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Project Petty Cash Fund (PPCF) Procedure

1
Step

Procedures for PPCF are the same as PCF Procedures except for the key differences listed below:

  • Authority is delegated to the RR only (not to be further delegated) to appoint a holder of Personnel Services Agreement (NPSA/IPSA) as the Custodian for PPCF. When the PPCF Custodian is a NPSA/IPSA, the replenishment request must be reviewed and approved by the Operations Manager and above, not by the Project Manager or the manager for the project office. (Refer to further guidance in ICF)
  • The CO's main office is required to review and approve the PPCF monthly APJV and the Operations Manager must certify the monthly reconciliation.
  • If the total of all PPCFs (whether one PPCF or multiple PPCFs) required is higher than the maximum level, the Head of Office must send the request to Treasurer for approval (see Annex 5: Request for Treasury Approval).
  • The GL Account for Project Petty Cash Fund_PPCF is 16106.
  • The chart fields ('COA') for PPCF AP non-PO Invoice, APJV and AR Direct Journal must be filled with the following data:

a)     Account = 16106

b)     Fund =  relevant fund code for the project

c)     Operating Unit

d)     Dept

e)     Impl. Agent

f)       Donor

g)     Project ID (this ID must be the same as the project ID in the request sent to the Treasurer)

h)     Open Item Key = PPCF Custodian Staff Index ID or Supplier ID.

Year-end certification must certify the status of each PPCF, including those issued for UNDSS, by submitting the PPCF list with details (follow the exact year-end closing procedures as PCF including deposit the remaining cash in the safe into CO's bank account and full accounting/reconciliation).
 
Responsible Party
Template/Guideline
Explanatory Notes

Caution: Be completely familiar with the procedures for PCF and follow them for PPCF noting the differences above (especially on Internal Controls, Accounting, Reconciliation and Year-end Closure)​

Salary Advance

1
Step

Request salary advance
Responsible Party

Staff member

Template/Guideline

Standard Request for Salary Advance

Explanatory Notes

Staff member/PSA holder requests salary advance in accordance with conditions listed in policy and undertakes in writing to reimburse UNDP immediately and in full prior to separation if the terminal emoluments due are insufficient to cover the balance of the outstanding advance.

Staff member/PSA holder must initiate request in UNALL if available.



 

2
Step

Approve Salary Advance request and ensure recovery of approved salary advances in accordance with the timeframe established in policy
Responsible Party

Head of Office

Template/Guideline
Explanatory Notes

Head of Office or delegatee for locally recruited staff members/PSA holders outside HQ.

Director of Office or delegatee for locally recruited staff /PSA holders at HQ.

Global Payroll and Client Services Manager for IP staff members/ IPSA holders.

3
Step

​Create voucher and set-up recovery mechanism
Responsible Party
Template/Guideline
Explanatory Notes

Salary Advance recovery recording mechanism is now automated. If a manual advance is processed, it must be recorded in accordance with IPMU procedures.

IPMU for IP staff members/IPSA holders and locally recruited staff members/PSA holders payrolled by the Copenhagen Global Shared Service Centre. 

Local finance associate for locally recruited staff members/PSA holders

4
Step

Approve voucher and disburse
Responsible Party

Operations Manager

Template/Guideline
Explanatory Notes

IPMU for IP staff members/ IPSA holders and locally recruited staff members/PSA holders payrolled by the Copenhagen Global Shared Service Centre.

Local finance associate or operations manager for locally recruited staff members/PSA holders.
 



 


 

Rental Subsidy

1
Step
Request for rental subsidy
Responsible Party

Staff member

Template/Guideline

Rental Subsidy Application Form - Europe and North America

(as appropriate)

Rental Subsidy Application Form - Country Office

Explanatory Notes
Completes the rental subsidy application form and submits with copy of signed lease agreement.

Applies after arrival at duty station and signing of rental lease.

Submits new rental subsidy application form when there is a change in dwelling, rent amount for same dwelling, family size/dependency status, housing status, or lease expiry date as soon as such changes occur.

If assigned to duty stations in Europe and North America, also submits copy of recent electricity bill when responsible for paying electric bills separately from rent.

If applying under the force majeure  category, submits appropriate documentary evidence attesting to reason for change in dwelling, a copy of former lease, and a recent receipt or cancelled cheque relating to such lease.

Is not required to submit annual re-submissions if there are no changes in lease conditions or family size.

Is required to resubmit an application in event of expiry of lease, change in  lease, dwelling, family size, or other changes in housing status.

2
Step
Request agent's fee subsidy
Responsible Party

Staff member

Template/Guideline
Explanatory Notes
Submits to Staff Administrative Services (BES/JPOSC) a copy of the contract or agreement with the agent and a copy of a receipt for the fee or cancelled cheque for payment of the fee related to the lease agreement based on which rental subsidy is requested.

3
Step
Verify eligibility for rental subsidy
Responsible Party

,

Executive Officer

Template/Guideline
Explanatory Notes
For duty stations outside Europe & North America: HR Administrator
For duty stations in Europe & North America: Executive Officer

The rental subsidy application form is reviewed for eligibility.

4
Step
Review and certify rental subsidy application
Responsible Party

,

Senior Management,

,

Executive Officer

Template/Guideline
Explanatory Notes
For duty stations outside Europe & North America: the Resident Representative or delegated authority (Senior Management)
For duty stations in Europe & North America: the Bureau Deputy Director or Executive Officer

Responsible party ensures that rental subsidy application form is completed based on the information provided in the lease agreement.

Responsible party ensures that all information provided in rental subsidy application form is correct and corresponds to  information specified in the lease agreement.

Responsible party verifies rent amount in accordance with established reasonable maximum rent level.

Authority to certify the rental subsidy application cannot be delegated below level of Operations Manager in Country Offices and Executive Officer in Europe and North America.

5
Step
Forward copy of certified rental subsidy application form to Staff Administrative Services (BES/JPOSC)
Responsible Party

,

Executive Officer

Template/Guideline
Explanatory Notes
For duty stations outside Europe & North America: HR Administrator
For duty stations in Europe & North America: Executive Officer

The original certified rental subsidy application form and copy of lease agreement should be kept on file by the hiring unit for three years after separation of staff member.

6
Step
Process rental subsidy entitlement
Responsible Party

Staff Administrative Services (BES/JPOSC)

Template/Guideline
Explanatory Notes
Will inform staff member when approved rental subsidy application has been processed.

Applicable rental subsidy amount will be included in the monthly salary and reflected on staff member's payslip.

7
Step
Process agent's fee subsidy entitlement
Responsible Party

Staff Administrative Services (BES/JPOSC)

Template/Guideline
Explanatory Notes
One-time payment of subsidy is included in next salary.

Compressed working schedules

1
Step

Request for a compressed working schedule
Responsible Party

Staff member

Template/Guideline

Annex 4 – Compressed Work Schedule Template

Explanatory Notes

Compressed working schedule requests should be submitted in writing to the staff member’s immediate supervisor and head of office.

2
Step

Review of request for a compressed working schedule
Responsible Party

Head of Office

Template/Guideline
Explanatory Notes

The immediate supervisor and head of office review each request on a case-by-case basis, with particular concern for ensuring adequate staff coverage.

3
Step

Discussion within unit/team 
Responsible Party
Template/Guideline
Explanatory Notes

The unit/team meets to discuss set goals, work objectives and distribution of work.

4
Step

Approval 
Responsible Party

Head of Office

Template/Guideline
Explanatory Notes

The head of office decides on requests for a compressed working schedule.

5
Step

Communication of decision to staff member and unit/team
Responsible Party
Template/Guideline
Explanatory Notes

The staff member on a compressed working schedule must be made aware that, due to the exigencies of service, he/she may be requested to resume normal working hours; 

Inform HR administrator.

Preparation and Review of Automatic Bank Account Reconciliation

1
Step

Previous day electronic bank statements for bank accounts that are part of the UNDP Global Interface are reported and uploaded daily using the following navigation in Quantum: 

Cash Management>Bank Statements and reconciliation. Each bank statement is loaded with a statement ID, statement end date and numbers of statement lines.



 
Responsible Party

GSSC B2B

Template/Guideline
Explanatory Notes

Establish controls to ensure that uploaded statements match with those reported.

Bank statements may be reviewed in Quantum by using the following navigation.

Reports and Analytics>Browse Catalog>Financial>Cash Management>Bank Statements>



 

2
Step

Opening and closing bank balances are also automatically loaded into Quantum. The balances can be viewed at the following navigation in Quantum: Cash Management>Bank Statements and reconciliation>Task Bar>Bank Statements>Manage Bank Statements
Responsible Party

GSSC B2B

Template/Guideline
Explanatory Notes

Opening and closing bank balances may be manually loaded using the following navigation.

Cash Management>Bank Statements and reconciliation>Task Bar>Bank Statements>Create Bank Statements 



 


 

3
Step

Automatic Reconciliation is run as a batch process centrally and reconciles transactions from the most recent bank statements loaded to Quantum with transactions from Accounts Payable (AP), Accounts Receivable (AR) and Treasury (TR) sub modules. 
Responsible Party

GSSC B2B

Template/Guideline
Explanatory Notes

4
Step

The Automatic Reconciliation Exceptions
For each one to one automatic reconciliation rule, exceptions are looked for in the following order:
1)    Ambiguous - This exception occurs when either there is more than one application transactions that could match to the line or the transaction could match to more than one statement line.
2)    Date - This exception occurs when a system transaction meets all the matching criteria except the date of the transaction is out of the tolerance range. 
3)    Amount - This exception occurs when a system transaction meets all of the matching criteria except the amount of the transaction is outside the tolerance range.



 
Responsible Party

GSSC B2B

Template/Guideline
Explanatory Notes

Transactions with exceptions are required to be investigated and reconciled by GSSC B2B

Management of Zero-Balance Account System

1
Step

Prepare and send letter to bank to open Zero Balance Account (ZBA). Request appropriate payment and reporting mechanisms for the account and ensure that all mechanisms are functioning after account is opened
Responsible Party

Treasurer,Cash Manager and treasury System Analyst

Template/Guideline
Explanatory Notes

Ensure timely reporting through Online Banking Platforms, Positive Pay (for Bank America) daily bank statement import to Quantum, Fed Wire and ACH payment ability

2
Step

Country Office uses the Zero Balance account to fund local currency needs by self –replenishment and make supplier/staff payments. Replenishments and supplier/staff payments are done by checks or Electronic Funds Transfer (EFT). Country offices should use HQ bank accounts not ZBA to receive contributions and reimbursements from other UN Agencies and staff.
Responsible Party
Template/Guideline
Explanatory Notes

All payments from the ZBA must be created and approved in Quantum before they are sent out to supplier/staff. All receipts to ZBA must be booked in Quantum within one business day. Tardy booking of ZBA transactions will delay and complicate ZBA bank reconciliation

3
Step

ZBA’s will have intraday net debit or credit balances. Where there is a net debit balance, the balance at the end of the day is brought to zero by a transfer from the ZBA Master Account to the ZBA.  Where a ZBA has a net credit balance at the end of the day, this credit balance is transferred to the Master Account to bring the ZBA balance to zero. These end-of-day transfers are automatically done by the bank holding the Master ZBA and accounted for by Quantum after the bank statements are uploaded into Quantum. Uploads are normally done one business day after the transaction date recorded by the bank.
Responsible Party
Template/Guideline
Explanatory Notes

Timely bank reconciliations will identify errors and anomalies

4
Step

The Master ZBA is funded daily by Treasury to ensure that sufficient funds are available to offset daily total net disbursements by country offices. Country offices must inform Treasury of any payment for USD 500,000(or Euro equivalent) or more from their ZBA in order to prevent an overdraft in the Master ZBA.
Responsible Party
Template/Guideline
Explanatory Notes

Close daily monitoring of the disbursement trend from Master ZBA is necessary. Senior Treasury Associates must also be aware of periods of increased expenditures - for example, the final quarter of the year

Overtime Compensation

1
Step

Request overtime
Responsible Party

Staff member

Template/Guideline

Overtime Compensation Form

Explanatory Notes

Completes Part A of form and sends it to appropriate authorizing official through his/her supervisor

2
Step

Overtime reporting
Responsible Party

Staff member

Template/Guideline

Overtime Compensation Form

Explanatory Notes

When overtime is finished, completes part B of form and sends it to the appropriate authorizing official through his/her supervisor.

If compensation is in the form of: 

  • Additional cash payment, a copy of duly completed form is sent to local Finance Section/ Unit for payment.
  • CTO, a copy of the duly completed form is sent to the Attendance Focal Point. Authorized absences will normally be charged to any accumulated compensatory leave before being debited from the staff member’s annual leave (AL) balance.

Flexitime

1
Step

Request for flexitime
Responsible Party

Staff member

Template/Guideline
Explanatory Notes

Flexitime requests should be submitted in writing to the staff member’s immediate supervisor and head of office.

2
Step

Review of request for flexitime
Responsible Party

Head of Office

Template/Guideline
Explanatory Notes

The immediate supervisor and head of office review each request on a case-by-case basis, with particular concern for ensuring adequate staff coverage.

3
Step

​Discussion within unit/team
Responsible Party
Template/Guideline
Explanatory Notes

The unit/team meets to discuss set goals, work objectives and distribution of work.

4
Step

Approval
Responsible Party

Head of Office

Template/Guideline
Explanatory Notes

The head of office decides on requests for flexitime.

5
Step

​Communication of decision to staff member and unit/team
Responsible Party
Template/Guideline
Explanatory Notes

The staff member on flexitime must be made aware that, due to the exigencies of service, he/she may be requested to resume normal working hours; 

Inform HR administrator.
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