Glossary | United Nations Development Programme

Under Parallel Fund Management, each organization independently manages its own funds, whether coming from Regular or Other Resources. This option is likely to be the most effective and efficient when interventions by participating UN organizations are aimed at common results, but with different national, sub-national and/or international partners.

Source: Parallel Fund Management

Partner Risk Rating is defined as the overall Risk Assessment derived from the Micro Assessment risk rating adjusted for other available information including results of the Macro Assessment, past experience with the Partner including results of assurance activities, prior capacity assessments and micro assessments by other Agencies.

Source: Harmonized Approach to Cash Transfers (HACT)

Under the pass-through fund management, two or more organizations develop a multi-donor trust fund or joint programme. If the donor(s) and participating UN organizations agree to channel the funds to participating organizations through one UN organization, then the pass-through modality applies. The UN organization channelling resources, called the Administrative Agent (‘AA’), is jointly selected by all participating organizations.

Source: Revenue Management for Joint Programming

Under Pooled Fund Management, participating UN organizations pool funds together to one UN organization, called the Managing Agent (MA), chosen jointly by the participating UN organizations in consultation with the (sub-) national partner. The MA will support the (sub-) national partner in managing the programme. This option is likely to be the most effective and efficient approach when participating UN organizations work for common results with a common national or sub-national partner (e.g. Department, provincial office, NGO) and/or in a common geographical area.

Source: Pooled Fund Management

Positive pay is a process used to combat cheque fraud. With this service a company transmits a file of issued cheque information to the bank soon after its issuance to the payee. The bank matches cheque serial numbers and amounts of cheques presented for payments against the issue file and pays only those cheques that match. Exceptions are conveyed to the company for disposition. Some positive pay services match against the payee field as well as the serial number and amount, in an effort to detect altered payees.

Source: Disbursing Funds (Making Payments)

In accordance with UNDP procurement policies and procedures, this should be a competitive bidding process. The responsibility for the award of a contract to a bank for the provision of banking services has been delegated by the Administrator to the Treasurer under UNDP Financial Regulations and Rules, Rule 125.01. Only the Treasurer can approve the recommendation made by the Resident Representative (RR), or the Head of Office following the RFP exercise. This

Source: Procurement of Banking Services

This is the modality by which a programme country government allocates some of its own resources (which may include the proceeds of a loan from an International Financial Institution and from other sources ) towards a UNDP programme or project. In this context, the government can be the national government as well as any of its branches at the central or local level duly authorized to enter into agreements with UNDP.

Source: Non-Core Contributions

Activities related to overall managerial responsibility and accountability for achieving UNDP’s role in supporting programme countries in achieving development results; ensuring continuous and simultaneous alignment (or re-alignment) of Country Programme results with national planning goals and UNDP Strategic Plan results, including responding to emerging needs mid-cycle; UNDP leadership role(s) in the UNCT programming processes and UNCT strategic meetings; strategic partnership management; and overall partnering and positioning of the programmatic work of the organization within the country.

Source: Cost Recovery from Other Resources - GMS

The document approved by the Executive Board that describes the framework for UNDP programme activities, and indicates the proposed UNDP resources to achieve results during a specified period. Programme documents are prepared at the country level in cooperation with the Government of that country, as well as at regional and global levels.

Source: UNDP Financial Regulations and Rules

The Project Budget Balance is a report used to monitor and manage budgetary availability for a particular project (and its associated outputs) for a single year. The report shows approved budgets, commitments, and expense plus the full asset cost for a particular project. It shows outstanding NEX advances for current and prior years. It shows budget balances and budget utilization rate of the project. Any user can use this report when monitoring the financial movements of all projects.

Source: Direct Implementation (DIM) Modality

PCH is a perpetual cash advance to DIM project office/site that is in remote region with project disbursement needs that cannot be met by the CO’s main office through cheque or EFT, nor by PPCF or any supplementary banking arrangements. A DIM project office that meets certain criteria and has monthly project cash requirement beyond $2,500, may elect PCH arrangement.

Source: Project Cash on Hand for DIM Projects (PCH)

PPCF is a perpetual petty cash balance kept in the safe in a DIM project office/site to meet the disbursement requirement. Typically, such arrangement is for the DIM project office(s) that are located away from the CO’s main office and the banking services are not accessible in the areas where these project office(s) are located.

Source: Project Petty Cash Fund (PPCF)

The Project Transaction Detail report is used to provide the lowest level of transactional details supporting commitments, expense, and full cost of asset amounts shown on the project budget balance report. The report shows transactions at the project/, work breakdown structure, tasks /Chart of Accounts(Distribution) level, including invoice/purchase order IDs, vendor ID and name, and line descriptions. Any user who needs to have more detailed information about project transactions can run this report for monitoring the financial movements of all projects.

Source: Direct Implementation (DIM) Modality

UNDP Financial Regulations and Rules document defines 'property, plant and equipment' as tangible assets held for use in the activities of UNDP or for administrative purposes and expected to be used during more than one financial period. The Property, Plant and Equipment (PP&E) policy document provides further details of the term 'property, plant and equipment' as a tangible or physically verifiable item that meets ALL the following five criteria:

a) Provides future economic or service benefits to UNDP – i.e. the PP&E item is held for use in the implementation of UNDP Programmes or for administrative purposes;

b) Is expected to be used during more than one reporting period, which, is 12 months;

c) Has a value of US$5,000 (US$5,000 for UNCDF too) or more (New Capitalization Threshold effective as of 01.01.2020);

d) Is used and controlled by UNDP; and e) Has a cost that can be reliably determined.

Source: UNDP Financial Regulations and Rules, Property, Plant and Equipment

A legal obligation arising from a contract, agreement, or other form of undertaking by UNDP or based on a liability recognized by UNDP. Such obligations are represented in Quantum by Purchase Orders (PO).

All POs must be supported by legally binding obligations and contracts, entered into with third parties, within the relevant period, for goods and services required by UNDP. All supporting documents should be available for review by internal and external auditors. Purchase orders should reflect budget periods in which the goods and services are expected to be received.

Source: Purchase Orders (Obligations, Maintenance and Closure)

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