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Programme and Operations Policies and Procedures

  
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Cost Recovery from Other Resources - GMS
The Cost Recovery from Other Resources - GMS policy is now available in French. To access the document, click on the French language tab.
22/03/2019Financial Resources Management
Programme and Project Management

​All PPM policies and procedures are now available in Spanish except for those concerning Evaluation and Knowledge Product Production and Quality Assurance. To access translated content, click on the Spanish language tab of the respective policy page. Kindly note that any differences between the English and Spanish texts will be interpreted in accordance with the English version.

20/03/2019Programme and Project Management
Harmonized Approach to Cash Transfers (HACT)

The updated Harmonized Approach to Cash Transfers (HACT) policy is now available in French. To access the document, click on the French language tab.
 

19/03/2019Financial Resources Management
Harmonized Approach to Cash Transfers (HACT)

​The updated Harmonized Approach to Cash Transfers (HACT) policy, tables and annexes are now available in Spanish. To access these, click on the Spanish language tab. The tables are also available in the POPP templates library (document # POPP 11-2599), as are the annexes (document # POPP 11-2332).

19/03/2019Financial Resources Management
Risk Management

The updated Enterprise Risk Management policy and procedures, which are now available in English, French and Spanish, call for a change in how UNDP collectively approaches risk management in order to become a smarter and more agile organization. They provide a roadmap for moving from risk averse to responsible risk taking practices. To access the Spanish and French documents, click on the relevant language tabs.

13/03/2019Accountability
Private Sector Partnerships

​The Private Sector Partnerships policy is now available in Spanish. To access the document, click on the Spanish language tab.

11/03/2019Partnerships
Route, Mode of Transportation, and Standard of Accommodation

The policy has been updated to reflect the newly issued mileage ST AI by the UN in clause 39.

07/03/2019Administrative Services
Knowledge Product Production and Quality Assurance

​The new Knowledge Product Production and Quality Assurance chapter has been published under the Programming Standards section of the PPM. The policy and procedures apply to all knowledge products produced by UNDP where UNDP is a co-author. They also introduce a new online process and requirements for the publication of knowledge products, while shortening the steps required for clearance. In addition to the policy and procedures, the related guidelines have been published in the POPP library (“Knowledge Product Production Guidelines” document # POPP 11-2969). These offer in-depth information on different knowledge product types, life cycle steps, production processes, and quality assurance standards.

01/03/2019Programme and Project Management
PPM Updates
The following revisions have been incorporated into the PPM policies and procedures in alignment with updated guidelines:

1.      Removed all references to Country Director, in light of the RC/RR delinking.

2.      Revised evaluation content to align with new decentralized evaluation guidelines.

3.      Introduced the new Partner Capacity Assessment Tool and deleted references to previous capacity assessments.

4.      Introduced the new Atlas User Guide that aligns with the PPM re-write, including new project types and portfolio management.

5.      Engagement Facility policy: Removed limitation of equipment purchases as a percentage of annual expenditures, added a procedure that clarifies an Engagement Facility should be closed when it is no longer needed, updated fund code and receivable instructions.

6.      Development Services policy: Clarified distinction between development services and memorandum for the provision of services (MPS), added procedure to close the development service in Atlas after the service has been delivered.

7.      Clarified that in order for an implementing partner or responsible party to be selected as a pre-condition of funding, this must be received in writing from the donor.

8.      Under Select Implementing Partner, clarified that private and non-governmental academic institutions are considered civil society, and publicly owned academic institutions are considered government entities.

9.      Select Responsible Parties and Grantees:

  1. Clarified that the same policies and procedures for selecting civil society partners as responsible parties are used for private and non-governmental academic institutions and foundations, as well as state-owned enterprises. I.e., these institutions are not classified as civil society organizations, but we use the same approach to select them.
  2. Clarified that innovation challenge prizes are used in DIM projects or via CO support to NIM projects.
  3. Aligned content on low value grants with new operational guidance.
  4. Replaced micro-capital grant agreement template with new low value grant agreement template.

 

10.  Clarified low value performance-based payment reporting and assurance requirements.

11.  Added an exchange of letters as an acceptable method of documenting the programme board's agreement to changes.

12.  Increased maximum duration of bridging programmes form 18 months to 24 months.

13.  Clarified content on asset disposal under Close and Transition. Asset ownership after the project should be included in the project document. If this has not been done, asset transfer/disposal plans must be agreed with the government and donor (if relevant.)

14.  Minor editorial adjustments and clarifications

22/02/2019Programme and Project Management
Standard Operating Procedure (SOP)

The updated Standard Operating Procedure (SOP) for Immediate Crisis Response policy is now available in Spanish and French. To access the documents, click on the Spanish and French language tabs.

22/02/2019Crisis Response
Universal Price List (UPL) and Local Price List (LPL)

​UNDP offices can now monitor actual revenues earned from provisions of SLA/MOU or UPL/LPL services through the Corporate Agency Services Revenue Report. A link to this newly developed report has been added to the Explanatory Notes column under step 11 of the Universal Price List (UPL) and Local Price List (LPL) procedure table.

31/01/2019Financial Resources Management
Cost Recovery from Other Resources - GMS

​Section 7 of the Cost Recovery from Other Resources - General Management Support (GMS) policy was updated to reflect that regarding agencies’ contribution to RCO activities, GMS should be applied in line with the corporate cost recovery policy, since the 2016 Advisory note for the UNDG Cost Sharing Funds for the RC system no longer applies and is hereby revoked as of 1 January 2019.

17/01/2019Financial Resources Management
GMS Fee Set-up and Collection

​Step 6 of the GMS Fee Set-up and Collection procedure table was updated with the most recent link to the actual effective GMS PowerBI report, derived from actual GL expenses posted to projects. The link appears in the Explanatory Notes column.

20/12/2018Financial Resources Management
Post Travel

​Section 4 of the Post Travel policy was expanded to specify that for travel booked through HQ travel management service provider, Ultramar, Atlas captures the flown boarding status from the airline, in most cases. This eliminates the need for the traveler to submit boarding passes for air travel when the information is electronically reported in Atlas. Staff members and travel administrators (arranging travel on behalf of non-staff members), using the HQ travel management services provider, should retain the original travel documentation until the travel claim has been processed, in the event that it is needed to substantiate the travel dates.

17/12/2018Administrative Services
Financial Closure of Development Projects

​Section 8 of the Financial Closure of Development Projects was updated to specify that before the status of a project is changed to financially closed, the eChecklist from Atlas Project Closure Workbench must be completed.

17/12/2018Financial Resources Management
Procurement Methods

​Section 79.e. of the Procurement Methods policy was updated to reflect streamlining measures recently set forth by the Bureau of Management Services that provide exemptions from the need to submit for ex-ante review for successful previous experience and repetitive country specific (local) LTAs for country office operations supports such as for travel, security, and cleaning services, as there is sufficient specific corporate guidance and templates on the procurement of the said goods/services.

14/12/2018Procurement
Procurement Oversight and Procurement Review Committees

​Notes for the Ex-Ante in Section 54 of the Procurement Oversight and Procurement Review Committees policy was updated to reflect streamlining measures recently set forth by the Bureau of Management Services that provide exemptions from the need to submit for ex-ante review for successful previous experience and repetitive country specific (local) LTAs for country office operations supports such as for travel, security, and cleaning services, as there is sufficient specific corporate guidance and templates on the procurement of the said goods/services.

14/12/2018Procurement
Contract Management

​Contract Management Guidelines (including updates on contract amendments and LTAs) have been added to the Contract Management main policy page. They are linked in step 1 of the Contract Management procedure table.

14/12/2018Procurement
Performance Based Payments

​The new Partner Capacity Assessment tool was added to step 3.0 of the procedures, replacing other assessments that are part of the streamlined tool.

14/12/2018Programme and Project Management
Select Responsible Parties and Grantees

​The new Partner Capacity Assessment tool was added to steps 3 and 2.1 OPT of the Responsible Parties and Grantees procedures, replacing other assessments that are part of the streamlined tool.

14/12/2018Programme and Project Management
Select Implementing Partners

​The new Partner Capacity Assessment tool was added to procedures steps 2.0 and 2.0 ALT, replacing other assessments that are part of the streamlined tool.

14/12/2018Programme and Project Management
Anti-Fraud Policy

The Anti-Fraud Policy has been updated to reflect UNDP’s review of the policy and assessment of fraud risks faced by the organization. The updates include:

1. The UN’s single definition of what constitutes fraud, as well as cases of suspected or presumptive fraud, as recommended by the Joint Inspection Unit of the UN and as formulated, and approved by the High-Level Committee on Management (HLCM) pursuant to General Assembly resolution A/RES/70/238.

2. References on criminal accountability of United Nations officials and experts on mission pursuant to General Assembly resolution A/RES/62/63, which states that credible allegations of a crime committed by United Nations officials or experts on mission may be brought by the Secretary-General to the attention of the States against whose nationals such allegations are made.


13/12/2018Accountability
Private Sector Partnerships

​The MoU template has been updated in English and Spanish. It is linked in step 1 of the Formalizing private sector partnerships through MOU procedures on the Private Sector Partnerships policy page. Kindly note that the French version of the MOU template is under review and will be available again once finalized.

06/12/2018Partnerships
Harmonized Approach to Cash Transfers (HACT)

​The Spanish version of the Harmonized Approach to Cash Transfers (HACT) policy is currently under review and will be available again on POPP once finalized. The HACT procedures remain available in Spanish. To access these, click on the Spanish language tab.

04/12/2018Financial Resources Management
Harmonized Approach to Cash Transfers (HACT)

​The Harmonized Approach to Cash Transfers (HACT) procedures are now available in French. To view the procedure table, click on the French language tab.

04/12/2018Financial Resources Management
Combined Delivery Report

The Combined Delivery Report policy is now available in French. To access the document, click on the French language tab.

29/11/2018Financial Resources Management
Corporate Purchasing Card

​Sections 1 and 4 of the UNDP Corporate Purchasing Card Management policy were updated to reflect that the single payment limit has been raised from $2,500 to $5,000.

21/11/2018Administrative Services; Financial Resources Management; Procurement
Direct Payments

​The Direct Payments policy is available in French. To access the document, click on the French language tab. Kindly note that any differences in the English and French texts will be interpreted in accordance with the English version. 

16/11/2018Financial Resources Management
GMS Fee Set-up and Collection

The GMS Fee Set-up and Collection policy is now available in French. To access the document, click on the French language tab.​Kindly note that any differences in the English and French texts will be interpreted in accordance with the English version.

16/11/2018Financial Resources Management
Salaries and Related Allowances Landing Page

​The following notice has been posted on the Salaries and Related Allowances Landing Page in order to provide clarity:

As the appointments of individual UNDP staff are based on the UN Staff Regulations and UN Staff Rules, legal and administrative interpretations shall be made on the basis of these instruments. Salaries and related allowances and benefits that are based on the UN Staff Regulations and UN Staff Rules as well as relevant published policies, are normally paid through payroll.

The UN Common System Allowances that are mandated by the Chairman, International Civil Service Commission (ICSC) must be managed in accordance with the criteria established and approved by the ICSC.

Any other ad-hoc administrative and operational allowances or one-time lump sum payments that are established locally require approval by Headquarters prior to implementation.

15/11/2018Human Resources Management
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