-


cular ST/AI/2007/3, dated 1 July 2007, which may be ordered
from Documents Distribution or accessed on the United Nations
intranet under Staff Services, Insurance.
An application package consists of the following:
a. Items provided by ICCS:
i. ASHI application form (see exhibit 10);
ii. Authorization to deduct ASHI premium contributions
from the pension benefit (see exhibit 11);
b. Items provided by other United Nations offices:
i. Copy of final pay statement, issued by the Payroll Sec-
tion; form F-98A (see exhibit 7);
ii. Retirement pension number, assigned by the Pension
Fund.

Handbook for Action, In Case of Death 107 INSURANCE BENEFITS


B.  Life insurance
GLI benefit. GLI is an unsubsidized, optional benefit, under-
written by Aetna Life Insurance Company. Claims are submitted
through ICCS to Aetna for processing. Proceeds are issued sepa-
rately to each beneficiary and/or to the guardian of the estate
of a minor child who is a beneficiary. Several weeks should be
allowed from the date the claim is submitted to Aetna, not from
the date of the staff member’s death, for completion of the claims
process. There is no deadline for submission of claims. For an
example of Life insurance request form, see exhibit 9.
Beneficiaries. In the event that a deceased staff member had
elected to participate in the GLI programme, it should not be
assumed that there is correspondence between beneficiary
instructions provided by the staff member to his or her adminis-
trative office, the Pension Fund, and the Insurance Section. GLI
beneficiaries are those most recently designated on an Aetna
form for that purpose. There are no restrictions on the number
of persons or entities that may be designated as life insurance
beneficiaries. Familial relationship does not confer automatic
beneficiary status.
How to initiate a claim after the death of a staff member? A
claim is initiated by notifying ICCS of the death of a staff mem-
ber. At that point, it is preferable that ICCS communicate directly
with the GLI beneficiaries or their authorized representatives. In
the event that life insurance records are maintained at duty sta-
tions other than New York, certification of current GLI partici-
pation and premium status will be requested by ICCS from the
office concerned.
A claim package consists of the following (with English transla-
tions where applicable):
a. Original or legally certified copy of the death certificate;
b. Official medical certification of cause of death when not part
of the death certificate;
c. W-9 (United States Department of the Treasury) form, com-
pleted by each beneficiary or guardian in the case of a minor
child, providing beneficiary name, address, and United

INSURANCE BENEFITS 108 Handbook for Action, In Case of Death


States social security number or, where there is no United
States social security number but where the beneficiary
resides in the United States, his or her visa status. Benefi-
ciaries without United States social security numbers who
reside outside the United States may complete a W-8 form.

Additional documentation. Depending on the circumstances,


additional documentation may be required, such as the following:
d. Court-issued appointment of guardianship for the estate
(property/assets) of beneficiaries who have not reached the
age of majority. Where this is the surviving parent, under
certain legal systems a copy of the law stating this and
the age of majority, along with birth certificates giving the
names of father and mother, may be submitted in lieu of a
court document;
e. Five years of prior medical records for the deceased, should
his or her death occur within two years of enrolment in
the GLI programme based on an “evidence of insurability”
statement;
f. Police or other official report on the circumstances of an
accident resulting in the death of the staff member, in order
to determine if the accidental death benefit is payable under
the terms of the GLI contract;
g. Copy of an officially recognized certificate of death for any
current beneficiary who is deceased;
h. Court-issued appointment of a person recognized as legally
entitled to manage or to liquidate the property or assets of
the deceased staff member, should there be no living GLI
beneficiaries to receive the claim proceeds. Where this is
not established to the satisfaction of Aetna’s Legal Depart-
ment, the benefit cheque will be issued to the estate of the
deceased. Those closest to the deceased may then seek the
documentation needed under their legal system to allow a
bank to accept the payment as issued. Benefit cheques have
no expiry date;
i. In the event that a beneficiary dies after the insured but
before a claim is paid, determination as set out in (e) above
of a legal representative for that beneficiary’s estate;

Handbook for Action, In Case of Death 109 INSURANCE BENEFITS


j. Validated New York estate tax waiver notice when life insur-
ance proceeds exceed $50,000 and beneficiaries include
anyone other than or in addition to a spouse, should the
deceased have a New York State residence. Applications
and additional information are obtained from the New York
Estate Tax Processing Center, PO Box 5556, New York, NY
10087-5556. The telephone numbers are as follows: tel. 518-
485-6800 or 800-225-5829.

INSURANCE BENEFITS 110 Handbook for Action, In Case of Death


Ceremonies,
Death
Memorial
atand
Services the
SpecialDuty Station
Procedures
UN Photo/Martine Perret
Chapter 8 offers suggestions on how to arrange memorial services
for staff members who die while in the service of the organization.
Organizing a memorial is an important way of honouring and paying
respect to the life of staff who dedicated their life for the organization.
CHAPTER VIII

CEREMONIES, MEMORIAL
SERVICES AND SPECIAL
PROCEDURES

Whenever United Nations staff members or associated personnel THIS CHAPTER


AT A GLANCE:
die in an area involving special hazards or under other special cir-
cumstances, legal actions, protocol, ceremonies and memorial ser- A. MEMORIAL
SERVICES
vices, as appropriate, may be required. The present chapter provides
a summary of some special procedures required to ensure that the B. TRANSPORTATION
remains of the deceased are treated with respect and dignity. The OF THE REMAINS

chapter also offers suggestions on how to arrange memorial services C.  FLAGS AND
for staff members who die while in the service of the Organization. ­HONOUR GUARDS
When the circumstances of a staff member’s death or his or her posi-
tion in the Organization is of such public interest as to involve the
Secretariat as a whole, OHRM may assume responsibility for such
arrangements, either at its initiative or at the request of the coordi-
nating department or office (see chapter I).
In planning ceremonies, memorial services and other special proce-
dures, the wishes of the next of kin should be respected and given
priority over the suggestions contained in this chapter.

A. Memorial services
Holding memorial services for staff who have lost their lives in the
line of duty or while in the service of the Organization, while a sad
duty, is an important action by which the Organization upholds
the noble causes of the United Nations, pays its respects to the life
and work of staff who have dedicated their lives to the Organiza-
tion, and helps the bereaved families cope with the loss of their
loved ones. Suggestions for organizing memorial services are given
below. Some of these suggestions may need to be adapted to local
circumstances.

Handbook for Action, In Case of Death 113 CEREMONIES,


MEMORIAL SERVICES
AND SPECIAL PROCEDURES
1. Arrange an annual memorial event to honour the deceased
staff members. Traditionally, during Staff Day at Headquarters
(in September) a memorial service is held at which there is a roll-
call of staff, both civilian and military, who have lost their lives
in the line of duty. In view of the number of casualties in peace-
keeping missions and related events, it might be appropriate to
arrange an official memorial service at Headquarters, to be held
annually on an appropriate date, for example, during the session
of the General Assembly, to honour staff members who have lost
their lives in the line of duty during the preceding 12 months. In
the case of catastrophic events, special memorial events may
also be arranged at Headquarters and duty stations away from
Headquarters.
2. Organize a memorial service for the deceased. In principle,
it is the responsibility of the parent department/office/duty sta-
tion of the deceased, through the chief of the relevant office,
to organize a memorial service at a suitable site, subject to the
wishes of the next of kin and with due respect for religious beliefs
and customs. Memorial services held at the parent duty station
do not, of course, preclude the organization of other memorial
services. Colleagues should feel welcome to organize suitable
memorials for the deceased. When the circumstances of a staff
member’s death or his or her position in the Organization is
of such public interest as to involve the Secretariat as a whole,
OHRM, in consultation with the EOSG, may assume the respon-
sibility, either at its own initiative or at the request of the coordi-
nating department or office, for organizing a memorial service.
3. Take into account the wishes of the family and the cultural
background of the deceased. In planning a memorial service,
it is important to take into account the wishes of the family, even
if the service will be attended primarily by the colleagues of the
staff member, and also the cultural background of the deceased.
The family focal point may act as the liaison between the family
and the Organization with regard to the following:
a. Official memorial service to be held at Headquarters. An
ad hoc inter-office working group should be convened to over-
see the preparations. The group should work in close coor-
dination with the Executive Office of the Secretary-General

CEREMONIES, 114 Handbook for Action, In Case of Death


MEMORIAL SERVICES
AND SPECIAL PROCEDURES
UN Photo/Sophia Paris

and other offices/departments affected and should be con-


vened by the Assistant Secretary-General for OHRM.
b. Memorial services to be held within a department/office/duty
station away from Headquarters. The Chief of Office should
convene a working group to oversee the preparations.

4. Decide the size of the memorial service and the degree of its
formality. The size of the memorial service and the degree of its
formality should be decided upon first. High-level memorial ser-
vices to be attended by more than 200 people will require a large
conference room or similar facility, which will have to be booked
or rented. A list of speakers will also be needed. Some depart-
mental memorial services for 20-50 participants may be held in
departmental conference rooms. Smaller memorials may take
place in the Meditation Room at Headquarters in New York or
in the office of the DOA/CAO at offices away from Headquarters.
5. Regular protocol for memorial services. For memorial ser-
vices, the need for the following may be taken into consideration:
a. Designating the master of ceremonies.
b. Preparing and printing a simple programme of events,
which may include a favourite quote, poem or picture of the
deceased.

Handbook for Action, In Case of Death 115 CEREMONIES,


MEMORIAL SERVICES
AND SPECIAL PROCEDURES
c. Inviting colleagues to speak, read a poem, play a piece of
music or light a candle.
d. Providing time for others to speak extemporaneously.
e. Planning for a moment of silence or other group tribute.
f. Offering prayer, as appropriate.
g. Displaying photos of the deceased.
h. Opening a book of condolences for signature.
i. Providing liaison with the family.
6. Additional protocol. When the circumstances of a staff mem-
ber’s death or his or her position so warrants, the Executive Office
of the Secretary-General, the Office of Human Resources Man-
agement and other offices/departments affected may assume
the responsibility for organizing a memorial service. For high-
level memorial services, the group making the arrangements
should consider the need for the following:
a. Designating a master of ceremonies.
b. Designating and setting up the meeting room, including the
provision and placement of flowers and flags.
c. Inviting staff members and officials of the United Nations,
representatives of the permanent missions and special guests.
d. Inviting families, as applicable, and, in consultation with the
family focal point, facilitating the travel requirements for the
family members.
e. Preparing the list of speakers and notifying the speakers.
f. Drafting and printing the programme for the event.
g. Preparing the scenario for the event.
h. Arranging for honour guards and the display of the flags of
the United Nations.
i. Arranging for security at the airport and for the family of the
deceased, as appropriate.
j. Preparing statements by the Secretary-General and other
officials
k. Preparing publicity, as appropriate.

CEREMONIES, 116 Handbook for Action, In Case of Death


MEMORIAL SERVICES
AND SPECIAL PROCEDURES
7. Possible tributes to be held by colleagues. In some cases, col-
leagues of the deceased may wish to prepare a lasting tribute that
in some way reflects the personality or interests of the deceased.
Among such tributes that have been made on past occasions are
the following:
a. Planting a tree.
b. Making a contribution to a school playground.
c. Making a contribution to a scholarship fund.
d. Making a contribution to a favourite charity.
e. Issuing a plaque.
f. Creating a memorial chair or garden.
8. Memorials or tributes should be planned with the knowledge
and agreement of the family.

B. Transportation of the remains


1.  Road movement
When the remains are moved by road, a United Nations official
should accompany them. In moving the remains to and from
airports, the local authorities should be requested to provide a
police escort.

2. Movement from overseas to the home country


or the country of burial
In repatriating the deceased to his or her home country or the
country of burial, the following actions should be followed:
a. A United Nations official or escort chosen by the family
should accompany the remains at all times during repatria-
tion to the home country or the country of burial. The official
or another so designated at the receiving location should for-
mally return the remains to the family;
b. The United Nations official accompanying the remains
should bring the following:
i. The personal effects of the deceased (see chapters I, II
and IV for details);

Handbook for Action, In Case of Death 117 CEREMONIES,


MEMORIAL SERVICES
AND SPECIAL PROCEDURES
ii. Original copies of certificates of death, health and
embalmment. These documents should also be trans-
lated into the language used at the point of disem-
barkation. The documents should be faxed to the
repatriation location to facilitate speedy government
clearance of the coffin on return to the home country;
iii. The personal documents of the deceased, including pass-
port, laissez-passer and, where applicable, health card.
c. Where applicable, the immediate family of the deceased
may accompany the remains during repatriation.

3. Reception at the airport


For reception of the remains at the airport, the following arrange-
ments should be made by the United Nations in consultation
with family, who may choose to forego any of these actions:
a. One or more United Nations officials should coordinate
all actions at the airport. Members of the immediate family
should be invited to be present to receive the remains. An
offer should be made to arrange transportation of the imme-
diate family to and from the airport.
b. In advance of arrival, arrangements must be made with a
local funeral home or hospital for transportation of the
coffin from the airport.
c. Arrangements should be made with airport authorities (cus-
toms, immigration and police) to facilitate the quick and dig-
nified reception of the remains. Where possible, the remains
should be received formally at the cargo hold of the plane.
d. Where available, a United Nations honour guard (com-
prising at least two personnel) should be present to assist in
receiving and escorting the remains.
e. Where appropriate, the cortège should be escorted by local
police and a United Nations honour guard.
f. Arrangements should be made with the airline company
to ensure that the United Nations official escorting the
deceased will be able to move quickly to the cargo area
and to present the appropriate documentation to customs,
immigration and health officials.

CEREMONIES, 118 Handbook for Action, In Case of Death


MEMORIAL SERVICES
AND SPECIAL PROCEDURES
g. Once the packing material has been removed from the cof-
fin, adequate time should be allowed for the immediate fam-
ily to lay flowers and pay their respects;
h. The coffin should be draped with a flag in accordance with
the procedures set out in section ‘C’ below (paragraphs 1-3).

C.  Flags and honour guards


1. Select the appropriate flag. Depending on the circumstances,
the flag of the United Nations or the host country, or the flag of
the home country of the deceased may be used to drape the cof-
fin and in other ceremonies. When possible, the immediate fam-
ily should be consulted on the choice of flag. If the family has no
preference or seeks the advice of
the United Nations, the flag of the
United Nations should be selected.
2. Flag of the United Nations.
When a decision is made to use
the flags of one or more Member
States in addition to the flag of
the United Nations, the flag of the
United Nations will always have
precedence.
3. How to drape the coffin with the
flag? Where it has been decided to
drape the flag of the United Nations
over the casket, the flag used should
have the dimensions 6’ x 9’. The flag
should be issued to the escort, who
will use it to drape the casket in
official ceremonies in the mission
area prior to departure, in official
ceremonies en route (if any), and
in ceremonies in the home country
unless such a practice is proscribed
by national regulations. The flag
UN Photo

should be placed on the casket

Handbook for Action, In Case of Death 119 CEREMONIES,


MEMORIAL SERVICES
AND SPECIAL PROCEDURES
with the United Nations emblem centred on the upper surface. The
material of the flag should be folded neatly to cover the ends and
sides of the casket and fastened securely so that it will remain in
place even during windy conditions and during movement of the
casket from one place to another.
4. What to do with the flag after the funeral ceremonies? The flag
should not be interred or otherwise disposed of with the remains. If
the next of kin expresses the wish to retain the flag after the funeral
ceremonies, the flag may be given to him or her. Alternatively, the
escort will return the flag to the place where it was issued.
5. Composition of the honour guard. The immediate family
should be consulted on the composition of the honour guard.
When the immediate family has no preference or when it seeks
guidance, honour guards will be drawn from the following:
a. Uniformed United Nations security staff.
b. Military or civilian police personnel serving with the United
Nations.
c. Officials of the police, security or military forces of the host
country.
d. Officials of the police, security or military forces of the home
country of the deceased.

6. A United Nations honour guard officiating at a funeral ceremony


should normally comprise seven personnel.
7. Member State participation in the honour guard. When a
decision is made to form an honour guard comprising personnel
from the United Nations and a Member State, the policies and
procedures of the Member State and its decisions on the form of
the honour guard will take precedence.
8. About carrying weapons or firing. United Nations honour
guards should not carry weapons, but they may be armed in
accordance with local practice. United Nations honour guards
shall not fire volleys or fusillades.
9. Positioning and actions of the honour guards. The positioning
and actions of honour guards will be dictated by local practice
and the physical environment. At the site of the grave or during

CEREMONIES, 120 Handbook for Action, In Case of Death


MEMORIAL SERVICES
AND SPECIAL PROCEDURES
a church service or other activity when the coffin is in view, the
honour guard should flank the coffin, facing towards the mourn-
ers. United Nations honour guards should be posted before
the arrival of the mourners. The honour guard should remain
at “parade rest” for the duration of the duty or until the end of
the ceremony. When ceremonies of long duration are expected,
arrangements should be made to relieve each honour guard at
20-minute intervals.
Under normal circumstances, honour guards should not be
used as pall-bearers but should escort the coffin to and from the
hearse or to the site of the grave.

Handbook for Action, In Case of Death 121 CEREMONIES,


MEMORIAL SERVICES
AND SPECIAL PROCEDURES
Death
at the
DutyAnnexes
Station
UN Photo/Pasqual Gorriz
THIS CHAPTER
AT A GLANCE:

ANNEX 1 ANNEX 1:
ACTIONS TO BE TAKEN:
CHECKLISTS AT A
CHECKLISTS AT A GLANCE GLANCE

ANNEX II:
SOURCES OF
REFERENCE
Actions to be taken in all cases of death
ANNEX III:
These actions may be carried out in a different order, or at the EXHIBITS,
same time, depending on the circumstances. SAMPLE FORMS

See Chapter 1, section D for further information


ACTION 1
CONFIRM AND ASCERTAIN THE NATURE OF DEATH

ACTION 2
IDENTIFY AND CONTACT THE DESIGNATED EMERGENCY
CONTACT AND THE FAMILY OR NEXT OF KIN

ACTION 3
ASSIST IN MAKING ARRANGEMENTS FOR
TRANSPORTATION OF THE REMAINS

ACTION 4
NOTIFY OTHER UNITED NATIONS OFFICES

ACTION 5
OPEN/SEAL THE DESK OF THE DECEASED

ACTION 6
SEND LETTERS OF CONDOLENCE

PHOTOCOPY
ACTION 7 AND USE THIS
OBTAIN CERTIFIED COPIES OF THE DEATH CERTIFICATE CHECKLIST
FOR ACTIONS
ACTION 8 TO BE TAKEN IN
ASCERTAIN BENEFICIARIES FOR THE PURPOSE ALL CASES OF DEATH
OF ASSESSING ENTITLEMENTS AND BENEFITS

ACTION 9
DETERMINE ELIGIBLE BENEFICIARIES AND INITIATE
SETTLEMENTS OF PAYMENTS AND ENTITLEMENTS

Handbook for Action, In Case of Death 125 INSURANCE BENEFITS


ANNEXES
Actions to be taken at the Field Mission
by the Head of Administration at the Mission
These actions may be carried out in a different order, or at the
same time, depending on the circumstances.

See chapter 2, part A for more information

ACTION A.1
ASCERTAIN THE NATURE OF DEATH

ACTION A.2
NOTIFY FPDS AND IDENTIFY AND NOTIFY THE EMERGENCY CONTACT OR
NEXT OF KIN

ACTION A.3
COMPLETE THE “NOTIFICATION OF CASUALTY” FORM

ACTION A.4
ARRANGE FOR AN AUTOPSY AND/OR AN INVESTIGATION, AS
APPROPRIATE (APPLICABLE TO ALL CASES OF SUSPECTED WRONGDOING)

ACTION A.5
ARRANGE FOR THE PROPER HANDLING OF THE REMAINS,
PENDING TRANSPORTATION

ACTION A.6
ARRANGE FOR THE TRANSPORTATION OF THE REMAINS

ACTION A.7
OBTAIN CERTIFIED COPIES OF THE DEATH CERTIFICATE

ACTION A.8
SECURE THE OFFICE AND/OR RESIDENCE AND TAKE
PHOTOCOPY AND AN INVENTORY OF PERSONAL EFFECTS
USE THIS CHECKLIST
FOR ACTIONS TO BE
ACTION A.9
RETRIEVE ITEMS BELONGING TO THE UNITED NATIONS
TAKEN AT THE
FIELD MISSION
BY THE HEAD OF
ACTION A.10
ARRANGE FOR COUNSELLING
ADMINISTRATION
AT THE MISSION
ACTION A.11
CONVENE A BOARD OF INQUIRY

ACTION A.12
ARRANGE FOR A CEREMONY TO BE HELD AT THE MISSION

ACTION A.13
ATTEND THE FAMILY AND/OR PRIVATE CEREMONY
AT THE PLACE OF BURIAL

INSURANCE BENEFITS
ANNEXES 126 Handbook for Action, In Case of Death
Actions to be taken at the Field Mission
by Personnel Management and Support Service
These actions may be carried out in a different order, or at the
same time, depending on the circumstances.

See chapter 2, part B for more information

ACTION B.1
NOTIFY THE EMERGENCY CONTACT OR NEXT OF KIN

ACTION B.2
NOTIFY OTHER UNITED NATIONS OFFICES

ACTION B.3
PREPARE AND DISPATCH LETTERS OF CONDOLENCE

ACTION B.4
IDENTIFY ALL DEPENDANTS AND BENEFICIARIES

ACTION B.5
DETERMINE AND ESTIMATE ENTITLEMENTS

ACTION B.6
CALCULATE ANY AMOUNTS DUE TO THE ORGANIZATION,
IF APPLICABLE, AND INITIATE FINAL CLEARANCE

ACTION B.7
FILE THE ADVISORY BOARD AND COMPENSATION CLAIM,
AS APPROPRIATE

ACTION B.8
FILE INSURANCE PAPERS PHOTOCOPY
AND USE THIS
ACTION B.9 CHECKLIST
COORDINATE THE PREPARATION OF THE MEMORIAL DISPLAY FOR ACTIONS
WITH THE DEPARTMENT OF PUBLIC INFORMATION TO BE TAKEN
AT THE
FIELD MISSION
BY PERSONNEL
MANAGEMENT AND
SUPPORT SERVICE

Handbook for Action, In Case of Death 127 INSURANCE BENEFITS


ANNEXES
Actions to be Taken in Mass Casualty Crises
These actions may be carried out in a different order, or at the
same time, depending on the circumstances.

See chapter 4, part D for more information

ACTION 1
DEPLOY FST WITH APPROPRIATE RESOURCES

ACTION 2
COMMUNICATE STATUS OF EMERGENCY

ACTION 3
SET UP EMERGENCY STRUCTURES: WEB PORTAL, CALL CENTRE AND
RECEPTION CENTRE

ACTION 4
SET UP FFP SYSTEM

ACTION 5
COORDINATE INFORMATION REGARDING INJURED AND DECEASED STAFF
MEMBERS

ACTION 6
COORDINATE REPATRIATION OF BODIES

ACTION 7
ASSIST VISITING FAMILY MEMBERS

ACTION 8
RETURN OF PERSONAL EFFECTS

PHOTOCOPY AND ACTION 9


USE THIS CHECKLIST TRACK PROGRESS AND NEEDS OF AFFECTED FAMILIES AND STAFF
FOR ACTIONS
TO BE TAKEN IN
ACTION 10
MASS CASUALTY
ARRANGEMENT OF MEMORIAL SERVICE
CRISES

INSURANCE BENEFITS
ANNEXES 128 Handbook for Action, In Case of Death
ANNEX II

SOURCES OF REFERENCE

Inventory of available material

1.  Staff Rules


a. S.R 1.6: Staff members beneficiaries
b. S.R 3.18 (i): Payment in case of the death of an eligible staff
member
c. S.R 3.6: Dependency allowances
d. S.R 7.1: Official travel of staff members
e. S.R 7.2: Official travel of eligible family members
f. S.R 7.15 ( j): Advanced shipment of personal effects and
household goods for staff holding a fixed-term or continu-
ing appointment and who are entitled to removal
g. S.R 7.16: Removal and non-removal costs
h. S.R 7.18: Transportation of decedents
i. S.R 9.11 (a)(vii): Last day for pay purposes

2.  Appendix D to Staff Rules


a. Rules governing compensation in the event of death, injury or ill-
ness attributable to the performance of official duties on behalf of
the United Nations

Responsible office: OHRM


Recipients of material: 100 series staff

3. ST/AI/295 and ST/AI/296 for consultants and individual


contractors as amended by ST/AI/1999/7
Responsible office: OHRM
Recipients of material: All consultants and individual contractors

Handbook for Action, In Case of Death 129 INSURANCE BENEFITS


ANNEXES
4.  Administrative instruction ST/AI/2000/14
a. Coordination of action in cases of death of staff members
b. Travel and transportation in cases of death or health-related
emergency
Responsible office: OHRM
Recipients of material: Personnel staff, Various United Nations offices
and staff

5.  Staff member’s forms


a. P.2: Designation, change or revocation of beneficiary
b. PENS. A/2: Designation of recipient of a residual settlement
c. Personnel information form
d. Aetna designation of beneficiary (etc.)
Responsible office: OHRM, Pension Fund, DPKO, Insurance Section
Recipients of material, All staff , Staff on mission assignment

6.  Pension Fund


a. Documentation required by UNJSPF in order to process a death
benefit for the death in service of a United Nations staff member
b. Pension system overview (#6010, P. manual)
Responsible office: Pension Fund
Recipients of material: Personnel staff

7. Insurance
a. Possible life insurance claim
Author: Insurance
Recipients of material: All staff

8.  Office of the United Nations Security Coordinator


a. Actions required in case of death of staff members under suspi-
cious or unclear circumstances and /or accidents
Author: Office of UN Security Coordinator
Recipients of material: Field missions

9.  Peacekeeping operations


a. Procedures developed for use in notifying next of kin of death
includes the following:
b. Memo to heads of missions requesting them to ensure that rele-
vant specific forms are updated by all civilian mission personnel
and notification details in case of emergency

INSURANCE BENEFITS
ANNEXES 130 Handbook for Action, In Case of Death
c. Sample fax to permanent mission re: death/serious injury of one
of their nationals

Author: DPKO, FALD, Personnel


Recipients of material: All AIMS staff , Heads of mission, Force com-
manders and CAOs

10.   Peacekeeping operations


a. Procedures in cases of death of a staff member include the
following:
b. Sequence of actions (who does what) for military, civilian and civil-
ian police fatality
c. Step-by-step instructions to be followed by duty officer
d. Flow chart of actions to be taken by duty officer in ­Situation Center
e. Example of letter of condolence ( for military personnel)
f. Amendment to Field Administration Manual, chapter 9
g. SOPs on reporting of casualties on Peacekeeping Operations

Author: DPKO Situation Centre


Recipients of material: All AIMs staff , All CAOs

11.  Medical Support Manual


a. Notification of major illnesses/injury, disability and death

Author: Medical service


Recipients of material

12. Checklists
a. List of questions and information needed in event of a death
b. Checklist of benefits in the event of death/disability while per-
forming official functions on behalf of the United Nations

Author: Working Group on Staff Humanitarian Affairs, Field Service ,


Staff Union
Recipients of material, Executive Officers, Chiefs of Administration,
All mission staff
(Refer to chapter IX for detailed recommendations.)
Permanent missions are not to be advised of civilian casualties.
(Whenever dealing with families who have suffered a loss, it is important to show sensitiv-
ity and patience. It may be necessary to repeat the same request many times. The family
focal points can assist in this process if they are present in the meetings with the family
member

Handbook for Action, In Case of Death 131 INSURANCE BENEFITS


ANNEXES
ANNEX III

EXHIBITS

Find samples of these documents on the following pages

1. Noticas form
2. Notification memo to UN Offices
3. Letter of condolence in English
4. Lettre de condoléances en Français
5. Disability/Death Benefit form
6. Separation Payment form
7. Personal Payroll clearance action
8. Fund beneficiary form
9. Life insurance request form 1
10. Application for ASHI and Pension Fund Deduction (2 pages)
11. Authorization to deduct ASHI Premium contribution
from the Pension Benefit
12. Claim for compensation Under Appendix D
13. Pension fund residual settlement form
14. Claim for Loss or Damage to Personal Effects

INSURANCE BENEFITS
ANNEXES 132 Handbook for Action, In Case of Death
Exhibit 1 Sample
Noticas form

Handbook for Action, In Case of Death 133 INSURANCE BENEFITS


ANNEXES
Exhibit 2 Sample
Notification memo to UN Offices

United Nations Nations Unies


INTEROFFICE MEMORANDUM MEMORANDUM INTERIEUR

T O :   Dr. Brian Davey, Medical Director D A T E :   [insert date]


A :   Medical Services Division, OHRM

Ms. Rama Venugopalan, Officer-in-Charge


Insurance and Disbursement Service, OPPBA

Mr. Bernard G. Cocheme, Chief Executive Officer


of the UNJSPF and Secretary of the UNJSPB

Ms. Mavis Carroll-Emory, Chief


Health and Life Insurance Section, OPPBA

Ms. Dawn Straiton, Staff Counsellor


Staff Counsellor’s Office, OHRM

Ms. Sumiyo Sudo-Rao, Chief


Section B, HR Services, LDSD/OHRM
  REF:

T H R O U G H :  

S / C   D E :  

F R O M :   [Name of HR Expert]
D E :   [Title, Division, Department]
 

S U B J E C T :   Death of Mr./Ms. [insert the name of staff member], (Index No. )


O B J E T :  

1. Following the earthquake on 12 January 2010, we deeply regret to inform you of


the death of Mr./Ms. [name of staff member] of [nationality] in Port-au-Prince,
Haiti.

2. The deceased was [ title ], [ level ] in MINUSTAH, Haiti.

3. He/She is survived by his/her spouse, [name of spouse, if applicable] and a


child/[number] of children.

4. We will provide the death certificate and any additional relevant information as we
received it from MINUSTAH.

INSURANCE BENEFITS
ANNEXES 134 Handbook for Action, In Case of Death
Exhibit 3 Sample
Letter of condolence in English

[insert date]

Dear Mr./Ms. [insert name……],

It is with great sadness that I learned of the death of your [husband, wife,
son, daughter…], [name of staff member], while serving with the United Nations
Stabilization Mission in Haiti, following the earthquake of 12 January 2010.

I write to convey my sincere condolences for your loss, and to pay tribute to
your [husband, wife, son, daughter…]’s dedication, competence, and valued
performance, worthy of the highest professional standards as a United Nations
staff member. Mr./Ms. [name of staff member] demonstrated devotion to the work
of our Organization in the service of peace and those in need.

At this time of grief, there is little that one can say to bring comfort or
reassurance. It may, nevertheless, be of some solace for you to know that the
United Nations family mourns with you.

Yours sincerely,

BAN Ki-moon

Mr./Ms. [name of next of kin]


City, Country (not full address)

Handbook for Action, In Case of Death 135 INSURANCE BENEFITS


ANNEXES
Exhibit 4 Sample
Lettre de condoléances en Français

Le 15 janvier 2010

Cher/Chère Monsieur/Madame, (do not put the family name)

C’est avec une profonde tristesse que j’ai appris le décès de votre époux/épouse
en poste au sein de la Mission des Nations Unies pour la Stabilisation en Haïti, à la suite
du tremblement de terre du 12 janvier dernier.

Je vous adresse mes plus sincères condoléances et voudrais par la présente lui
rendre hommage. Monsieur/Madame (Family name) a démontré tout au long de sa
carrière au sein des Nations Unies un engagement sans faille au service de la Paix et des
plus vulnérables ainsi qu’un travail dévoué et de grande qualité.

Il est difficile de trouver les mots justes pour soulager votre douleur en ce moment
de deuil. Soyez néanmoins assuré(e) que la famille des Nations Unies partage votre
peine.

Je vous prie de croire, Madame/Monsieur, en l’expression de mes salutations


distinguées.

Ban Ki-moon (do not change the


case)

Madame/Monsieur (last name)


Ville, Pays (not full address)

INSURANCE BENEFITS
ANNEXES 136 Handbook for Action, In Case of Death
Exhibit 5 Sample
Disability/Death Benefit form

UNITED NATIONS JOINT STAFF PENSION FUND

INSTRUCTIONS FOR PAYMENT OF DISABILITY OR DEATH BENEFIT(S)


IMPORTANT
Please Enter Pension Number
PLEASE PRINT OR TYPE

Important Notes:

I. Use this form to submit payment instructions ONLY for Disability or Death benefits payable under the
UNJSPF Regulations. For other types of benefits, please obtain the appropriate form from the
Secretary of your Staff Pension Committee or the Pension Fund’s website: unjspf@un.org.

II. Check the appropriate box below for the type of benefit to which you are entitled under the UNJSPF
Regulations.

III. All sections of the form overleaf should be completed and the form should be signed by you as a
beneficiary of the UNJSPF. When completing the form, please bear in mind that your benefit must be
paid to a bank account in your name or to a joint account which includes your name. Only in
exceptional cases, where a beneficiary does not have a bank account and is unable to open one, can
payment be sent in care of a UN office. Payment cannot be remitted to a mailing address, nor can it be
made to third party. Your signature on the form must be duly authenticated or witnessed, either by an
officer of the United Nations or a local governmental authority. The full name, official title and signature
of the Official authenticating your signature and their stamp/seal of office must be affixed to this form.
If your signature is not authenticated or witnessed, your payment instructions will be returned which
will delay the processing of your benefit.

IV. You are invited to provide Emergency contact details, for use by the UNJSPF ONLY when all efforts to
reach you through normal channels fail.

V. For assistance in filling out this form, please consult with the Secretary of your Staff Pension
Committee.

VI. Upon completion, submit both pages 1 & 2 to the Secretary of your Staff Pension Committee.

TYPE OF BENEFIT DUE UNDER THE UNJSPF REGULATIONS:

a) Disability benefit (Article 33)


b) Widow’s benefit (Article 34)

c) Widower’s benefit (Article 35)

d) Divorced surviving spouse's benefit (Article 35 bis)

e) Annuity for spouse married after separation (Article 35 ter)

f) Child’s benefit (Article 36)

g) Secondary dependant’s benefit (Article 37)

h) Residual settlement (Article 38)

Page 1 of 2 PENS.E/2 (06/7)-E

Handbook for Action, In Case of Death 137 INSURANCE BENEFITS


ANNEXES
Exhibit 6 Sample
Separation Payment form

UNITED NATIONS NATIONS UNIES

SEPARATION PAYMENT ---- PAYMENT INSTRUCTION FORM


To be used for final payments on separations (disengagement/separations/terminations, personnel actions).
(Please type or print)

This form is required if you wish to receive your final payment(s) into your bank account different from the one
your salaries are currently credited to. Before completing, please read the attached instructions carefully. This form
should be completed in duplicate and returned to your executive/administrative officer, for forwarding to Treasury,
380 Madison Ave., Room M-19000, New York, NY 10017.

Staff Member’s
Name:
(Last name) (First name) (Middle initial)

Index Number: Duty Station:


(Office) (City) (Country)
Separation Date:
(COB) (Day) (Month) (Year) (Refer #1)

I hereby request my separation payment(s) to be made into my bank account as follows:

Account Title: (Refer #2)

Currency of Payment: (Refer #3)

Name of Bank:

Address of Bank:

(City) (Zip Code) (Country)

Bank ID Number: (Refer #4)


Account No. or
IBAN:

Currency of Account:
Type of Account: Checking or Savings (Must be completed for an account in the USA) (Refer #5)

Routing instructions: (Refer #6)

Signature (staff member) Date:


Name & Signature
(Exec/Adm Officer):
Date:

F.250 (11-09)

INSURANCE BENEFITS
ANNEXES 138 Handbook for Action, In Case of Death
Exhibit 7 Sample
Personal Payroll clearance action

SECTION I – To be completed by Executive Officer


PERSONNEL PAYROLL CLEARANCE ACTION UNITED NATIONS NATIONS UNIES
1. SEPARATION NO. 2. INDEX NO. 3. NAME 4. CAT./LEV./STEP 5. TYPE OF APPOINTMENT

6. DEPARTMENT/DIVISION/OFFICE 7. FUNCTIONAL TITLE 8. NATIONALITY 9. VISA 10. MARITAL STATUS


G E N E R A L

11. REASON FOR ACTION


LWOP OR SUSPENSION IN EXCESS OF ONE
EXPIRATION OF APPOINTMENT ASSIGNMENT OR TRANSFER TO:
CALENDAR MONTH
RETIREMENT RESIGNATION RESIGNATION FOR EARLY RETIREMENT SECONDMENT FOR PERIOD OF:
12. TERMINATION
DISMISSAL FOR SUMMARY
HEALTH AGREED DEATH ABANDONMENT OF POST OTHER REASONS:
MISCONDUCT DISMISSAL
13. EFFECTIVE DATE 14. LAST REGULAR WORKING DAY 15. TOTAL NUMBER OF WORKING DAYS IN OFFICIAL TRAVEL STATUS (INCLUDE DATES)

16. PT.8 ISSUED FOR TRAVEL 17. FULL REMOVAL AUTH. ISSUED 18. LAST HOME LEAVE 19. WITH DEPENDANTS
YES NO NA YES NO NA FROM: TO: YES NO NA
INFORMATION

20. LAST DAY FOR PAY PURPOSES 21. LAST REGULAR PAY DAY 22. COMPENSATION IN LIEU OF 23. ALLOTMENT A/C NO. 24. POST NO.
NOTICE OR DEATH BENEFIT
. MONTHS
25. OT/DT REPORTED NIGHT DIFFERENTIAL PREVIOUSLY REPORTED ON OT/DT NOT REPORTED ND NOT REPORTED COMPENSATORY TIME
HRS. HRS. HRS. HRS. HRS.
26. ESTIMATED BALANCE OF ANNUAL LEAVE 27. LEAVE CARD AND REPORTS SIGNATURE OF PAYROLL OFFICER DATE
PAYROLL

ATTACHED TO FOLLOW
DAYS AS OF
28. FINAL CHEQUE: TO BE COLLECTED FROM CASHIER’S OFFICE DEPOSIT TO A/C NO.:
MAIL TO:
29. Future mailing
address:
30. ITEMS LISTED UNDER 30A. ON REVERSE HAVE BEEN CLEARED. 31.REMARKS
DEDUCTION FROM FINAL PAYMENT AS PER ST/A1/155/REV.2 AMOUNT
CLEARANCE

$
$
$ SIGNATURE FOR EXECUTIVE OFFICE OF ISSUING DEPT. DATE
(To total, put cursor in the cell & click AutoSum) TOTAL……. $
32. I have received ST/AI/155/Rev.2 and noted the DATE
SIGNATURE OF STAFF MEMBER
information in Section 1 above.
SECTION II – To be completed by the Office of Human Resources Management
33. CERTIFIED TO BE PAID THROUGH 34. PLUS: MONTHS OF PAY IN LIEU OF NOTICE OR DEATH 35. LWOP OR SUSPENSION AUTHORIZED 36. POST ADJUSTMENT CODE
including travel time BENEFIT
From: To:
37. ALLOWANCES AND BENEFITS PAYABLE 37A. ADDITIONAL INFORMATION
Language Dependency Assignment Education Rental subsidy Non-resident Mobility & REQUESTED
grant hardship
YES NO
38. TRAVEL COUNTRY 39. Full removal Rate Status of Spouse:
AUTHORIZED: expenses Single Dep. Staff member Leaving Service Has been previously Entitled to Repatriation
separated grant
YES NO YES NO YES NO YES NO YES NO YES NO YES NO
If spouse is not leaving service, file copies of this form in spouse’s Official Status and Financial Files.
41. Repatriation Grant Rate: 41A. FOR PERIOD 42. TERMINATION INDEMNITY 42A. NO OF 42B. AUTHORITY
Single Dep. YES NO MONTHS
FROM: THROUGH:
YES NO YES NO
43. COMPENSATION IN 43A. NO. OF 43B. AUTHORITY 44. EXIT INTERVIEW 45. PARTICIPATION IN 46. SM SHOULD BE REVIEWED BY THE JSPB UNDER ART.
LIEU OF NOTICE MONTHS PENSION FUND 33 OF THE PF REGULATIONS
YES NO YES NO YES NO
47. REMARKS SIGNATURE FOR OFFICE OF HUMAN RESOURCES MANAGEMENT DATE

SECTION III – To be completed by the Office of Programme Planning, Budget and Accounts
48. OUTSTANDING ITEMS AND AMOUNTS TO BE RECOVERED: AMOUNT AMOUNT
a. Salary Advance $ g. Removal/Unaccompanied shipment $
b. Travel Advance $ h. Staff Benevolent Fund
adjustments $
c. Accounts Receivable $ i. Credit Union $
d. Income tax reimbursement recovery $ j. Imprest Account $
Additional information requested: YES $ k. RentalAdvance $
e.
NO Education Grant Advance $ l. Rental subsidy/deduction $
Additional information requested: YES $ m. Other
f.
NO Audited Annual Leave ( Days $ TOTAL: $
49.
balance ) … AMOUNT 50. Information provided as requested in 37a, 48d and 48e. YES NO
a. Total to be withheld as per item30 $
b. Total to be withheld as per item 48 $ SIGNATURE FOR OFFICE OF PROGRAMME PLANNING, BUDGET AND ACCOUNTS DATE
GRAND TOTAL TO BE WITHHELD: $
DISTRIBUTION: OPPBA/ACCOUNTS DIVISION OHRM/PERSONNEL RECORDS UNIT OPPBA/DATA ANALYSIS & SYSTEMS CONTROL UNIT EXECUTIVE OFFICE
OHRM/PERSONNEL DATA UNIT PENSION FUND STAFF MEMBER

P.35 (10-04)

Handbook for Action, In Case of Death 139 INSURANCE BENEFITS


ANNEXES
Exhibit 8 Sample
Fund beneficiary form

DESIGNATION, CHANGE, OR REVOCATION OF


UNITED NATIONS
BENEFICIARY
To be completed by STAFF MEMBER and submitted to HUMAN RESOURCES OFFICER

I, ( First, Middle, Maiden, Surname) INDEX NO. born on (Day, Month, Year)

Organization/Department/Division/Office Duty Station

hereby designate the person or persons named below as my beneficiary or beneficiaries under Staff Rules 1.6, or 312.4 in respect of all
amounts (salary, allowances and commutation of leave) standing to my credit at the time of death. I understand that this designation does
not affect payment of the death benefit or repatriation grant which are payable under the Staff Rules to a surviving spouse and/or dependent
child or children.

I also understand that, should I die as a result of an incident covered by the Malicious Act Insurance Policy, the proceeds will be paid to the
beneficiary(ies) named below, unless I have a surviving spouse and/or dependent child or children, in which case the proceeds of the policy
will be paid to them.

SHARE
NAME OF BENEFICIARY DATE OF
TO BE
BIRTH SEX ADDRESS PHONE NO. RELATIONSHIP
OR BENEFICIARIES (DD/MM/YY) PAID
(%)

(Total must add up to 100%)

The share of any beneficiary who may predecease me shall be distributed equally among the surviving
beneficiaries or go entirely to the survivor. If none survive me, then the entire amount shall go to my estate.

I hereby revoke all previous designations of beneficiary made by me for this purpose and I reserve the right to revoke
or change any beneficiary without his or her knowledge or consent at any time in the manner and form prescribed
by the United Nations.

Signature of Staff Member (To be signed in front of a witness (see below)) Date

EMERGENCY CONTACT RELATIONSHIP PHONE NO.

ADDRESS

WITNESS
I, the undersigned, having no financial interest in this subject matter, directly or indirectly, hereby certify that this instrument was
signed in my presence by the staff member having designated his or her beneficiaries on the of .
(day) (month) (year)
(Name and Signature of OHRM Witness) (Address of OHRM Witness)

P.2 (7-09)-E

INSURANCE BENEFITS
ANNEXES 140 Handbook for Action, In Case of Death
Exhibit 9 Sample
Life insurance request form 1

FORM 1

To be completed by United Nations group life insurance


beneficiaries who do not have a United States social security
number and do not reside in the United States of America

UNITED NATIONS GROUP LIFE INSURANCE


BENEFICIARY CERTIFICATION

Name Date of Birth (day/month/year)

Address:

I certify that I do not have a United States social security number and do not reside in
the United States of America.

Signature of Beneficiary Date (day/month/year)

United Nations DM.8 (10-02)

Handbook for Action, In Case of Death 141 INSURANCE BENEFITS


ANNEXES
Exhibit 10 Sample
Application for ASHI and Pension Fund Deduction (page 1 of 2)

Application For After Service Health Insurance and Pension


Fund Deduction of Premiums
United Nations
Insurance and Disbursement Service, FF-300, 304 East 45th St. New York, NY 10017 – Tel: (212)963-5813 – EMAIL: ashi@un.org

Applicant Information (Print all information clearly) (PLEASE COMPLETE BOTH SIDES OF THIS FORM AND SIGN)
Name(LAST, First) Payroll Index Number

Mailing Address Date of Birth (Day/Month/Year) Marriage Date (D/M/Y)

Retiree Number Pension Number

US Citizen? Yes �No Country of residence:

If US resident, indicate effective date of residency: Are you currently on a G4 visa and applying for residency?
�Yes �No

Organization: If non-UN, please specify subsidizing agency:

Duty Station Category and Grade Telephone Number Email

Date of Separation/Retirement (if former staff Please check appropriate box:


member has died, Date of Death) � Regular Retirement at age 60 or 62 � Early Retirement �Widow/Widower/Orphan
� Disability (must attach letter from Pension Fund )
If pension is deferred, or if no election is Are you deferring your pension? Yes No
made, attach pension estimate from the
Pension Fund reflecting full/unreduced Have you elected a payment plan with the Pension Fund? Yes No
pension. *
*Application will NOT be processed without this estimate.

Persons To Be Insured (Complete for each person for whom insurance is desired.)
IMPORTANT: (If covered spouse was a former staff member, the higher-pensioned retiree must carry the insurance in ASHI and submit this application form.)

Full Name of Person to be Insured Relation If spouse is currently a Date of Birth Number of years Indicate whether US citizen.
(LAST, First) staff member OR was SEX (D/M/Year) of participation If US Resident. How many
former staff member in a UN health years living in the US?
provide index No. Male Female plan

 US Citizen
   Resident
 Other __________________
 US Citizen
   Resident
 Other __________________
 US Citizen
   Resident
 Other __________________
 US Citizen
   Resident
 Other __________________
 US Citizen
   Resident
 Other __________________
Please complete other side

INSURANCE BENEFITS
ANNEXES 142 Handbook for Action, In Case of Death
Application for ASHI and Pension Fund Deduction (page 2 of 2)

Health Insurance Elections


 Aetna PPO Plan Empire Blue Cross PPO Plan HIP of New York Van Breda Plan
 Cigna Dental PPO Plan

Medicare Eligibility
If eligible, Medicare Part B is a requirement at age 65. Please see our pamphlet on Medicare or
go to their website: www.medicare.gov.

Pending National Plan/Medicare Part B Subsidy Implementation please provide the following:

- Will you or your dependents be residing in the US? Yes No


- Will you or your dependents be eligible for Medicare or other National Insurance Plan? Yes No
If yes, state which insurance you are eligible for __________________________.

Disability*
Do you or any of your dependents listed above been certified by the social security administration as disabled
or have one of the following conditions:

a. Lou Gehrig’s Disease.* �Yes �No


b. Permanent Kidney Failure requiring dialysis* �Yes �No
( Please note that persons with these conditions automatically qualify for Medicare regardless of age)

If yes, list name of dependant below, indicate if self. __________________________________________

*If staff member and/or dependents have been certified by the Social Security Administration as disabled,
they are eligible to obtain Medicare regardless of age.

Please note that this form must be completed in its entirety or the application will be rejected.

Pension Fund Authorization (Please sign the form and write the date signed.)
I, hereby, authorize the United Nations Joint Pension Fund to deduct from my monthly pension benefit, and to remit
directly to the United Nations, the premium contribution for my After Service Health Insurance Coverage. I also
authorize the United Nations Joint Pension Fund to provide from time to time, as required, to the office(s) of the
organization responsible for administering the health insurance scheme, information on the amount of my pension
and its basis of calculation, as may be required for determination of the insurance premium.

___________________________________________________________________ ____________________________________
Applicant’s Signature Date Signed (Day/Month/Year)

Handbook for Action, In Case of Death 143 INSURANCE BENEFITS


ANNEXES
Exhibit 11 Sample
Authorization to deduct ASHI Premium contribution from the Pension Benefit

INSURANCE BENEFITS
ANNEXES 144 Handbook for Action, In Case of Death
Exhibit 12 Sample
Claim for compensation Under Appendix D

Handbook for Action, In Case of Death 145 INSURANCE BENEFITS


ANNEXES
Exhibit 13 Sample
Pension fund residual settlement form

UNITED NATIONS JOINT STAFF PENSION FUND

DESIGNATION OF RECIPIENT OF A RESIDUAL SETTLEMENT UNDER ARTICLE 38 OF THE REGULATIONS

Pension Number

INSTRUCTIONS: Please read the instructions below before filling out this form

1. A residual settlement (equal to your own contributions with compound interest) becomes due to the designated recipient(s) should
you die in service and there are no survivors entitled to a benefit under articles 34, 35, 36 or 37 of the Regulations of the United
Nations Joint Staff Pension Fund.

Note: A residual settlement may become payable after a former participant in receipt of a monthly benefit dies, provided that (i) there
are no survivors entitled to a benefit under articles 34, 35, 36 or 37, AND (ii) the total amount of the benefits previously paid to him/her
was less than his/her own contributions with compound interest. The difference would be paid to the designated recipient(s).

2. If more than one recipient is designated, the recipients will share equally unless otherwise indicated. The share of a designated
recipient who may predecease you will be distributed among surviving recipients in the ratio of their own shares. If no one is
designated before your death or if no one designated survives you, the settlement will be paid to your estate.

3. Please complete this form using BLOCK LETTERS in type or print and return it duly signed to the Secretary of your Staff Pension
Committee, or to the UNJSPF if you are a staff member of the UN, e.g., UNICEF, UNHCR, UNFPA, UNDP, etc. It is suggested that you
keep a copy of the completed form with your other important documents.

4. You may alter your designation of a recipient at any time by submitting a new form which will supersede the previous one.

ORGANIZATION DUTY STATION

I, ________________________________________________________________
(Last name) (First) (Middle)
hereby designate the person(s)/entity(ies) shown hereunder as recipient(s) of the residual settlement. I hereby cancel and revoke any
previous designation.

RECIPIENT'S NAME IN RECIPIENT'S Sex RECIPIENT'S ADDRESS RECIPIENT'S SHARE


FULL Date of Birth Phone and E-mail RELATIONSHIP TO BE
(DD/MM/YY) TO YOU (if any) PAID (%)

(Total must add up to 100%)

Date: ________________________________
(day) (month) (year)
*(Signature of Participant)

*NOTE: The completed form must bear your ORIGINAL SIGNATURE, no faxes or e-mails will be accepted.

APPLICABLE ONLY TO NEW ENTRANTS OR RE-ENTRANTS:


It may be possible to validate prior non-contributory service and/or restore prior contributory service, if any, under articles 23 & 24 of
the Regulations, provided that you apply within one year of your entry/re-entry date to the Fund, but before separation should you
separate from service earlier. For more information, please visit the UNJSPF website (www.unjspf.org).

PENS.A/2 - REV.5 (06-06) -E

INSURANCE BENEFITS
ANNEXES 146 Handbook for Action, In Case of Death
Exhibit 14 Sample
Claim for Loss or Damage to Personal Effects

For official use by the


Executive/Administrative office. Received by: Date:

Claim for Loss of or Damage to Personal Effects


Attributable to the Performance of Official Duties
Submit completed form to your Executive/Administrative Office within two months of the discovery of the loss or damage
Claims are to be forwarded to Secretary of the UN Claims Board or to the Local Claims Review Board, if one has been established.

CLAIMANT INFORMATION
1. LAST NAME: 2. FIRST NAME: 3. INDEX / ID No.: 4. SEX: ___ STAFF MEMBER
___ MILITARY OBSERVER
M F
___ CIVILIAN POLICE

5. ORGANIZATION / DEPARTMENT / OFFICE / SERVICE / SECTION / UNIT: 6. CONTACT PHONE:

E-MAIL ADDRESS:

INCIDENT DETAILS

7. DATE & TIME: 8. LOCATION: 9: DATE FIRST REPORTED:

10. DESCRIPTION OF THE CIRCUMSTANCES LEADING TO THE LOSS OR DAMAGE:

11. MEASURES TAKEN TO RECOVER LOST ITEMS: (If none were, or could have been taken, explain why.)

12. PERSONAL INSURANCE STATEMENT: (If insurance is available, please submit copies of appropriated settlement/payment statement(s) rejection notices, etc.)

___ YES, I do have personal insurance coverage that may be applicable to this incident/loss.
___ NO, I do not have personal insurance coverage that may be applicable to this incident/loss.

COMMENTS:

13. MEASURES TAKEN TO RECEIVE COMPENSATION FROM OTHER PARTIES THAT MAY BE LIABLE FOR THE LOST OR DAMAGED ITEMS:
(Such as airlines/transportation companies, event organizers, hotels, government institutions, etc.)

14. IF CLAIM IS BEING SUBMITTED AFTER THE TWO-MONTH TIME LIMIT, PLEASE PROVIDE EXPLANATION:

CERTIFICATION
15. I declare that the above information, as well as that provided in the enclosed list of lost or damage items, are true and accurate statements to the best of my knowledge
and, hereby submit a claim for compensation for loss of or damage to my personal effects in accordance with the provisions of ST/AI/149/Rev. 5.

DATE ________________________________________________ SIGNATURE ________________________________________________________________


(Day/Month/Year)

Handbook for Action, In Case of Death 147 INSURANCE BENEFITS


ANNEXES
Notes:
Notes:
Notes:
Demain dès l’aube…

Demain, dès l’aube, à l’heure où blanchit la campagne,


Je partirai. Vois-tu, je sais que tu m’attends.
J’irai par la forêt, j’irai par la montagne.
Je ne puis demeurer loin de toi plus longtemps.

Je marcherai les yeux fixés sur mes pensées,
Sans rien voir au dehors, sans entendre aucun bruit,
Seul, inconnu, le dos courbé, les mains croisées,
Triste, et le jour pour moi sera comme la nuit.

Je ne regarderai ni l’or du soir qui tombe,
Ni les voiles au loin descendant vers Harfleur,
Et quand j’arriverai, je mettrai sur ta tombe
Un bouquet de houx vert et de bruyère en fleur.

—Victor Hugo

Tomorrow at dawn…

Tomorrow, at dawn, as the mists blanket the countryside,


I will depart. You see, I know that you are waiting for me.
I will go by the forest, I will go by the mountain.
I cannot live far from you any more.
I will walk with eyes fixed on my thoughts,
Without seeing, without hearing a single sound,
Alone, unknown, back bent, arms crossed,
Sad, and the day for me will be as the night.
I will see neither the gold of sunset falling,
Nor the mist lowering itself on Harfleur,
And when I arrive, I will place on your grave
A bouquet of green holly and of heather in bloom.

— Victor Hugo

www.un-epst.org
09-49502—July 2011—1,000

You might also like

pFad - Phonifier reborn

Pfad - The Proxy pFad of © 2024 Garber Painting. All rights reserved.

Note: This service is not intended for secure transactions such as banking, social media, email, or purchasing. Use at your own risk. We assume no liability whatsoever for broken pages.


Alternative Proxies:

Alternative Proxy

pFad Proxy

pFad v3 Proxy

pFad v4 Proxy