Programme and Operations
Policies and Procedures
Search
icon-language English icon-global Locations
Policy Areas

Programme and Project Management

Crisis Response

Financial Resources Management

Human Resources Management

Procurement

Partnerships

Administrative Services

Accountability

Information and Communications Technology

Security

Raising E-requisitions

1
Step

Creating a requisition includes the following main steps:

  • Product definition
  • Checkout
Responsible Party

Requester / Receiver

Template/Guideline
Explanatory Notes

2
Step

Product definition:

a) Update requisition preferences. To use defaults for all requisitions.
b) Search for items in the search bar, 
c) If product exists – Select Product (LTA’s) or Items.
d) If product does not exist define Product - UNSPSC
e) Search for items using Shop by Category, or
f) Create a request using “Request non-catalogue items” from “More Tasks”
g) Complete each line information: Description, category, quantity and amount.
h) Add to Cart.
i) Repeat step (e) and (f) for each line.
j) If a predefined product or LTA exists for the need, the Requester only enter the quantity and ‘Add to Cart’. 
k) For LTAs, the information will vary based on agreement. The idea is to provide enough information, including links to product sites, so the Requester can make the product selection.
Responsible Party

Requester / Receiver

Template/Guideline
Explanatory Notes

3
Step

​Checkout 

a) Click on the shopping cart icon and click Review.

b) Complete details for each line item: Delivery date, Asset use, Billing (COA).

c) Use ‘manage approvals’ to check who can approver and submit to send for approval.
Responsible Party

Requester / Receiver

Template/Guideline
Explanatory Notes

4
Step

Approval of the E-requisition

a) Project Manager reviews and approves the E-requisition.

b) Approver can alternatively also open the E-requisition and request additional information.
Responsible Party

Project Manager

Template/Guideline
Explanatory Notes

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.

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.

Purchase Orders and Commitments

1
Step

Generate/Create Contract/Purchase Order
Responsible Party
Template/Guideline
Explanatory Notes

​

1.1
Step

​Three Document Styles exist for Orders: 

  • Purchase Orders
  • Contact Order
  • Contract Work Order

Purchase Order

Purchase Order similar as in Atlas. Includes obligation of funds, schedules and distributions.

Supporting amount / fixed price, rate based and quantity based lines.

The Purchase Order lines may be associated to or created from Agreements / LTAs.

Contract Order

The Contract Order is a new concept in Quantum which combines the contract legal templates and deliverables with the obligation of funds of the Purchase Order. Meaning no additional Purchase Order is needed for a Contract Order.

  • Supporting amount / fixed price, rate based and quantity based lines.
  • Includes start and end date for contract in addition to the defined deliverables on the schedules.

Contract Work Order

Contract Work Order is similar to Contract Order but tailored for civil works and service only contracts, e.g. for Individual Contractors.

  • No Incoterms or shipping information
  • Only supporting line type “Fixed Price”
  • Schedule description is editable. This enables buyers to create or process often a single line from Solicitation or Requisition only representing what to buy, e.g. “Consultant”, and enter detailed deliverable information in the schedule.

Future option: Work confirmation from suppliers in the Supplier Portal with approval and automatic receipt.
Responsible Party

Procurement Buyer

Template/Guideline
Explanatory Notes

1.2
Step

When completed, the Contract or Purchase Order must contain enough information to make it legally valid, to reserve funds and to enable reporting.
Responsible Party

Procurement Buyer

Template/Guideline
Explanatory Notes

2
Step

Apply Contract Terms 

The buyer must add Contract Terms to create a legally viable Contract.
Responsible Party

Procurement Buyer

Template/Guideline
Explanatory Notes

3
Step

Approve Contract and Purchase Order

All Contract and Purchase Orders are sent for approval. The process serves multiple purposes:

  • Validation of Data
  • Budget check override
  • Financial / budget approval
  • Purchasing approval
  • Supplier change order control

The buyer can pre-view the Approval flow and future approvers using the “Manage Approvals” setting. 

The process includes data validation controls which should be done prior to submission for approval:

  1. Requestor must have a value
  2. Requestor not have a buyer
Responsible Party

PO Approver

Template/Guideline
Explanatory Notes

Temporary part-time employment

1
Step

Request for temporary part-time employment
Responsible Party

Staff member

Template/Guideline

Annex 3 – Temporary Part-Time Employment Costing Sheet

Explanatory Notes

Part-time employment requests should be submitted in writing to the staff member’s immediate supervisor and head of office; 

The request should include the reason for the temporary conversion to part-time employment, a suggested start date and an estimate of how long he/she wishes to work part time.

2
Step

Review of request for temporary part-time employment
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 temporary part-time employment;

Requests to work temporarily on a part-time basis may be approved initially for a minimum of six months and no more than 12 months; 

Any extension beyond the introductory six months requires the mutual agreement of the Organization and the staff member; 

Once the request is approved, a copy should be sent to initiate the necessary administrative action (including personal action form) regarding:
- International staff stationed outside New York: to the HR associate serving the duty station;
- International and local staff stationed in New York: to the HR associate serving the organization unit; and
- Local staff stationed outside New York: to the local operations manager.

5
Step

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

The staff member on temporary part-time employment must be made aware that, due to the exigencies of service, he/she may be requested to resume normal working arrangements; 

Inform HR administrator to permit the appropriate administration of benefits and entitlements.

Telecommuting

1
Step

Request telecommuting
Responsible Party

Staff member

Template/Guideline

Annex 1 – Telecommuting Connectivity Guidelines

Annex 2 – Telecommuting Agreement: Part 1 – Compact

Annex 2 – Telecommuting Agreement: Part 2 – Organizational Form

Annex 2 – Telecommuting Agreement: Part 3 – Confirmation

Annex 2 – Telecommuting Agreement: Part 4 – Manager’s Guidelines

Explanatory Notes

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

2
Step

Review of request for telecommuting
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 telecommuting.

5
Step

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

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

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

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)​
Subscribe to