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Programme and Operations Policies and Procedures

  
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UNDP Standard Lease Agreement Form

​The UNDP Standard Lease Agreement Form is now available in French (document ID POPP-11-3045) in the templates library.

09/08/2019Administrative Services
MOA of Temporary Custody of UNDP Property

​The MOA of Temporary Custody of UNDP Property is now available in French (document ID POPP-11-3046) in the templates library.

09/08/2019Administrative Services
Waiver of Liability for UNDP Vehicles

​​The Waiver of Liability for UNDP Vehicles is now available in French (document ID POPP-11-3047) in the templates library.

09/08/2019Administrative Services
Delegation of Authority

The Delegation of Authorities policy is now available in French. To access the document, click on the French language tab.

06/08/2019Accountability
Common Services Project Management

The Common Services Project Management main policy is now available in French.

05/08/2019Financial Resources Management
Attribution of DPC through a Stand-Alone DPC Project

The Attribution of DPC through a Stand-Alone DPC Project main policy is now available in French.

02/08/2019Financial Resources Management
Disposal and Write-Off (Plant and Property)
The Plant and Property: Disposal and Write-Off policy is available in French. To access the document, click on the French language tab.
02/08/2019Administrative Services
Depreciation, Reconciliations Reports and Centralized Functions

The Depreciation, Reconciliations Reports, and Centralized Functions main policy is now available in French. To access the document, click on the French language tab. 

02/08/2019Administrative Services
UN Travel Documents and National Passport

Eliminated references to processing claims through the AP module.
01/08/2019Administrative Services
Authorizing Official Business Travel

Eliminated references to processing travel through the AP module. Eliminated need to obtain supervisor approval for travel 'in writing' to reflect the introduction of e-services (absence management) which now includes duty travel. Updated link to T&E user guide.

01/08/2019Administrative Services
Other Travel Allowances and Expenses
Eliminated references to processing travel through the  AP module. Revised the text that no advances should be paid when the estimated DSA and terminal expenses are less than $200 to leave it to the discretion of the Regional Center / Country Office. This change reflects the introduction of the travel request in Atlas as the authorization and implication of processing advances as part of the travel workflow in T&E.


01/08/2019Administrative Services
Route, Mode of Transportation, and Standard of Accommodation

Removed the reference to paper travel authorization

01/08/2019Administrative Services
UN Travel Documents and National Passport
The UNLP Cancellation form is now available in the UN Travel Documents and National Passport policy. To facilitate the processing of returned travel documents, UN HQ Travel and Transportation Section (UN TTS) is requesting that each Laissez-Passer (LP) which is submitted for cancellation, without the application for a new LP, is sent along with this form (TTS.7). 
01/08/2019Administrative Services
Post Travel

Eliminated references to processing travel through the AP module and updated text to reflect the payroll deduction option in the Post Travel policy and procedure table. 

01/08/2019Administrative Services
Opening and Closing of Bank Accounts

​The Opening and Closing of Bank Accounts policy and procedures were revised and expanded as follows:

1. The procedure table, “Closing a Bank Account in a Regular Operating Environment” was added to section 3.0 of the policy page.
2. Clauses 4 and 5 were added to the policy.
3. Minor editorial adjustments and clarifications.

18/07/2019Financial Resources Management
Micro Purchasing Canvassing form

​The updated Micro Purchasing Canvassing form is now available in French (document ID POPP-11-3037) in the templates library.

17/07/2019Procurement
Micro Purchasing Canvassing form

​​The updated Micro Purchasing Canvassing form is now available in Spanish (document ID POPP-11-3038) in the templates library.

17/07/2019Procurement
Micro Purchasing Canvassing form

The Micro Purchasing Canvassing form has been simplified through the removal of multiple non-essential fields. The aim is to have in one form, the minimum required information to comply with the Micro-Purchasing procedures; and to include the necessary information to proceed with Atlas transactions.

11/07/2019Procurement
Agency Implementation Finances

​The Agency Implementation Finances policy has been updated throughout to provide guidance to country offices on the use of local funding to agencies for project implementation via account 16010.

11/07/2019Financial Resources Management
Individual Contract Procurement Notice template

The Individual Contract Procurement Notice template is now available in Spanish. It is linked in clause 81 of the Spanish IC policy and found in the POPP templates library (document ID POPP-11-3027). To access the document, click on the Spanish language tab.

02/07/2019Procurement
Service Clearance Account (SCA), Charging, Billing and Fee Collection

​Effective 1st July 2019, two new activities have been automated and introduced in the agency billing system. The UPL section of POPP has been revised accordingly to reflect the new activities i.e. Activity 6 and Activity 7.

01/07/2019Financial Resources Management
Cost Recovery from Other Resources - GMS

​The Cost Recovery from Other Resources - GMS policy was amended as follows in order to provide greater clarity. The various costs that are funded from projects and GMS are now presented in paragraph 17 instead of hyperlinks.

21/06/2019Financial Resources Management
eTendering User Guide

The eTendering User Guide has been linked to step 2 of the procedure table on the Sourcing and Market Research main policy page. This addition is part of the global roll out of the eTendering system for the on-line management of all international competitive procurement valued at USD 150,000 and above. The use of eTendering will become mandatory from September 01, 2019.

14/06/2019Procurement
Individual Contract On Behalf of a UN Agency

​The template, Individual Contract On Behalf of a UN Agency, is now available in English (document ID POPP-11-3021) and Spanish (document ID POPP-11-3020). These are available in the POPP templates library.

12/06/2019Procurement
Repatriation Grant

​The Repatriation Grant policy is now available in Spanish. To access the content, click on the Spanish language tab.

11/06/2019Human Resources Management
Death Policy

​The Death policy is available in Spanish. To access the document, click on the Spanish language tab.

11/06/2019Human Resources Management
Expiration of Fixed-term Appointment

​The Expiration of Fixed-Term Appointment policy is available in Spanish. To access the document, click on the Spanish language tab.

11/06/2019Human Resources Management
Termination of Appointment for Reasons of Health

​The Termination of Appointment for Reasons of Health policy is available in Spanish. To access the document, click on the Spanish language tab.

11/06/2019Human Resources Management
Special Leave
The policy update includes editoral changes to provide clarity, align with the terminology reflected in the UN Staff Regulations anad Rules as well as the Gender Parity Strategy, and to include the decisions approved by the Administrator related to the Gender Steering and Implementation Committee (GSIC) initiatives.   

Service credit for entitlement accrual

50.          All accrued annual leave must be exhausted prior to starting SLWOP, except in the case of SLWOP granted for military service as per staff rule 5.3 (c), for technical assignment as per staff rule 5.3 (b) or SLWOP following any of the parental leave entitlements, or as per paragraph 11 (k), SLWOP granted to locally recruited staff members for UNV assignments.

Visa status

54.          Visas which a staff member has been granted on the basis of their employment with the Organization pertain to active service. A staff member’s authorized stay in the United States expires automatically upon separation from service (which includes entry into special leave with or without pay of more than 30 days) or transfer to a duty station outside the United States, even if the G-4 visa stamped in the passport indicates that it is valid beyond the separation or transfer date.  If a staff member on special leave wishes to remain in the duty station for study purposes, for instance, the staff member is responsible for obtaining the requisite visa. UNDP will not sponsor or support any such applications and will abide by its obligations towards the host country. 

Separation from service after special leave without pay

62.          If the staff member has not identified or accepted a suitable placement at the expiry of SLWOP or its extension(s), they will be separated from service in accordance with the UN Staff Regulations and Rules or the terms specified in the letter granting the approval for SLWOP.

Implementation

67.          Upon approval of any type of special leave, a communication to the staff member to this effect stating the terms of the leave and administrative formalities (together with a copy of this policy) is prepared by the respective HR contact in UNDP, and should include the following information:

         d)            Confirmation that all accrued annual leave to date will be exhausted prior to commencing special leave (with or without pay) except for reasons mentioned under paragraphs 49 and 50



31/05/2019Human Resources Management
Flexible Working Arrangements
The policy update includes editorial changes to provide clarity, align with the terminology reflected in the UN Staff Regulations and Rules as well as the Gender Parity Strategy, and to include the decisions approved by the Administrator related to the Gender Steering and Implementation Committee (GSIC) initiatives. 

Discussions with appropriate parties

5. The implementation of flexible working arrangements should always take place following detailed discussions on the work implications for all involved; this could mean intra-office discussions and, in some instances, also inter-office discussions. Office supervisors have a responsibility for consulting all parties concerned, especially other team members who work with the individual who is requesting flexible working arrangements. The arrangements are subject to review on an on-going basis.

Contractual Status
34. When a staff member avails of the part-time employment arrangement, offices will be allowed to monetize the remainder of the full-time position to fund additional capacity, as needed.

Maternity Leave
49. The maternity leave benefits granted to full-time staff members are also afforded to part-time staff members. During maternity leave, part-time staff members will receive their respective prorated salary and allowances. As a general rule, requests for extended leave (either annual or unpaid) up to 6 months and flexible working hours following maternity leave should be granted. In case there is a compelling reason that prevents the supervisor from granting the request, a written justification must be endorsed by the Head of Office and the respective Bureau.

Paternity Leave
50. The paternity leave benefits granted to full-time staff members are also afforded to part-time staff members. During paternity leave, part-time staff members will receive their respective prorated salary and allowances. As a general rule, requests for extended leave (either annual or unpaid) and flexible working arrangements following paternity leave should be granted. In case there is a compelling reason that prevents the supervisor from granting the request, a written justification must be endorsed by the Head of Office and the respective Bureau.

Adoption and Surrogacy Leave
51. The adoption and surrogacy leave benefits granted to full-time staff members are also afforded to part-time staff members. During adoption or surrogacy leave, part-time staff members will receive their respective prorated salary and allowances. As a general rule, requests for extended leave (either annual or unpaid) and flexible working arrangements following adoption or surrogacy leave should be granted. In case there is a compelling reason that prevents the supervisor from granting the request, a written justification must be endorsed by the Head of the Office and the respective Bureau.

Telecommuting compact (full time)
72. Telecommuting can take place from a site as close as the normal commuting distance from the office or as far as from another country on another continent. Depending on this distance, the creation of a telecommuting arrangement may require an adjustment in the staff member’s conditions of service. This may require a change of duty station for the purpose of entitlements for which the HR focal point at the duty station must inform the HR Team Lead in BES/GSSU. If the full-time telecommuting arrangement commences before completion of one year in the duty station of assignment, the payments related to relocation and settling-in shall normally be prorated and recovered or adjusted accordingly. Entering into a full-time telecommuting arrangement does not change the contractual status under which a staff member is employed. Where there is no change in duty station required to establish the alternate dedicated worksite, conclusion of the telecommuting compact would be sufficient to establish the arrangement. For nationally recruited staff members, telecommuting arrangements are currently restricted to alternate dedicated worksites within the country or within commuting distance.

31/05/2019Human Resources Management
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