NOTICE FOR NEW STAFF MEMBERS APPOINTED TO OR REASSIGNED TO NEW YORK OR WASHINGTON D.C. (UNITED STATES OF AMERICA)

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(18/09/2009)

NOTICE FOR NEW STAFF MEMBERS APPOINTED TO OR REASSIGNED TO NEW
YORK OR WASHINGTON D.C. (UNITED STATES OF AMERICA)

Important Action: HOST COUNTRY REGISTRATION

The arrival of all staff (whether USA citizen, U.S. permanent resident or G4 visa holder)
under al
l types of appointment, including those on SSA contracts stationed in New York or
Washington D.C. must be reported to the United States Mission to the United Nations
(USUN). Recognized family members holding derivative G4 visa must also be reported to
USUN

with accuracy. Note that dependants who are either permanent residents or USA
citizens need not be reported.

Particular attention

is to be made by UNDP staff and contractual personnel under Special
Service Agreement possessing an international organizatio
n G4 visa while stationed in either
New York or Washington, D.C.:


DOCUMENTATION REQUIRED FOR REGISTRATION WITH THE U.S. MISSION

Every newly
-
arrived staff member governed by the UN Staff Rules or SSA contract holder
assigned to New York or Washington D.C.
is required to complete one of the attached forms
called
P.1 (Personnel Induction Questionnaire for regular staff)

or
P.1/A form (Questionnaire
for Contractual Personnel for consultants)

enclosing a copy of a G4 visa,
I
-
94 (front and
back)
, biographic page of national passport and Personnel Action (or Letter of Appointment
for Consultant/SSA contract). The HR personnel admini
stering the contract will then submit
the full documentation to the UNDP Travel Services Section, c/o Mr. Jerry CASTILLO
(
jerry.castillo@undp.org
) or Sharon TAYLOR (
sharon.taylor@undp.org
), tel. no. (212) 906
-
5552.

Due to the time zone difference between New York and Copenhagen, the UN Visa Office has
instructed that OHR Copenhagen should submit all the required documents related to staff
be
ing administered by the Copenhagen office directly to their Visa Office, TTS, e
-
mail
HostCountry Report@un.org, tel. no. (212) 963
-
5919 or (212) 963
-
6292.



Upon receipt of the completed, signed and certified,
P.1 form

or

P.1/A form

and all
the supportin
g documents, the UN Visa Office (Travel and Transportation Section)
registers new staff members and consultants with the U.S. Mission.




Upon registration, the U.S. Department of State assigns an eight
-
digit Personal
Identification Number (PID), which is l
inked to the identity of the individual on G4
visas. All records of individuals are stored under this number. Each family member is
assigned a different PID number


(18/09/2009)



This PID number is essentially required whenever there is a need for the renewal
of the ent
ry G4 visa stamped in the passport while the applicant remains in the
U.S., for work permit application of spouse and children, for conversion of a G4
visa to a student visa and for the adjustment of a G4 visa to a U.S. permanent
residency or green card.

T
he absence of a PID number will not allow the staff to
process the specified action indicated in the preceding statement. Missing PID
numbers represent unnecessary inconvenience to the staff member.




Newly
-
arrived staffs who are USA citizens or U.S. perma
nent residents are also
required to be reported to the USUN and are assigned a PID number.




Be aware that the UN Visa office receives information on staff arriving and exiting
Headquarters on a daily basis. This information is compiled into a monthly repor
t at
the end of each month, which is then submitted to the Host Country at the
beginning of the following month.




After registration it will take about two to three months for the U.S. Department of
State to assign a PID number.



ADDITIONAL REGISTRATION
REQUIREMENTS

In line with the Host Country Agreement between the United Nations and the U.S.A
Authorities, the following staff changes (including contractual personnel) must also be
reported with the USUN as soon as they become effective:

-

Change of contr
actual status, i.e. SSA becomes staff member and vice versa, dependent
spouse or child becomes staff member or consultant or vice versa, etc.

-

Separation from the Organization (including SSA holders)

-

Change of Duty Station

-

Transfer to another UN Organ
ization within the U.S.A.

-

Change of marital status

-

Change of Nationality

-

Change of Name, i.e. after marriage/divorce

-

Change of visa status, i.e. G
-
4 to Permanent Resident

-

Change of home address at duty station

-

Arrival/Departure of dependents

-

Arrival/Departure of domestic employees

Upon separation from the Organization or transfer to another duty station of staff
members/consultants, passports containing valid G
-
4 visas must be submitted to the USUN
(18/09/2009)

through the appropriate administrative office

for cancellation and the TTS Visa Office must
be notified by submission of an Exit Interview.

PROCEDURES FOR COMPLETING P.1 AND P.1/A FORM

C
ompleted and signed P.1 form together with all attachments in respect of initial
appointment and reassignment shou
ld be submitted by staff to
OHR Copenhagen

office,
then re
-
forwarded directly to UN Visa Office via ‘HostCountry Report’
r数ort@un⹯rg

t敬⸠
no⸠(212) 963
-
5919 or (212) 963
-
㘲㤲6


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ing tU攠arrival of tU攠Vtaff and conVultantV in tU攠U⹓⸬.
a local N敷 York or WaVUingtonⰠD⹃⸠Uom攠addr敳V iV n散敳Vary⸠
Please take note that
hotel or office addresses will not be accepted as home address at duty station (see item
1.3 of P.1 form and ite
m 8 of P.1/A form).

The UN Visa and Passport Office requires submission of the following documents for
registration of newly arrived staff, consultants or household members:



Completed, signed

and
certified

P.1 form for staff or P.1/A form for consultants



C
opy of Personnel Action for staff or Letter of Appointment for consultant/SSA
contrac
t

Individual copy of the following documents:



G4 Visa



I
-
94 (front & back)



Biographic page of passport

What else to take note when completing the following fields of the forms:



The official Nationality must be of the country that issued the national passport
containing the G
-
4 visas.



The First, M
iddle and Last Names must be entered exactly as they appear on the
national passport that contains the G
-
4 visa and the data inputted in ATLAS (the
latter is required for staff).



The local Home Address at Duty Station is vital information for the organiza
tion in
case of emergency and it must be the same as the data inputted in ATLAS for the
purposes of mailing the UN medical insurance cards of staff. Hotel or office
addresses will be rejected for registration.



There should be at least one telephone number

and an email address entered in the
form.



Enter the “Name of the International Airport” where the form I
-
94 (Vampl攠 form
attacU敤) waV compl整敤 by tU攠U⹓⸠䥮Vp散tor for tU攠fi敬d Port of Nntry into U⹓⸠
(For 數ampl攺 JFOⰠN敷arkⰠAncUorag攬eSt⸠PaulⰠH
onoluluⰠR敡ganⰠLa GuardiaⰠ整c⸩

Additional family m敭b敲V or UouV敨old 敭ploy敥V arriving V数arat敬y muVt b攠r数ort敤
imm敤iat敬y upon tU敩r arrival uVing 敩tU敲 a
P⸱

form or
P⸳12
form⸠ TU攠form muVt b攠
(18/09/2009)

accompanied by a copy of a Personnel Action, G4/G5 visa, I
-
94 (front and back) and
biographic page of passport of the newly arrived indivi
dual/s.

RESPONSIBILITY AND ACCOUNTABILITY FOR REPORTING P.1 or P.1/A FORM

Various staff and administering offices in the organization share responsibility in properly
reporting to the U.S. Mission the newly
-
arrived staff, immediate family members, and the

consultants. Hard copy of documents or scanned documents for registration with the U.S.
Mission should be sent to UNDP Travel Services (Rm. FF
-
820, East 45th St., NY, NY 100170,
c/o Mr. Jerry CASTILLO (
jerry.castillo@undp.org
) or Sharon TAYLOR
(
sharon.taylor@undp.org
).

Current Appointment in the United States

Accountability

1. Staff members on following
appointments:

Fixed Term (IP an
d HQ GS), Continuing
Appointment (IP and HQ GS), Permanent (IP
and HQ GS), International Professional (IP)
under Temporary Appointment,

OHR/Copenhagen

2. All staff members who relinquished their
U.S.

permanent resident status for a G4 visa


OHR/Copenhag
en or Headquarters Hiring Unit

administering the contract

3. ALD (IP and local) under 300 Series

and local HQ GS on Temporary Appointment

Headquarters Hiring Unit

Administering the contract

4. Contractors directly hired by UNDP under
Special Service Agr
eement

Headquarters Hiring Unit

administering the contract

5. Individuals posted to UNDP New York or
Washington, D.C. under Non
-
Reimbursable
Loan

Arrangements (NRLA) between a
government and UNDP

Headquarters Hiring Unit

Administering the contract

6. Al
l other G4 visa and G5 visa holders
approved

through the UN Visa Committee

Staff member

FIND A PID NUMBER

The hyperlink below may be opened to check the PID number.

http://157.15
0.196.220/hcrs/jsp/searchPid.faces

Enter the correct index number and correct date of birth and click
Search
.

Staffs already on board and holders of G4 visas are encouraged to check the PID Lookup
Form and report immediately through email to Mrs. Ruth Esm
ilio (
ruth.esmilio@undp.org
) if
the PID Number is not showing up. Please include in your email the following information:
(18/09/2009)

index no
.,
date of birth

and a

copy of the P.1 or P.1/A

submitted to OHR Cope
nhagen or to
the Hiring Unit,
Department/Unit
and
contact telephone no
.

A PID number is a permanent number assigned by the U.S. Department of State and must be
kept in a safe place for future use of the staff or consultant. No one can guarantee that PID
Lo
okup Form would be available when there is a sudden need for it.

Any misspelled names in the PID Lookup Form must be reported immediately to the TTS
Visa Office (HostCountry Report@un.org) with a copy of a Personnel Action or national
passport for referen
ce.

Should you need clarification, please contact Ms. Ruth Esmilio at tel. no. (212) 906
-
5243 or
email
ruth.esmilio@undp.org
.

Please refer to following UN website (
http://iseek.un.org/webpgdept132_29.asp?dept=132

or from
http://uscis.gov/graphics/formsfee/forms/files/i
-
765.pdf
) for more assistance in
connection

with the following
IMMIGRATION

concerns:

Access to the following link is limited from UNDP HQ offices and may not be available
from any other remote locations, i.e., home or country office



Permanent Residency for Children holding G
-
4 Visas



Social Security for G
-
4 Visa Holders



Permanent Re
sidency for Retirees



PowerPoint Presentation: Application for U.S. Permanent Residence, Retirees



Link to government based Immigration information websites



Immigration Lawyers



Driver's License



List of doctor
's



Work Permit for Children (Come to Secretariat Rm 505 for info)



Work Permit for Spouses (Come to Secretariat Rm 505 for info)



Frequently asked questions: Work permits



Visa Committee (G
-
4 & G
-
5)



Frequently asked questions: Visas