Contain records originating from, or received by, the organization in written or printed form as well as documents generated by the computer and electronic forms.
The responsibility of anyone handling resources, public office or any other position of trust, to report on and be held responsible for the intended and actual use of the resources or of the designated office. This includes ensuring transparency in the process and procedures to achieve that obligation. Administrative accountability encompasses critical systems of internal control that complement and ensure the proper functioning of checks and balance, including financial ones. These include international civil service standards and incentives, ethics codes, criminal penalties, and administrative review.
The Financial and Administrative Framework Agreement (FAFA) governs our partnership with the European Commission (EC), for the implementation of the European Union (EU) budget. Each EU contribution comes with a contribution-specific agreement signed between UNDP and the EU representatives (in the Country or in Brussels). The agreement sets out the specific reporting requirements.
A financial record is a document either physical or electronic, which creates either: a liability and its settlement; an asset and its liquidation; a receivable; a payment; a record of a deposit
This invoice is one that has been matched; has a valid budget status; and is posted. A voucher need only have valid budget status to be recorded in KK.
The definition of fund level co-financing is a donor contribution to a trust fund where the contribution is not tied to a project. Because the donor contribution is not tied to a project a trust fund manager must be designated, who is responsible for managing the fund resources including the allocation of resources to projects.
Scheduled audit: These refer to systematic and independent examination of data, statements, records, operations and performances of a partner. A scheduled audit is either an internal control audit which is conducted for Partners which are rated “Low” risk and “Medium” risk or a financial audit which should be conducted for all other Partners including non-assessed Partners.
Refers to the financial contribution to a government budget, managed in a national account by a government entity for a specific set of sector or programme results.
For UN Agencies who do not use Quantum (the “non-Quantum Agencies”), a dedicated Service Clearing Account (SCA) is established for each Agency. Through the SCA, all global prefunding received from UN Agencies are recorded, and all services provided by UNDP Offices to these UN Agencies are recorded. A dedicated Service Clearing Account is not applicable to Quantum Agencies (UNFPA, UN Women, UNU, UNCDF, UNV, UNITAR).
Signatories are staff who have been designated by the Treasurer to operate UNDP bank accounts. The Signatory Panel for any UNDP bank account is made up of those individuals designated by the Treasurer or under the delegated authority, by the Resident Representative to operate that UNDP bank account.
Categories of costs of a cross-cutting nature that (a) involve material capital
investments, or (b) do not represent a cost related to the management activities of the organization.
Periodic on-site reviews (spot checks) are performed to assess the accuracy of the financial records for cash transfers to the IP and the status of programme implementation (through a review of financial information), and to determine whether there have been any significant changes to internal controls. The spot check is not an audit hence, the extent of expenditure testing is generally lower than what would be undertaken during an audit. Spot checks should be completed prior to the operational and financial closure of the project to ensure supporting documents are still available for review and any adjustments required in Quantum are made.
Standard services are those that are provided in the same way each time they are requested, and following the standard procedures in more or less the same fashion across UNDP offices. A list of standard services is included in the Universal Price List (Annex 2 - UPL). All costs are computed using the existing guiding costing methodology (Annex 1). If a UNDP office assesses that the UPL does not fully cover the total costs for providing services, they can establish locally negotiated prices using transparent, prevailing market rates. These rates should be communicated to the UN entities prior to implementation.
The Statistical Annex reflects the financial situation of UNDP both at the aggregate and detailed levels, presented in the form of statistical tables. It contains the following information:a. 10 year-trend of UNDP Programme expenditureb. Overall Revenue, Expenses and Accumulated Surpluses, by resource categoriesc. Total Expenses by cost classification, region and expense categoryd. Programme expenses by executing entity/implementing partners, responsible party; by country, region or territory; by expense category; by trust fund, territory and country
Or “archiving”, deals with the preservation and maintenance of non-current records on a temporary or permanent/indefinite basis in accordance with an established retention schedule.
In collaboration with BERA, the Structured Funding Dialogue is prepared in response to Executive Board decision 2018/16, which requested that UNDP review the format and content of the annual report on contributions and revenue projections for future years to improve the quality of the Structured Funding Dialogue, including by providing an overview of the funding in relation to funding requirement for the implementation of the current UNDP Strategic Plan and the resource estimates for the next Strategic Plan. BMS/OFM inputs focus on the financial situation which is detailed in annex I and the section relating to Working with United Nations system assets where feedback is sought from relevant areas such as UNV, UNCDF.
These are series of cheques automatically produced by Quantum in the pay cycle batch process. Cheque numbers are assigned automatically. The starting number is increased by one unit each time a cheque is generated for a particular bank account. The user downloads the payment file generated during the pay cycle for cheque printing. Offices can use the cheque-writer software developed specifically for use with the System Check format to customize cheque formats and add special characters.