A group of young junior professional officers posing in the office

JPOSC

DTTA FAQs

The Duty-related Travel and Training Allocation (DTTA) is provided by the sponsoring Partner Country for work-related learning activities, such as participation in seminars, workshops or other learning-related activities in the duty station or abroad, such as learning assignments.

*The below rules also apply to the Specialist Development Programme (SDP) managed by the JPOSC.
 

PART 1: DTTA Use & Amount

 

    1. When should I use my DTTA?

    The DTTA allocation is granted on an annual basis. The objective of the DTTA is to strengthen and develop the knowledge and skills of the JPOs in a manner relevant to their assignment in order to enhance their performance. For this reason, the DTTA is to be utilised during the assignment and no later than 1 month before the end of the last year of contract.

    2. Can I attend an online course which ends after my COB?

    Yes, provided you finalize the course one month prior to your COB, you can get it reimbursed retroactively when you submit a copy of the course certificate.

    3. Who should I consult with for planning my DTTA?

    Utilisation of the DTTA must be done in consultation with and approved by the JPO's direct supervisor. Each UNDP office will also have a Talent Development Manager who is a useful resource for learning discussions.

    If JPOs or their supervisors are in doubt about the DTTA eligibility of an intended training, they can consult the UNDP JPO Service Centre in advance.

    If you are a JPO assigned to an agency other than UNDP, you may also need approval from the agency focal point.

    4. What is the amount of my DTTA?

    The amount of the yearly DTTA allocation is donor-specific and may be subject to change on short notice, although this is rare. If the JPO contract is extended for less than a year, the DTTA is pro-rated accordingly. Extensions funded by the organisation do not include additional DTTA allowance.

    * DTTA funding only applies for the first 2 years of the assignment.

     

    Sponsoring GovernmentAllowance (US$)
    Australia4,000
    Austria1,800
    Belgium3,000
    Canada3,000
    China3,000
    DCC Trust Fund3,000
    Denmark4,000
    Finland4,000
    France*3,000
    Germany4,000
    Greece3,000
    Iceland3,000
    Ireland3,000
    Italy3,000
    Japan3,000
    Kuwait6,000
    Luxembourg3,000
    Monaco1,500
    Norway4,000
    Portugal3,000
    Qatar5,000
    Rep. of Korea3,000
    Saudi Arabia3,000
    Spain4,000
    Sweden*4,000
    Switzerland5,000
    The Netherlands 4,000
    United Arab Emirates3,000
    United Kingdom5,000
    United States 3,000

     

    Unspent DTTA funds can be carried over to the following contract year. However, DTTA funds cannot be advanced, e.g. from the 2nd year to the 1st year. Any unspent DTTA by the end of the JPO assignment will not be paid out as part of the separation process.

     

     

    5. Does the JPO Service Centre manage the DTTA account?

    For HQ-based and RBAP JPO/SDPs:
    Management of the DTTA allowance is done by the JPOSC, including the monitoring of the amount available. JPOs are encouraged to keep track of their DTTA budget. They may however contact their HR focal point with the JPO Service Centre for information on their current DTTA balance if necessary.

    For Country Office-based JPO/SDPs:
    Management of the DTTA allowance is decentralised to the UNDP country offices, including the monitoring of the amount available. JPOs are encouraged to keep track of their DTTA budget. They may however contact their HR focal point with the JPO Service Centre for information on their current DTTA balance if necessary.

    Payments for DTTA activities will only be made once an activity has been identified and approved by the supervisor/agency focal point as applicable.

     

     

    6. For what activities can I use my DTTA?

    The DTTA is intended and earmarked to support your professional development. The DTTA budget can be used for participation in training courses as well as participation in relevant Workshops and organized events. DTTA may also be used for Learning Assignments of shorter duration in another office, please refer to question no. 7 (part 1).

    Please note that DTTA should not be used to support office missions which are linked to your function, such office missions should be borne by the office

     

     

    7. Are there any activities for which I cannot use my DTTA?

    Yes – the below activities cannot be covered by the DTTA budget:

    • Should not be used for language and computer training. These types of training are a prerequisite for selection and/or may be provided by the sponsoring government prior to the JPO assignment. Language training, in exceptional cases, must be authorised by the sponsoring government.
    • Should not be used for the UN Language Proficiency Examination Fee
    • Should not be used for studies leading to obtaining a degree, as this is a selection prerequisite of the JPO programme.
    • Should not be used to cover training and travel costs related to training courses in the home country. Authorisation from the sponsoring government is needed in exceptional cases.
    • Should not be used to cover the expenses of the UNDP JPO Programme Policy and Operations (PPO) induction course in New York. This course is funded by the sponsoring government.
    • Should not be used to reimburse equipment such as calculator, etc.

    • Should not be used for office missions

     

     

    8. Learning Assignment - using your DTTA

    What is a Learning Assignment?

    A Learning Assignment is a mission travel of usually 2-4 weeks in another duty station or unit within your organization where you can use your DTTA to cover the costs. The purpose is to expand your skills and competencies. It is also a good way to network, get exposure to another office and get to know other colleagues through working with them - and for them to get to know you.

    What is the focus of a Learning Assignment?

    The focus of the Learning Assignment can either be to work within the same area as your current job but in a new context or it can be to work in a related area within the overall thematic area of your current assignment.

    How do I arrange for a Learning Assignment?

    To arrange for a Learning Assignment, you should first discuss the possibility with your supervisor. Your supervisor may be able to support you in identifying a relevant Learning Assignment and contacting a duty station. There must be a clear agreement of release period, scope and responsibilities between your supervisor and the supervisor in the other duty station or unit. Therefore, it is important to draft a brief Terms of Reference of your duties during your Learning Assignment, with learning objectives for the mission, so expectations are clearly outlined before taking up the assignment.

    What is the difference between a Learning Assignment and a Detail Assignment?

    A Learning Assignment is different from a regular Detail Assignment as it will be driven by you as a targeted learning activity and funded from your DTTA. A Detail Assignment is driven by a corporate need and in most cases of a longer duration of 3-6 months (or more). Please see separate section on the guidance on pursuing Detail Assignments (in progress).

    What are the steps to take to arrange for a Learning Assignment?

    Below please find a step-by-step guide:

    1. Tip: Search the JPO Online Request System to find potential needs from units related to your profile.
    2. Contact JPOSC to obtain DTTA balance for planning purposes.
    3. Discuss the opportunity with your supervisor.
    4. Contact the hiring manager who will be hosting you during your Learning Assignment – you can contact him/her directly or do it through your supervisor (ideal). Share your P.11 and aspirations for the learning mission.
    5. In collaboration with the hosting office, create a brief description of duties during your Learning Assignment with objectives and scope of responsibilities for your assignment. You can use the template Terms of Reference for this purpose.
    6. Calculate the cost of your travel (Ticket, DSA and terminals during the assignment period). The DTTA should cover your ticket cost in full and the remaining DTTA budget will then cover DSA and terminals. If you do not have sufficient budget to cover the full DSA, a reduced DSA will be paid, and you will cover the remaining cost yourself. In some instances, the receiving office has also covered some cost but this is not to be expected as a standard.
    7. Obtain approval from the JPOSC to use the DTTA for this purpose by submitting the completed and signed DTTA form and terms of reference.
    8. Approval from your donor may also be needed which will be taken care of by the JPOSC.
    9. Once approved, please follow step 7 under Part 2 for booking of travel and payment of DSA.
    10. Make sure to check visa requirements and vaccination requirements prior to travel and remember to enter your travel details in the UN TRIP system.
    11. You are now ready to undertake your Learning Assignment.
    12. Upon return, you must submit a travel claim in UNall. Please follow step 8 under Part 2.

     


    PART 2: DTTA Approval & Payment Procedures

     

     

      1. Approval procedures for JPOs with UNCDF, UNDG, UNDP, UNFPA, UNIDO, UNITAR, UNOPS, UNRWA, UNSTC, UNU, UNV, UNWTO, UNWOMEN, UPU, WIPO

      The DTTA approval procedures for JPOs administered by the JPO Service Centre vary depending on which UN organisation they are assigned to. The different procedures are explained below.*
      As a first step, all JPOs need to complete the Request for use of DTTA form

      1. The JPO identifies a possible learning activity . (see Guidelines for use of the DTTA).
      2. Obtain DTTA balance from JPOSC HR focal point to ensure sufficient budget.
      3. The JPO completes the Request for use of DTTA form
      4. The JPO seeks approval from their supervisor.
      5. For HQ and RBAP-based JPOs:

        The JPO contacts their HR focal point with the JPOSC with the following information:
        • Filled in DTTA form signed by JPO Sand supervisor.
        • If travel is needed, information about their preferred travel itinerary. NOTE that self-ticketing is not allowed. The flight ticket will be booked by the JPOSC.
        • If the JPO has paid a course provider upfront, a filled in F10 claim with supporting documents is needed for reimbursement.
      6. If JPOs or their supervisors are in doubt about the DTTA eligibility of an intended training, they can consult with the JPOSC in advance.
      2. Approval procedures of the DTTA for JPOs with UNAIDS

      The DTTA approval procedures for JPOs administered by the JPO Service Centre vary depending on which UN organisation they are assigned to. The different procedures are explained below.

      As a first step, all JPOs need to complete the Request for use of DTTA form.

      1. The JPO identifies a possible learning activity (see Guidelines for use of the DTTA).
      2. Obtain DTTA balance from JPOSC HR focal point to ensure sufficient budget.
      3. The JPO completes the Request for use of DTTA form. Section B is completed by the local UNDP office.
      4. The JPO enquires about the actual balance of their DTTA from the JPOSC.
      5. The JPO completes the UNAIDS’s JPO External Training Approval Form which must be signed and approved by the JPO’s supervisor.
      6. The JPO sends the JPO External Training Approval Form signed by their supervisor to the Chief Organisational Development Division/HRM with copy to odv@unaids.org for approval.
      7. Upon receipt of required approvals and if the DTTA activity involves travel, the local UNDP office raises an authorisation for travel including dates of travel and estimated costs of the travel/learning activity (based on approved DSA and travel quote from the local UN travel agency). The authorisation should include both the authorized and the actual itinerary, as well as the purpose of travel.

       

      3. Approval procedures for JPOs with WHO

      The DTTA approval procedures for JPOs administered by the JPO Service Centre vary depending on which UN organisation they are assigned to. The different procedures are explained below.

      As a first step, all JPOs need to complete the Request for use of DTTA form:

      Request for use of DTTA form

      1. The JPO identifies a possible learning activity.
      2. The JPO completes the Request for use of DTTA form.
      3. The JPO seeks approval from their supervisor.
      4. The JPO sends the supervisor’s approval to the WHO HQ focal point for JPOs.
      5. The WHO focal point approves the learning activity.
      6. Upon receipt of required approvals and if the DTTA activity involves travel, the local UNDP office raises an authorisation for travel including dates of travel and estimated costs of the travel/learning activity (based on approved DSA and travel quote from the local UN travel agency). The authorisation should include both the authorised and the actual itinerary, as well as the purpose of travel.
      4. What are the payment procedures of DTTA for JPOs?

      No matter which UN agency you are assigned to, the local UNDP country office or the JPOSC (if based in HQ/RBAP) helps monitor and administer the JPO’s DTTA budget (i.e. reimbursement, raising Quantum vouchers, raising travel requisitions). When requesting advance travel payment, payment of training fees or reimbursement of travel costs, the JPOs should forward all documentation to the country office/JPOSC as documentation for payment.

      Once the training activity is approved by the supervisor and/or agency focal points, there are different ways for receiving payments.

      5. What is the procedure for payment of training fees?
      1. The JPO can make a direct payment for the training fees and claim reimbursement through an F.10 claim, submitted together with receipts and necessary approvals from their supervisor and UN organisation, to the UNDP country office’s Finance Unit. The Finance Unit is hereafter requested to make a direct payment to the JPO. If based in HQ or RBAP, the F10 claim and receipts should be sent to the JPOSC who will process the reimbursement. This is the preferred approach.
      2. The JPO can request the UNDP country office to make a direct payment to the training provider. The JPO must submit a vendor/person profile form filled out by the training provider and pass this on to the UNDP country office’s Finance Unit, together with the necessary approvals from his/her supervisor and UN organisation. In doing so, the JPO may refer to the Settling-in Grant Authorisation from the UNDP JPO Service Centre which includes the authorisation to make DTTA payments. The Finance Unit is hereafter requested to make a direct payment to the vendor. If based in HQ or RBAP, the vendor profile should be sent to the JPOSC who will process the payment to the vendor.
      6. What are the ground rules for booking of travel and payment of DSA?
      • Private deviation and combination travel is not allowed.
      • After completion of travel, the JPO must submit an F10 claim in UNALL within 10 days upon return. This is regardless of whether there is a claim or not. All claims must include boarding passes or other proof of travel. 
      7. Procedures for booking of travel and payment of DSA

      Procedure for booking travel and payment of DSA

      • SM should go to UNall and create a travel profile. Alternatively, the travel arranger (local UNDP admin person) should be able to help with this.
      • The UNDP travel arranger should request travel quotes (a minimum of 2-3 quotes). If there is a personal deviation, at least one of the quotes should be with the deviation and at least one for the official travel. This allows to establish if there is amount that is to be charged to the JPO.
      • The travel arranger submits a Travel Request (TR) in UNall, including DSA and terminals as applicable. Please note that the system will pick up the correct COA as long as the TR is created correctly. (Please refer to this Guide for the exact steps/details: Guide to UNall TRs and TCs for JPOs).
        • For New York based SMs, the SM requests the quotes from Amex and based on these creates the TR / TCs.
        • For Geneva based SMs, Nancy Bourquin (nancy.bourquin@undp.org) requests the quotes and prepares the TRs / TCs.
        • If there is no local UNDP support staff, JPOSC can assist with requesting quotes and prepare the TRs / TCs.
      • JPOSC approves the TR which is done in two stages. The 1st level is approval of the TR, and the 2nd level is approval of the PO and invoice that were automatically created in Quantum, based on the TR. Please allow sufficient time to accommodate document checks (at both levels) and integration between UNall and Quantum.
      • The travel arranger issues the tickets based on the approved Quantum PO / Invoice.
      8. Upon completion of travel
      • SM (or travel arranger) should go to UNall and make a travel claim against the TR by selecting it.  
      • SM should document the travel by uploading copies of boarding passes or passport stamps, or any other proof of travel in and out of the country.
      • The system will automatically adjust any changes in DSA rates. However, if there was a change in length of stay or if meals were provided by the organizers, manual input is necessary to trigger an additional payment or recoveries.