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Programme and Operations Policies and Procedures



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POPP>Administrative Services>Asset Management - Property, Plant and Equipment>Acquisition and Maintenance (Furniture and Equipment)
Acquisition and Maintenance (Furniture and Equipment)

1.0 Relevant Regulations and Rules
UNDP Financial Regulations and Rules

Financial Regulation 16.0 2: Under such limits prescribed by the Executive Board and within the limits of resources allocated for UNDP programme activities, the Administrator is authorized to approve UNDP programme activities at the country, regional and global levels.

Financial Rule 116.02: The authority to approve programme activities is delegated along with the requirement to establish necessary instructions and operational procedures:

  1. The authority to approve UNDP programme activities, within the limit of resources allocated to those activities is delegated to the Associate Administrator. The Associate Administrator may delegate this authority, through the Director of the Regional Bureau concerned, to UNDP Heads of Office in the programme countries;
  2. Approval of UNDP programme activities becomes effective upon signature of the project document/annual workplan. 
Financial Rule 125.09: Petty cash advances may be made available to officials designated by the Treasurer or his or her designate from petty cash accounts. The Treasurer may, where adequate safeguards are provided, authorize petty cash advances from petty cash accounts to non-staff personnel up to an amount determined by the Treasurer. These cash accounts shall be maintained on an imprest basis. The amount and purposes of each account shall be defined by the Treasurer. The amount held shall be the minimum compatible with working requirements.


IPSAS - 2012 Handbook of International Public Sector Accounting Pronouncement
2.0 Policies
Main Policy
Furniture and Equipment: Acquisition and Maintenance
 Related Policies
Internal Control Framework

Furniture and Equipment: Depreciation, Reconciliations Reports and Centralized Functions
Language English | Español | Français
Page Properties
Key Words
None
Focal Point
George Peradze,Vera Kirienko
Effective Date
26/07/2016
Planned Review Date
31/12/2018
Summary of Changes/Comments
March 13, 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.

February 14, 2020 - The UNDP Service Request Form User Guide is now linked in clause 9 of the policy.

February 07, 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. The following clauses of the policy have been updated to reflect the new asset capitalization threshold: 3, 5-7; 14; 35-37; 41, 43, 46, 48; 73 and 83.

August 23, 2019 - The Furniture and Equipment: Acquisition and Maintenance policy is available in French. To access the document, click on the French language tab.

June 12, 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

Following the OAI recommendation at the end of 2015, the roles and responsibilities for the Regional Bureaus were clarified in Feb 2017. Reviewed and edited (without substantive changes) in Q1 2016.

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