Overview
-
This questionnaire is designed to replace the old paper based DSA (Daily Subsistance Allowance) questionnaire that was distributed annually. The purpose is to provide the basis for determining the DSA rate(s) of your duty station.
To complete this questionnaire use the menu on the left hand side to navigate between different parts of the questionnaire. Most questions are multiple choice, and simply require you to click on the correct answer. Although some questions (like the cost questions) do require you to enter an appropriate amount.
The General Information section must be completed first. This part tells us who you are, and what country and city you are entering data for. This part only needs to be completed once.
The subsequent sections must be completed once for each hotel/restaurant that you are entering. If you are entering cost data for both a hotel and the restaurant inside the hotel, then complete the Hotel and Restaurant sections. If you are only entering cost information for a hotel OR a restaurant then only complete the relevant section, leaving the other section blank. When you have entered all the data for a particular hotel/restaurant, you may proceed to Review and Submit.
- A. Guidelines For The Selection Of Hotels
-
Standard DSA rates are designed for staff in levels P-5 and below and the hotels chosen should, therefore, be adequate to meet their requirements. In the selection of the hotels the following guidelines may be used:
Standard
The normal standard of hotels to be reported upon is that of GOOD COMMERCIAL ones wherever available.
Usage
Data should be provided only for the hotels most frequented by United Nations travellers. Organizations which regularly book staff into accommodations should therefore review their records to identify the most frequently used hotels.
Location
(a) Hotels used should be centrally located and should be within walking distance or if this is not possible, preferably no more than approximately 15 to 20 minutes away from the United Nations offices by taxi or public transportation;
(b) The cost of one round-trip between the hotel and the office is estimated in the standard per diem rate. If possible the approximate cost of a round-trip between each hotel and United Nations offices by public transportation, or in the absence of public transportation by taxi, should be provided separately. This information will enable the Commission's secretariat to determine if modifications to estimation procedures used currently are necessary.
Size of room and facilities available
(a) The hotel room should be large enough to provide the traveller with a good working environment. It must be noted that many United Nations travellers on missions are required to do at least some of their work in their hotel rooms;
(b) The room should be equipped with a private bath or shower and toilet;
(c) It would be desirable for the hotel to have a restaurant. In many instances full restaurant facilities on the hotel premises may not be available; in these circumstances it must be ensured that at least breakfast facilities are provided in a restaurant or in coffee shop. In cases where full restaurant facilities are not provided by the hotel, it would be desirable to have restaurants providing meals at reasonable prices within walking distance from the hotel and to have these meal prices reflected in the DSA rates. For additional information, see paragraph B (a) below.
Security and safety
Selected hotels should be situated in a reasonably safe area of the town. The hotel should provide an environment where the traveller will feel both safe and secure and where the protection of his/her belongings would be ensured. It is most convenient if the hotel provides safety deposit boxes or similar facilities where the traveller can deposit his/her valuables.
Sanitary conditions
It is extremely important to ensure that the selected hotels maintain a fairly high standard of cleanliness and sanitary conditions. It is essential that the hotel maintain rooms and hallways which are well kept and bathrooms which are frequently cleaned. Linen and towels must be frequently changed.
Reporting of prices
(a) As stated earlier, DSA rates are based on the average prices for a single room. In many hotels the price of a single room varies over a wide range. In these circumstances it is suggested that the number of single rooms at each price level should be indicated. For example, if the price of a single room at a given hotel ranges between $30 and $50, the actual prices being $30, $40 and $50, it is essential to report the number of rooms the hotel has at the different price levels so as to enable the Commission's secretariat to make proper adjustments to the DSA rates to account for the differences in the price of a single room at a given hotel;
(b) Any service charges and taxes as well as any DISCOUNTS AVAILABLE TO UNITED NATIONS STAFF MUST BE REPORTED and should be shown separately from room prices. All room and meal prices should be reported in local currency. In some countries prices of hotels and/or meals are fixed in United States dollars rather than in local currencies. In these cases it becomes essential to make appropriate changes to DSA rates expressed in local currencies with each change in the local currency vis-à-vis the United States dollars. In some instances bills for hotel rooms and/or meals must be settled in United States dollars. It would be most helpful if exceptions of this nature are brought to our attention. This would enable us to highlight these exceptional cases in our DSA circulars for appropriate administrative action by the organizations;
(c) Relevant hotel price lists and restaurant menus should be attached to each completed questionnaire.
Return To Help Menu
- B. Meals
-
Clean restaurants of levels corresponding to those found in hotels of the selected quality should be used for the purposes of reporting on meal prices. Restaurants in selected hotels should also be included. Prices for table d'hôte menus excluding alcoholic beverages should be provided separately. In cases where table d'hôte prices are not available, à la carte prices for a standard meal may be provided. At locations where cafeteria facilities are provided by one or more organization of the common system, prices of a meal in the cafeteria should also be provided.
Return To Help Menu
- C. General Considerations
-
(a) For purposes of consistency it is highly desirable that the current rates of the same hotels and restaurants as those included in the previous review be included. Data should also be submitted in respect of any new good commercial hotel which would meet the requirements stated above and which can be considered representative for rate-setting purposes. An explanation should be provided for the exclusion of any hotel or restaurant that had previously been included in reviews. To do this submit a blank questionnaire form and in the Notes (part 5) simply explain why you no longer want this hotel included in the DSA rates. When adding new hotels use the Notes section (part 5) to explain why the hotel is being added.
(b) The inclusion of hotels frequented by United Nations officials is highly desirable. If a hotel frequented by United Nations travellers meets the requirements stated above, it should continue to be selected; on the other hand, if it does not meet some of the requirements, then the hotel in question should be dropped in favour of others;
(c) The information provided above for the selection of hotels and restaurants should be used as a guide. In most of the capital and other major cities around the world, the requirements stated above can be met and would result in the selection of reasonably priced hotels without encountering serious difficulties. On the other hand, it is understood that in small towns and rural areas it may not be possible to meet one or more of the requirements stated above and under those circumstances it is suggested that the best available hotel(s) should be reported;
(d) While the requirements stated in section A above can be met fully in Intercontinental and five star hotels, the objective is not the establishment of DSA rates to enable United Nations travellers to stay at these hotels. The purpose is that the use of the information provided herein would result in the selection of medium-priced hotels where the requirements stated above would be met to a reasonable extent;
(e) Difficulties with the level of DSA for some countries have been reported by travellers visiting these countries immediately following a major devaluation of the local currency. It is, therefore, suggested that immediately following a sizeable devaluation of local currency in terms of the United Nations operational rate of exchange, up to date information relating to hotel and meal prices should be sent to the Commission's secretariat.
Return To Help Menu
Submitting Results
-
After completing all the relevant sections, you can to to the [ Review & Submit ] tab to display a summary of the results that you have entered. You should check that the values displayed are correct. When you are satisfied that the results are correct, you should then print this screen out and keep it as a record of the data submitted to ICSC. This will help you should we contact you in the future, and it will help you when you complete the questionnaire again next year.
If you need to change a value that you have entered click on the Section on the left to return to the questionnaire.
If the values shown on the Confirmation screen are correct, and you have printed the results press the Save & Submit button to send the data to ICSC. A message will appear informing you that your questionnaire has been submitted. Remember : your results have NOT been saved until you see this message.
Return To Help Menu
Correcting Errors
-
Once you have entered all the necessary data for all the sections and move to the
Review and SUbmit tab, a summary is displayed. This facility is provided so that
you can verify that the data is correct. When this screen is submitted the data
is sent to ICSC and will be used to determine the DSA rates at your duty station.
If at a later date you realise that the data you submitted was incorrect, you can use this facility again to send the correct data to ICSC. If you are doing this, please make sure that the hotel / restaurant name is identical to the one that was first submitted. Please also make sure that you use the Notes / Comments section to highlight the fact that you are sending a correction.
Return To Help Menu
General Information
-
This section tells us who you are, and what country and
city you are entering data for. This should be completed
before entering hotel and restaurant data.
You should only need to return to this section if you want to change the name of
the city that you are entering hotels / restaurants for.
All questions in this section are mandatory.
- Name of Respondent
-
Please enter the name of the individual who would be able to
provide clarification/further details on questionnaire responses.
Return To Help Menu
- Name of Authorizing Official/Office
-
Please enter the name of the local official who has authorized
the submission of the data to the ICSC and identify the local
office(e.g. UNDP-Jakarta).
Return To Help Menu
- Fax Number
-
Please enter the Fax Number of the individual identified as the respondent.
Return To Help Menu
- Email Address
-
Please enter the Email address of the individual identified as the respondent.
Return To Help Menu
- Country Name
-
This field contains the country name that you logged on as. There is no way
to change this. ie you can only enter details for the country that you were allocated
a password for.
Return To Help Menu
- City Name
-
Enter the name of the city for which you are reporting DSA data.
Return To Help Menu
- Effective Date
-
Select the date that the rates that you are
quoting will be effective.
Return To Help Menu
Hotel Information
-
This section aims to collect general information about the hotel that
you are submitting. This information helps determine whether the hotel is
included in the hotels that comprise your DSA figure.
- Hotel Name
-
Enter the name of the hotel for which you are reporting DSA data.
Return To Help Menu
- 2.2 Previous Hotel Name
-
Use this space to enter the previous name of a hotel that was
surveyed in the prior annual review but has since changed names.
You may also use this space to note that the hotel was "previously
surveyed" if there is any possible confusion on this point.
Return To Help Menu
- 2.3 Hotel Rating
-
Use the space on the right side of the questionnaire
to click on one of the three types indicated as follows:
- Luxury:
-
This is generally a five star hotel above the
standard for which the DSA rates were designed. At some locations
where there is a choice of only substandard hotels or a luxury hotel,
the DSA rate could be based on the luxury hotel if the situation
is adequately described in Part 5.
- Good commercial:
-
The standard DSA rates are designed
for staff in levels P-5 and below. Accordingly, good commercial
hotels most frequented by United Nations travellers at these levels
should serve as the basis for the DSA rate at the duty station. The
hotel should be centrally located and should be within walking distance
or if this is not possible, preferably no more than approximately 15 to
20 minutes away from the United Nations offices by taxi or public
transportation. The hotel should have rooms which are large enough
to provide the traveller with a good working environment. The room
should be equipped with a private bath or shower and toilet. It would
be desirable for the hotel to have a restaurant. In many instances full
restaurant facilities on the hotel premises might not be available;
in these circumstances it must be ensured that at least breakfast
facilities are provided in a restaurant or coffee shop. In cases
where full restaurants are not provided by the hotel, it would
be desirable to have restaurants providing meals at reasonable
prices within walking distance from the hotel.The hotel should
maintain a fairly high standard of cleanliness and sanitary conditions.
The hotel should have clean running water. Linen and towels must be
frequently changed. Room and bathroom should be frequently cleaned.
Rooms should be well kept.
- Other:
- This should be clicked if the hotel does not clearly fall into one of the above categories. As an example, a "boarding house" reported in some countries which represents the only available accomodations in some rural areas. Also some hotels may be considered to be borderline,ie, between substandard and a good commercial hotel. If that is the case, this area should be clicked and an explanation should be entered in the remarks area.
Return To Help Menu
- 2.4 Hotel security
-
The following conditions should be considered in determining
that a hotel meets an acceptable level of security:
- a. the hotel is in a reasonably safe area of town;
- b. the hotel provides an environment where the traveller will feel both safe and secure and where the protection of his/her belongings are ensured;
- c. the hotel may provide safety deposit boxes or similar facilities where the traveller can deposit his/her valuables;
- d. the hallways are well lit;
- e. access to guest rooms is monitored.
- b. the hotel provides an environment where the traveller will feel both safe and secure and where the protection of his/her belongings are ensured;
Return To Help Menu
- a. the hotel is in a reasonably safe area of town;
- 2.5 Number of single rooms
-
The number of single rooms in the hotel should be indicated.
Return To Help Menu
- 2.6 Price includes
-
Please indicate whether the price for a single room (as reported in
Part 4.) for a specific hotel includes a breakfast, lunch or dinner.
Return To Help Menu
Part 3 - Meals Information
-
This section aims to collect general information about the restaurant that
you are submitting. This information helps determine whether the restaurant is
included in the restaurants that comprise your DSA figure.
If you are submitting the restaurant that is inside the hotel, then you should not enter the restaurant name.
- 3.1 Restaurant name
-
Enter the name of the restaurant you are reporting on. This
space should be left blank if the restaurant is a part of the hotel
you entered in part 2.1 immediately prior to proceeding to this section.
Return To Help Menu
- 3.2 Previous restaurant name
-
Use this space to enter the previous name of a restaurant that
was surveyed in the prior annual review but has since changed
names. You may also use this space to note that the restaurant
was "previously surveyed" if there is any possible confusion
on this point.
Return To Help Menu
- 3.3 Restaurant Rating
-
Use the space on the right side of the questionnaire to click
on one of the four types indicated as follows:
- Luxury:
-
This is generally a five star restaurant above the
standard for which the DSA rates were designed.
- Good commercial:
-
The standard DSA rates are designed for
staff in levels P-5 and below. Good commercial restaurants most
frequented by United Nations travellers at these levels should serve
as the basis for the DSA rate at the duty station. Accordingly,
restaurants which are a part of the hotels used for determining
appropriate DSA levels should be included in the DSA survey whenever
possible. If this is not possible, restaurants providing meals at
reasonable prices within walking distance from the hotel should be
surveyed (these should be submitted seperately from the
hotel). Restaurants should be clean and of levels corresponding
to those found in hotels.
- Other:
- Cafeteria facilities provided by one or more organizations of the common system, should be indicated under this heading with the prices of meals in the cafetaria reported in Part 4.
Return To Help Menu
Part 4 - Cost Information
-
This section allows requires cost information from the hotel / restaurant that
is being submitted. All questions should be answered.
Return To Help Menu
- 4.1 Rate Quoted in
-
Click local currency, if the prices are quoted in the currency of the country or
US dollars if the prices are quoted in US dollars. It has been noted that at some duty
stations the rate is quoted in US dollars but converted to local currency equivalent
at the time of the survey and remains at this rate irrespective of exchange rate
changes. Such situations should be explained in Part 5 - Notes since
the DSA rate would then be established in local currency.
Some duty stations quote rates for rooms to be quoted in USD, and rates for meals to be quoted in Local currency. Hence it is possible to input rates for Rooms and Meals in different currencies.
Return To Help Menu
- 4.2 Local Currency Name
-
Enter the name of the local currency. In most cases ICSC does already know
your local currency, hence this is required for clarification.
Return To Help Menu
- 4.3 Quoted as
-
Click:
- daily:
- if the price for the room is per night;
- weekly:
- if the price for the room is per week;
- monthly:
- if the price for the room is per month.
Return To Help Menu
- 4.4 - 4.6 Extra charges
-
Please enter any mandatory service, tax or other charges. Click the
appropriate option as to whether the charges have been quoted as a fixed
amount (in the currency selected in 4.1) , or as a percentage of room / meal price.
If you are entering an amount for 'Other' charges you must also provide a
reason for those charges, otherwise, they will be ignored. If more room is
required for this purpose use the Notes section in Part 5.
Return To Help Menu
- 4.7 Discount given to UN
-
Discounts available to United Nations staff must be reported here.
The discount should be shown separetely from room price (reported in Part 4)
and must be reported either as a percentage of the room/meal price
or as a fixed amount.
Return To Help Menu
- 4.8 Costs
-
Click on the pull down menus to indicate the dates of any applicable
seasonal rates for either room or meal costs.
- Room cost:
-
Enter the price of a single room in
local currency excluding any of the extra charges in part 2.7
or the discount in part 2.8. In many hotels the price of a single
room varies over a wide range. In these circumstances it is
suggested that the number of single rooms at each price level
should be indicated. For example, if the price of a single room
at a given hotel ranges between $30 and $50, the actual prices
being $30, $40 and $50, it is essential to report the number of
rooms the hotel has at different price levels so as to enable
the Commission's secretariat to make proper adjustments to the
DSA rates to account for the differences in the price of a single
room at a given hotel. In such cases it is requested that the
"season" column be used to indicate the different price levels(up to 4)
by entering the different room costs in the space provided and entering
the calendar year for each of the 4 possible seasonal entries. The number
of related rooms should be indicated in Part 5 - Notes.
- Meal cost:
- Enter the price for the specific meal excluding any of the extra charges in part in part 3.4 or the discount in part 3.5. Prices for table d'hote excluding alcoholic beverages should be provided separately. In cases where table d'hote (basic) prices are not available, a la carte prices for a standard meal may be provided.
Return To Help Menu
Part 5 - Notes
Use this section to explain any unusual circumstances related to any of the entries in the questionnaire. If your comment relates to a specific part of the questionnaire please indicate the part number. This section should be used to:-
a. Explain the absence of information for hotels/restaurants
included in previous surveys;
- b. Explain the addition of information for hotels/restaurants not included in previous surveys;
- c. Provide additional relevant data,eg,, as noted in part 4.4 (Room cost);
- d. Describe any difficulties in completing the questionnaire.
- e. Quote any reduced room / meal rates for durations of longer than 60 days.
- b. Explain the addition of information for hotels/restaurants not included in previous surveys;
Return To Help Menu