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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 all 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 organization 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 administering the contract will then submit the full documentation to the UNDP Travel Services Section, c/o Mr. Jerry CASTILLO (jerry.castillo@) or Sharon TAYLOR (sharon.taylor@), 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 being administered by the Copenhagen office directly to their Visa Office, TTS, e-mail HostCountry Report@, 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 supporting 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 linked 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

• This PID number is essentially required whenever there is a need for the renewal of the entry 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. The 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. permanent 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 report 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 contractual 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 Organization 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 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 |

|Completed and signed P.1 form together with all attachments in respect of initial appointment and reassignment should be submitted by |

|staff to OHR Copenhagen office, then re-forwarded directly to UN Visa Office via ‘HostCountry Report’ report@ tel. no. (212) |

|963-5919 or (212) 963-6292.  |

|To start the process of correctly reporting the arrival of the staff and consultants in the U.S., a local New York or Washington, D.C. |

|home address is necessary. 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 item 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 |

|Copy of Personnel Action for staff or Letter of Appointment for consultant/SSA contract |

|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, Middle 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 organization 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 (sample form attached) was completed by the U.S. Inspector for the |

|field Port of Entry into U.S. (For example: JFK, Newark, Anchorage, St. Paul, Honolulu, Reagan, La Guardia, etc.) |

|Additional family members or household employees arriving separately must be reported immediately upon their arrival using either a P.1|

|form or P.312 form. The form must be 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 individual/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@) or Sharon TAYLOR (sharon.taylor@). |

|Current Appointment in the United States |Accountability |

|1. Staff members on following appointments: |OHR/Copenhagen |

|Fixed Term (IP and HQ GS), Continuing Appointment (IP and HQ GS), | |

|Permanent (IP and HQ GS), International Professional (IP) under | |

|Temporary Appointment, | |

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

|permanent resident status for a G4 visa |OHR/Copenhagen or Headquarters Hiring Unit |

| |administering the contract |

|3. ALD (IP and local) under 300 Series |Headquarters Hiring Unit |

|and local HQ GS on Temporary Appointment |Administering the contract |

|4. Contractors directly hired by UNDP under Special Service |Headquarters Hiring Unit |

|Agreement |administering the contract |

|5. Individuals posted to UNDP New York or Washington, D.C. under |Headquarters Hiring Unit |

|Non-Reimbursable Loan |Administering the contract |

|Arrangements (NRLA) between a government and UNDP | |

|6. All other G4 visa and G5 visa holders approved |Staff member |

|through the UN Visa Committee | |

FIND A PID NUMBER

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



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 Esmilio (ruth.esmilio@) if the PID Number is not showing up. Please include in your email the following information: index no., date of birth and a copy of the P.1 or P.1/A submitted to OHR Copenhagen 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 Lookup 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@) with a copy of a Personnel Action or national passport for reference.

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

Please refer to following UN website ( or from ) 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 Residency 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

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