Decoding legal texts for better understanding: updates on Administrative Circular No. 30
The Administrative Circular No.30 (AC30)[1], which governs financial benefits on taking up appointment and on termination of contract, is undergoing significant updates. These changes aim to ensure fair practices, clarify existing rules, and streamline procedures.
Here is an overview of the key areas for improvement:
1. Place of residence at time of selection (see §3.a)
To eliminate ambiguities caused by extended selection processes, the new wording now specifies that the address retained is the one in force on the date on which the candidates are informed of their selection.
2. Reinstallation indemnity (see §31.d)
For Staff members appointed before 2007, the reinstallation indemnity will include a requirement that the new place of residence must be outside a 20 km radius of both the duty station and the former place of residence. The Staff Association supports this amendment, provided that the current conditions for Staff appointed after 2007 remain unchanged.
3. Installation indemnity reimbursement for resignations (see §45)
New rules introduce a fairer, gradual reimbursement model for Staff members resigning within their first year. However, Graduates are exempt from reimbursement due to their reduced installation allowance compared to the previous Fellows program, and the absence of removal benefit entitlements upon contract termination.
Termination month relative to start date and percentage of installation indemnity to be
paid back:
1st month -100 %
2nd month - 90 %
3rd month - 80 %
4th month - 70 %
5th month - 60 %
6th month - 50 %
Beyond 6 months - 0 %
The Staff Association strongly supports this proposal, as it promotes fairer treatment for beneficiaries.
4. Storage costs (see §28)
The storage period for personal items has been increased to 12 months following contract termination, reflecting a more realistic period for post-employment adjustments. This provision applies only to the three-quotation procedure for removal as specified in Annex I, §4.
5. Simplified removal procedure (see Annex I, §4)
An additional simplified procedure for removal was proposed to streamline the process.
This procedure requires only one quote from a removal company for removal costs with fixed ceilings based on origin or destination and without limits on volume, furniture, or personal effects (e.g., vehicles, boats, or pianos) and the quote must also cover storage costs.
The total cost of the quotation must remain within the following removal cost ceiling:
BE, CH, DE, FR, LU, IT:
Family allowance - CHF 10,000
Non-family allowance - CHF 6,000
Other countries:
Family allowance - CHF 14,000
Non-family allowance - CHF 10,000
This change is expected to cover 90 % of removals. Ceilings will be reviewed triennially starting January 2025, with annual monitoring by the Standing Concertation Committee (SCC), to ensure effective oversight as requested by the Staff Association. This will enable the amounts to be adjusted if necessary.
The current procedure (see Annex, §4) remains possible to eligible employed members of the personnel who cannot obtain a quotation within the specified amounts. The §2 in the Annex, continues to allow reimbursement of the actual removal costs to Staff members in exceptional circumstances, as it was.
6. Lump sum payments for travel expenses (see Chapter II)
A new lump sum payment system for travel expenses, including luggage, will replace the current reimbursement process of real cost. This applies to all eligible categories, including Staff, Fellows, Scientific Associates, and Guest Professors, aligning with the existing system for Graduates and Students. Lump sums will be adjusted annually based on indexation and will be published on the Human Resources Department's website.
Reimbursements for real costs will become exceptions, requiring prior approval from the Head of HR and submission at least 21 days before travel, whenever feasible This change simplifies administrative processes and is expected to cover over 90 % of cases.
Additionally, a comprehensive analysis of real cost reimbursement requests—both granted and rejected, with justifications—will be presented to the SCC, as requested by the Staff Association.
Monitoring and future analysis
The Staff Association and the Management have agreed to closely monitor these changes in detail via the SCC. Annual reviews will ensure the lump sum payments and removal ceilings remain effective and fair.
Regarding the revision of AC30, the Staff Association and the Management successfully reached a consensus on the various topics addressed in this Circular. This agreement reflects a fair balance between the interests of the personnel and those of the Organization.
This process, which required more than a year of thorough discussions and a meticulous review of the text, demonstrates that concertation, while time-consuming, relies on the good faith of all parties involved. It remains an essential and irreplaceable tool for ensuring fair, equitably shared decisions.
