Programme and Operations Policies and Procedures

 

Announcement

60. Furniture and Equipment: Acquisition and Maintenance, March 13^th, 2020

The International Commercial Terms (INCOTERMS) 2020 has been linked in clause 64 of the Furniture and Equipment: Acquisition and Maintenance policy, as well as in clause 1 of the Asset Management Atlas User Guide.

Differences between Incoterms 2010 and 2020:

• The Incoterms FCA (Free Carrier) now provides the additional option to make an on-board notation on the Bill of Lading prior loading of the goods on a vessel.
• The costs now appear centralized in A9/B9 of each Incoterms rule.
• CIP now requires at least an insurance with the minimum cover of the Institute Cargo Clause (A) (All risk, subject to itemized exclusions).
• CIF requires at least an insurance with the minimum cover of the Institute Cargo Clause (C) (Number of listed risks, subject to itemized exclusions).
• The Incoterms rules Free Carrier (FCA), Delivered at Place (DAP), Delivered at Place Unloaded (DPU) and Delivered Duty Paid (DDP) now take into account that the goods may be carried without any third-party carrier being engaged, namely by using its own means of transportation.
• The rule Delivered at Terminal (DAT) has been changed to Delivered at Place Unloaded (DPU) to clarify that the place of destination could be any place and not only a “terminal”.
• The Incoterms 2020 now explicitly shifts the responsibility of security-related requirements and ancillary costs to the seller. 

 59. Vehicle Management, March 04^th, 2020

To reduce greenhouse gas emissions from UNDP operations, clauses 8 and 9 of the policy have been updated. Electric vehicles are now the default for the acquisition of representation vehicles and where electric vehicles are not feasible, hybrid vehicles are considered as the first alternative before combustion vehicles. The ceiling for the acquisition of electric or hybrid vehicles is changed to $45,000 while that of combustion vehicles remains at $38,000.

58. Intangible Assets: Acquisition, Development and Maintenance, February 14^th, 2020

The UNDP Service Request Form User Guide is now available in the POPP templates library (POPP 11-3143) and linked in clause 19 of the policy.

57. Administrative Services - Asset Management (Property, Plant and Equipment), February 14^th, 2020

The UNDP Service Request Form User Guide is now available in the POPP templates library (POPP 11-3143) and linked in the following clauses of the policies below:

1. Furniture and Equipment: Acquisition and Maintenance (clause 9)
2. Furniture and Equipment: Depreciation, Reconciliations Reports and Centralized Functions (clause 20)
3. Furniture and Equipement: Disposal and Write-Off (clause 1)
4. Leasehold Improvements: Acquisition and Maintenance (clause 31.a.)
5. Leasehold Improvements: Depreciation, Reconciliations Reports and Centralized Functions (clause 9)
6. Plant and Property: Acquisition and Maintenance (clause 11.b.)
7. Plant and Property: Disposal and Write-Off (clause 5)

56. Administrative Services - Asset Management (Property, Plant and Equipment), February 7^th, 2020

UNDP has changed its asset capitalization threshold from US $1,500 to US $5,000. This policy change will significantly reduce the volume (i.e. quantity) of assets in the asset register thereby allowing UNDP to focus attention on higher value items. The change in policy should also result in a more effective verification and certification process.

UNDP has updated the following policies to reflect the changed asset capitalization threshold:

1. Furniture and Equipment: Disposal and Write-Off

The following clause has been amended accordingly:
40

Additionally, the Asset Disposal Authority has increased from US $2,500 to US $5,000. Clauses 2, 4, 5, 15, 17, 19 and 22 of the policy have been updated accordingly.

2. Furniture and Equipment: Acquisition and Maintenance

The following clauses have been amended accordingly:
3, 5-7; 14; 35-37; 41, 43, 46, 48; 73 and 83.

3. Plant and Property: Acquisition and Maintenance

The following clauses have been amended accordingly:
1, 3, 5 and 21

4. Furniture and Equipment: Property, Plant and Equipment (PPandE)

The following clauses have been amended accordingly:
1, 4, and 5

55. Administrative Services - Asset Management (Intangible Assets) , February 7^th, 2020

Two terms changed throughout the policies below: GSSU replaced GSSC, while DMS changed to UNDP Service Request Portal.

1. Intangible Assets: Acquisition, Development and Maintenance
2. Intangible Assets: Amortizations, Reconciliations, Reports and Centralized Functions

54. Administrative Services - Asset Management (Property, Plant and Equipment), February 7^th, 2020

Two terms changed throughout the policies below: GSSU replaced GSSC, while DMS changed to UNDP Service Request Portal.

1. Furniture and Equipment: Depreciation, Reconciliations Reports and Centralized Functions
2. Leasehold Improvements: Acquisition and Maintenance
3. Leasehold Improvements: Depreciation, Reconciliations Reports and Centralized Functions
4. Plant and Property: Disposal and Write-Off
5. Plant and Property: Depreciation, Reconciliations Reports and Centralized Functions

53. Corporate Purchasing Card,  February 7^th, 2020

​UNDP has changed its asset capitalization threshold from US $1,500 to US $5,000. This policy change will significantly reduce the volume (i.e. quantity) of assets in the asset register thereby allowing UNDP to focus attention on higher value items. The change in policy should also result in a more effective verification and certification process.

Clauses 4 and 16 of the policy have been updated accordingly.

52. Vehicle Management, February 5^th, 2020

​UNDP has changed its asset capitalization threshold from US $1,500 to US $5,000. This policy change will significantly reduce the volume (i.e. quantity) of assets in the asset register thereby allowing UNDP to focus attention on higher value items. The change in policy should also result in a more effective verification and certification process. Clause 2 of the policy has been updated to reflect the capitalization of vehicles with a purchase price of $5,000 or more.

51. Acquisition, Renewal and Termination of Premise Leases, November 5^th, 2019

The deleted Paragraph 6 allows for all premises cases to be presented to General Operations for review and approval, so that UNDP can partner with UN agencies to determine areas of common interest including shared services/offices.

50. Visas at Headquarters (New York), September 24^th, 2019

TTS has updated two forms related to visas and introduced a new email address used for G-5 visa communication.
1. TTS.1 form to include interns as an option of person type at the top of the application.
2. The visa application for dependents other than spouses / children (P.209) has both been updated.
3. The Visa Committee business email is now dos-vc@un.org (which replaces greco1@un.org)

49. Authorizing Official Business Travel, September 20^th, 2019

The Authorizing Official Business Travel policy has been amended to reflect the latest changes on amount limits for group travel.

Group Travel Option:
- For one-time workshop participants of 20 or more who are non-staff members that do not hold a Service Contract and when:
- the total travel payment (e.g. DSA and/or terminal expense) for individual participants are less than $500
- UNDP provides conference organization services to, partners, donors and other UN agencies, and is requested by these donors/UN agencies to affect a payment to participants in cash at a location where banking services are not available
- partners, donors and UN Agencies do not mandate the payment of a travel advance (80%) with the balance (20%) processed post travel through a travel claim

For workshops that meet the standard outlined above it is not compulsory to process the travel through the T&E module of Atlas. Offices should seek bank cash delivery options where available. In the absence of a bank delivery option the Project Cash Advance arrangement can be followed.

With the aim to reduce costs as well as the administrative burden, offices should treat group travel of 20 or more participants as a separate project and plan accordingly. The workshop planning should include the identification and contracting of the venue and negotiation of preferential rates, the cost savings of which will be passed on to UNDP.

48. Plant and Property: Acquisition and Maintenance, August 23^rd, 2019

The Plant and Property: Acquisition and Maintenance policy is available in French. To access the document, click on the French language tab.

47. Depreciation, Reconciliations Reports, and Centralized Functions (Furniture and Equipment), August 23^rd, 2019

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

46. Amortizations, Reconciliations, Reports and Centralized Functions (Leasehold Improvements), August 23^rd, 2019

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

45. Disposal and Write-Off (Leasehold Improvements), August 23^rd, 2019

The Disposal and Write-Off (Leasehold Improvements) policy is available in French. To access the document, click on the French language tab. 

44. Acquisition and Maintenance (Leasehold Improvements), August 23^rd, 2019

The Leasehold Improvements: Acquisition and Maintenance policy is available in French. To access the document, click on the French language tab. 

43. UNDP Standard Lease Agreement Form, August 9^th, 2019

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

42. MOA of Temporary Custody of UNDP Property, August 9^th, 2019

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

41. Waiver of Liability for UNDP Vehicles, August 9^th, 2019

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

40. Disposal and Write-Off (Plant and Property), August 2^nd, 2019

Disposal and Write-Off (Plant and Property) is now available in French. To access the document, click on the French language tab. 

39. Depreciation, Reconciliations Reports and Centralized Functions (Leasehold Improvements), August 2^nd, 2019 

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

38. Depreciation, Reconciliations Reports and Centralized Functions (Plant and Property), August 2^nd, 2019 

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

37. UN Travel Documents and National Passport - procedures Claim - Reimbursement for the Issuance of a National Passport, August 1^st, 2019

Eliminated references to processing claims through the AP module.

36. Route, Mode of Transportation, and Standard of Accommodation, August 1^st, 2019

Removed moved reference to paper travel authorization.

35. Other Travel Allowances and Expenses, August 1^st, 2019

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

34. Post Travel and Post Travel Procedures, August 1^st, 2019

Eliminated references to processing travel through the  AP module. Updated text to reflect payroll deduction option.

33. Authorizing Official Business Travel, August 1^st, 2019

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.

32. Route, Mode of Transportation, and Standard of Accommodation, March 7^th, 2019

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

31. Post Travel, December 17^th, 2018

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.

30. Corporate Purchasing Card, November 21^st, 2018

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.

29. Daily Subsistence Allowance (DSA), September 13^th, 2018

The POPP subprocess for DSA (para 31 c) reflects the elimination of AI issuance and the abolishment of IC's on the topic. Specifically, the special DSA rates for NYC, GVA, and VIE which are available in the ICSC circular and no longer promulgated through an AI.

28. Plant and Property: Disposal and Write-Off,  June 12^th, 2018

The updated Property Plant and Equipment (PP&E) section clarifies the nature of NGO involvement in Asset Management processes in response to the newly revised Programme and Project Management (PPM) chapter and also reflect the change to the asset certification process approved by the Senior management as part of the recent business streamlining initiatives.

27. Furniture and Equipment: Acquisition and Maintenance, June 12^th, 2018

The updated Property Plant and Equipment (PP&E) section clarifies the nature of NGO involvement in Asset Management processes in response to the newly revised Programme and Project Management (PPM) chapter and also reflect the change to the asset certification process approved by the Senior management as part of the recent business streamlining initiatives.

26. Furniture and Equipment: Disposal and Write-Off, June 12^th, 2018

The updated PP&E section clarifies the nature of NGO involvement in Asset Management processes in response to the newly revised Programme and Project Management (PPM) chapter and also reflect the change to the asset certification process approved by the Senior management as part of the recent business streamlining initiatives.

25. Plant and Property: Acquisition and Maintenance, June 12^th, 2018

The updated Plant, Property and Equipment (PP&E) section clarifies the nature of NGO involvement in Asset Management processes in response to the newly revised Programme and Project Management (PPM) chapter and also reflect the change to the asset certification process approved by the Senior management as part of the recent business streamlining initiatives.

24. Leasehold Improvements: Acquisition and Maintenance, June 12^th, 2018

The updated Plant, Property and Equipment (PP&E) section clarifies the nature of NGO involvement in Asset Management processes in response to the newly revised Programme and Project Management (PPM) chapter and also reflect the change to the asset certification process approved by the Senior management as part of the recent business streamlining initiatives. 

23. Leasehold Improvements: Depreciation, Reconciliations Reports and Centralized Functions, June 12^th, 2018

The updated Plant, Property and Equipment (PP&E) section clarifies the nature of NGO involvement in Asset Management processes in response to the newly revised Programme and Project Management (PPM) chapter and also reflect the change to the asset certification process approved by the Senior management as part of the recent business streamlining initiatives.

22. Authorizing Official Business Travel, May 11^th, 2018

One of the duty travel responsible party roles changed from "certifying officer" to "travel processor" to better reflect their duties. 

21. Post Travel, May 11^th, 2018

One of the duty travel responsible party roles changed from "certifying officer" to "travel processor" to better reflect their duties.

20. Route, Mode of Transportation, and Standard of Accommodation, May 11^th, 2018

One of the duty travel responsible party roles changed from "certifying officer" to "travel processor" to better reflect their duties. 

19. Authorizing Official Business Travel, January 1^st, 2018

The policy's 'Templates and Guidelines' section features the latest Atlas Travel and Expense Guidelines.

18. Other Travel Allowances and Expenses, December 1^st, 2017

The updated terminal benefits are in line with ST/IC/2001/43/Amend 4 in the policy when a vehicle is not provided.

For travel occurring 1 December onwards, the terminal allowance with respect to each authorized journey for each trip by public transport to and from the air terminal or other point of arrival or departure to the hotel or other place of dwelling has increased:   

No terminal allowance is provided when a vehicle (government or otherwise) is provided or when transportation is made available.  

17. Other Travel Allowances and Expenses, October 26^th, 2017

Updated terminal benefits to align with ST/IC/2001/43/Amend 4.

16. Daily Subsistence Allowance (DSA), July 24^th, 2017

The policy has been updated to reflect the replacement of the schedule in ST/IC/2015/25 with revised rates for the daily subsistence allowance in New York, Geneva and Vienna:
 
31 c) After 120 days, normally at 60 percent of the first-60-days rate. The after-120-days DSA rates for New York, Geneva and Vienna, are published separately in the annex to UN circular ST/IC/2017/20. 

15. Duty Travel-Route, Mode of Transportation, and Standard of Accommodation, June 15^th, 2017

The policy has been updated in the following provisions;

a) A route should be most economical route;

b) Increase personal tolerance threshold to $500 at the discretion of the authorizing unit;

c) 'Cabin above economy' applies when there is no business class;

d) If the most economical fare does not include checked luggage, it is within the discretion of the authorizing unit to approve a higher fare including one piece of checked luggage; and

e) Revised advance purchase guideline from 21 days to 14 days when traveling in economy class.

14. Duty Travel-Other Travel Allowances and Expenses, June 15^th, 2017

The reimbursement of the costs incurred by seat reassignment subject to an approval of authorizing unit subject to authorising unit. Policy provisions on the use of rental cars with provision of reduced Daily Subsistence Allowance (DSA) has been updated. 

13. UN Travel Documents and National Passport, June 1^st, 2017

The application for United Nations Laissez-Passer/UN Family Certificates are now available in French and English as Word documents. (Procedure 1, Step 2).

12. Furniture and Equipment: Acquisition and Maintenance Policy, February 22^nd, 2017

As per audit recommendations, responsibilities of regional bureaus/regional hubs and BMS have been clarified.

11. Property, Plant and Equipment (PP&E) policy, February 22^nd, 2017

To adjust the changes on Furniture and Equipment: Acquisition and Maintenance policy which were made in Feb 2017 based on the audit recommendation, the following descriptions on Assets and closure of projects were added for clarification purpose.

Assets and closure of projects

• No asset should be left in the closed project. Project cannot be closed if it has not completed disposal or transfer of its assets.
• Well in advance of the project closure, project management should identify assets disposal methods taking into consideration respective provisions of the project document, UNDP Policy as well as local circumstances.

Assets disposal methods, requirements and procedures are described in details in the Disposal policy.

10. Asset Management, October 3^rd, 2014

The asset capitalization threshold has increased from $500 to $1500 for UNDP and from $500 to $2500 for UNCDF. Additionally, the required number of years an asset should be depreciated (accounting useful life) has been updated and replacement useful life introduced.

9. Duty Travel, March 12^th, 2014

A full review and revision of duty travel policies and procedures include the following changes:

1. Official air travel will be provided through purchasing the lowest fare in the applicable class of service, including restricted and non-refundable fares. Any changes or cancellations could require the re-purchasing of tickets, so travel plans should be confirmed prior to issuing tickets.

2. Tickets may be purchased for travel at any time during the travel day based upon business requirements, replacing the present practice of ticketing fares between the hours of 9 am to 9 pm. If security restrictions exist they will be communicated to the traveler by UNDSS during the travel security clearance process.   If the office deems they are unable to arrange appropriate transportation or are unable to address the staff member's personal security concerns due to the timing or flight arrival or departure, an exception must documented (e.g. TR at HQ) and approved by an authorizing official.

3. Eliminate cabin class downgrading for the purpose of personal side trips.

4. Leverage economies of scale: For groups of 20 or more, offices are required to secure preferential rates for participant's hotel accommodation. The benefits will be passed on to UNDP by establishing an ad-hoc DSA rate. Heads of Bureau shall review the location selection process and authorize the most economical option, including transportation, DSA and facilities costs.

5. Minimize the need for travel by requiring senior management approval for delegations of two or more staff in a similar substantive role, per Bureau, to participate in UN meetings, including for delegations led by ASG and above.

6. Strongly encourage the early purchase of tickets at least 21 days prior to travel to secure cheaper fares, and strongly discourage itinerary changes that result in change fees and higher airfares.

7. Consider Travel Alternatives/Go Green by a) strongly encouraging the use of virtual technology as a means of communication, and require the certification by managers that there are no alternative means which are feasible to meet the objectives of the proposed travel; b) strongly encouraging the use of public transport when the duration of the journey is less than five hours (e.g., train) when it results in cost savings; c) applying provisions of the sustainable procurement policy, when finalized, to the procurement of conference and hotel facilities for UNDP conferences; and d) encouraging staff to stay at "green" hotels, e.g. through local arrangement of corporate preferential rates in frequent destinations.

8. Withdraw the entitlement for overnight DSA while traveling on a plane, and commence paying DSA from the time that the traveler arrives at the destination. Early check-in fees are reimbursable for overnight fliers, up to a maximum of 50% of the applicable DSA rate for the location.

9. Reduce transit time currently included in determining business class entitlement from four hours to two hours.

10. Establish economy class as the mode of travel for learning and personal development, irrespective of the duration of the journey

11.  For staff at the ASG level, provide economy class travel for journeys of four hours or less within the same continent (excluding overnight travel when the traveler must work upon arrival).

12. Provide 100% travel advance for SC holders up to a maximum of one month's travel entitlements, provided the value of the advance does not exceed the remaining value of the SC contract. If the travel entitlement exceeds the value of the SC contract, 80% will be paid in advance.

13. Abolish the payment of terminal allowance when transportation is provided to the traveler.

14. Limit reimbursement for costs relating to obtaining a national passport to local staff required to travel outside of the country on official business travel.

15. Eliminate the requirement for purchase orders for business travel for Country Offices and Other Units Outside of HQ in New York.

8. Project Assets Management, February 24^th, 2011

Assets Management section of Administrative Support Services chapter has been updated with the Project Assets Management.  The   process establishes procedures and systems to ensure compliance with the UNDP Financial Rules and Regulations and to ensure accurate reporting of all non-expendable (fixed) project assets. As stated in the UNDP Financial Regulations and Rules, the management of fixed assets includes all actions necessary for the acquisition and receipt, custody, maintenance and disposal of non-expendable assets which are controlled and safeguarded by UNDP. This includes the timely and proper location, tracking and record-keeping of all related transactions. The compliance with the procedures is an auditable requirement.

7. Closing local presences, November 3^rd, 2010

Closing the local presences, the last element of the management of local presence corporate policy framework, is now available in ASD chapter. This section describes the process by which UNDP Country Offices may close presences outside the main office but directly dependent on it and located within the same country, and includes project offices, UNDP sub-offices and UN coordination offices.

6. Vehicles Management, Asset Management, more…, March 9^th, 2010

The Administrative Services Management chapter has been updated to reflect procedures on day to day management/maintenance of vehicles and on the use of the UN flag on UNDP vehicles and UNDP premises.  The chapter now also provides guidance on usage of purchasing card for transactions valued less than USD 2,500.00 and details the associated approval process, including staff members' accountabilities and responsibilities.  

The asset management procedures previously located in Contract, Asset and Procurement Management chapter have now been moved into Insurance and Asset Management section of Administrative Services Management and establish systems for accurate reporting of all physical assets in compliance with the UNDP Financial Rules and Regulations.

5. Establishing UNDP-supported presences outside the country office, January 15^th, 2010

Procedures on establishing UNDP-supported presences outside the country office have been finalized and published. Together with the corporate policy  and a guidance note  for practitioners, they constitute a comprehensive framework supporting and guiding UNDP country offices in establishing project offices, sub offices and UN coordination offices in post-crises, early-recovery and development contexts.
Located in the Administrative Services Management chapter with the Administrative Services Division being the content focal point, they include the following features:

• Corporate key principles and processes guiding the set-up of local presences outside a country office;
• Minimum requirements and approval processes for such presences;
• Forms of HQ support to country offices seeking to set up local presences and
• Tools and temples to conceive, plan and set-up local presence.

4. Policy for establishing a UNDP-supported presence outside the Country Office, August 24^th, 2009

BOM and BCPR are finalizing procedures for the implementation of the Policy for Establishing a UNDP-Supported Presence outside the Country Office, recently endorsed by the Operations Group.  The policy and procedures aim to provide clear guidance to Country Offices establishing such offices outside the capital, and specifically:

• Describes drivers for the establishment of local presences;
• Defines different typologies for local-level presences, based on a delineation of functions and distinctive characteristics;
• Clarifies requirements and accountabilities related to the establishment of local presences;
• Identifies funding mechanisms and options for local-level presences.

The policy and accompanying procedures are scheduled to be launched in the fourth quarter of 2009.

3. HQ premises management, July 30^th, 2009

HQs premises management covers the management of UNDP (office) space in its New York HQ .

2. Insurance management, July 28^th, 2009

The Insurance process covers insurance policies and its practices in UNDP for the following:

1. Shipment of Official Consignments/Goods (including UNDP HQ Furniture and Equipment);
2. Unaccompanied Shipment of Personal Effects;
3. Accompanied and Excess Baggage;
4. Travel of Staff and of Staff's Recognized Dependents;
5. UNDP Office Premises;
6. UNDP Housing;
7. Insurance of UNDP Vehicles

1. Travel (selection of route and unaccompanied shipment), July 3^rd, 2009

Changes to the existing travel policy:

• Executive Board Members who travel on UNDP sponsored official missions will be given the same ticket entitlements as UNDP staff.
• In the unlikely event that the staff member finds a better fare from an outside source, the UNDP travel agency (American Express) will try to match it.  ( It was deleted from the guidelines that if AMEX fails to do so the staff member shall be authorised to purchase  the ticket from the outside source)
• Travel (shipment, route, mode, standard of accommodation)
• Unaccompanied Shipment of Personal Effects and Household Goods