| United Nations Development Programme

Step

Send Request for Information (RFI)

Responsible Party

Programme Staff

Template/Guideline

Request for Information from CSO/NGO Template

Explanatory Notes

Identify potential NGOs relevant to UNDP programmatic areas

Step

Filter Request for Information

Responsible Party

Programme Staff

Template/Guideline

Explanatory Notes

Filter NGOs relevant to UNDP programmatic areas

to submit Partner Capacity Assessment tool. Basic criteria:

a. Not Proscribed

b. Area of expertise of interest to UNDP

Step

Send Partner Capacity Assessment tool

Responsible Party

Panel: Programme Staff Operations Staff Independent Participant (appointed by RR)

Template/Guideline

Explanatory Notes

Obtain detailed information from NGOs

Step

Conduct Partner Capacity Assessment

Responsible Party

Template/Guideline

Explanatory Notes

Identify capacity to deliver & Identify capacity development opportunities

Step

Conduct General Risk Analysis

Responsible Party

Panel: Programme Staff Operations Staff Independent Participant (appointed by RR)

Template/Guideline

Explanatory Notes

Assess the general risks for UNDP in engaging with the NGO

a. Identified risk levels (actual/ mitigated)

b. Maximum financial ceiling to channel through the NGO

Step

NGO Overall Information Capture

Consolidate information

Responsible Party

If objective is to establish an office Roster in identified areas a Roster manager to be identified to maintain/ updated roster

Template/Guideline

Explanatory Notes

The following information will be consolidated from all previous steps:

a) Relevance against need

b) Capacity to deliver

c) Opportunity for capacity development

d) Financial ceiling

e) Risk level/ mitigation

Step

Terms of Reference for the Specific Engagement

Responsible Party

Programme Staff

Template/Guideline

Explanatory Notes

Defined clear outputs and deliverables for UNDP project

Step

Identify Unique Collaborative Advantage Criteria

Responsible Party

Panel: Programme Staff Operations Staff Independent Participant (appointed by RR)

Template/Guideline

Explanatory Notes

Identify specific unique collaborative advantage criteria for NGO for the project success.

Such criteria will be the basis for the later “Collaborative Advantage Analysis” once the long list of NGOs have been identified

Step

Identify NGOs from the Roster

Responsible Party

Panel: Programme Staff Operations Staff Independent Participant (appointed by RR)

Template/Guideline

Explanatory Notes

Identify suitable NGOs from the roster – Long List to be established based on:

a. Area of expertise

b. Access to beneficiaries

c. Ceiling

Step

Reassessment of Risk Based on Specific TOR

Responsible Party

Template/Guideline

CSO/NGO Selection: Risk Analysis Template

Explanatory Notes

Confirm/Reconfirm general risk level in light of the specific TOR

Step

NGO Collaborative Advantage Analysis

Responsible Party

Panel: Programme Staff Operations Staff Independent Participant (appointed by RR)

Template/Guideline

CSO/NGO Selection: Comparative Advantage Analysis Template

Explanatory Notes

Determination of the most appropriate modality for engaging NGO(s)

Decision on whether

Selection based on unique collaborative advantage

(OR)

Selection based on competitive process

Step

Endorsement by Senior Manager if Selection Based on Unique Collaborative Advantage

Responsible Party

RR/OIC (no further delegation)

Template/Guideline

Explanatory Notes

Accountability for selection through non-competitive process

Decision on NGO(s) with whom RPA can be negotiated

Step

Engagement Through Unique Collaborative Advantage Selection Process

Responsible Party

Template/Guideline

Explanatory Notes

Definition of key areas such as:

a. Activity Work Plan (AWP)

b. Cost negotiations including overheads

Step

Engagement Through Competitive Selection Process

Responsible Party

Operations Staff

Template/Guideline

Call for Proposals from NGOs Instructions

Quality-Based under a Fixed Budget Methodology Selection Guide

Procurement Methods Policy

Explanatory Notes

Selection through a competitive process as several NGO can deliver

Subject to oversight by the procurement committees

Step

Negotiation of Responsible Party Agreement. Please refer to the Programme and Project Management (PPM) Select Responsible Parties and Grantees policy for Responsible Party definition.

Responsible Party

Programme & Operations Staff

Template/Guideline

Responsible Party Agreement between UNDP and a Civil Society Organization

Explanatory Notes

Clear understanding of expectations on both sides

RPA ready for signature

Step

Signature of RPA

Responsible Party

As identified in the ICF[SB2]

Template/Guideline

Internal Control Framework

Explanatory Notes

NGO legally engaged

Step

Update of Project M&E and Results Framework

Responsible Party

Programme Staff

Template/Guideline

Explanatory Notes

Manage NGO-specific risks NGO-specific capacity development and risks incorporated into the overall project design

1	Step Flowchart - MIP process	Responsible Party	Template/Guideline Flowchart - MIP process	Explanatory Notes
2	Step Enrollment of staff: MIP Application/ Request for Change Form completed and submitted together with supporting documents in respect of staff member’s participation, including his/her eligible family members, where relevant	Responsible Party Staff member	Template/Guideline MIP Application/ Request for Change Form	Explanatory Notes Education of staff about MIP and distribution of materials by the person most familiar with the scheme is absolutely necessary If an office administers personnel on behalf of another agency for MIP purposes, the same rules procedures for UNDP staff must be followed
3	Step Enrollment of staff: Staff member and eligible dependents (where relevant) are enrolled in MIP in Quantum.	Responsible Party	Template/Guideline	Explanatory Notes In addition to ensuring the correct payroll calculation of these elements, the data entry process is also critical for reporting purposes and for the timely and accurate payments of MIP reimbursement claims
4	Step Managing eligibility data in Global Payroll: Data on enrollment form is verified and validated and any change in coverage is processed into Quantum promptly	Responsible Party	Template/Guideline	Explanatory Notes
5	Step Eligibility Data: Reviews and validates eligibility data in the system and transmits file to claims administrative company	Responsible Party MIP HR Technical Support	Template/Guideline	Explanatory Notes A technical interface uploads enrollment and eligibility data from Quantum and the claims administration company (TPA)
6	Step ID Cards: Uploads eligibility data; issues ID cards; and communicates exceptions, if any, to HR Technical support	Responsible Party	Template/Guideline	Explanatory Notes
7	Step Claims: MIP claims are submitted through the online Claiming tool in a sealed envelope containing the MIP Refund Claim form and supporting documents directly to the company that administers MIP, following the instructions on the claim form	Responsible Party Staff member	Template/Guideline MIP Refund Claim form	Explanatory Notes Effective January 2004, UNDP outsourced the administration of MIP claims to an independent administration brokerage company. The TPA company is responsible for administering MIP claims and for ensuring compliance by subscribers with the MIP rules and avoiding unreasonable or abusive use of the plan.
8	Step Reimbursement of claims: Claims are verified and processed as follows: - If the claim fully meets requirements, a payment instruction is processed through interface between the TPA and UNDP and a Statement of Benefits is sent to the staff member - If the claim does not meet requirements, a notification and/or request for further information/documentation is sent to the staff member	Responsible Party Claims Administration Company	Template/Guideline P-2 Form Designation of Beneficiaries	Explanatory Notes Payment of claims is made through an interface between the claims administration company and Quantum. Payment that goes through this interface will not indicate the nature of the medical services provided. Payment is made to the insured person, but, if the subscriber is no longer alive, payment will be made to his/her beneficiary as per P-2 Form Designation of Beneficiaries. Patient confidentiality will be protected as any MIP.
9	Step Payments: The payment instruction file received from the MIP Administration Company (TPA) is uploaded into system and an instruction is sent to UNDP to effect payment	Responsible Party MIP HR Technical Support	Template/Guideline	Explanatory Notes
10	Step Payments: Vouchers are uploaded, payments are processed and staff member is notified	Responsible Party	Template/Guideline	Explanatory Notes In order to effect prompt and timely payment, staff member must be properly set up as a vendor in Quantum

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: Requestor must have a value Requestor not have a buyer	Responsible Party PO Approver	Template/Guideline	Explanatory Notes

Step

Flowchart - Medical insurance: UN NY Empire Blue Cross PPO Medical Insurance

Responsible Party

Template/Guideline

HR_Insurance Plans_Empire Blue Cross PPO Flowchart

Explanatory Notes

Step

Flowchart

Responsible Party

Template/Guideline

Flowchart - After-Service Health Insurance: UN

Explanatory Notes

Step

Enrollment:

An Application for ASHI Form must be completed and submitted together with supporting documents in respect of staff member’s application for After-Service Health Insurance (ASHI) coverage, including his/her eligible family members, where relevant

In cases in which eligibility for ASHI coverage accrues as a result of the death of a staff member, the surviving spouse and/or eligible dependent children must apply for ASHI coverage within the three months following the date of death of the staff member

Responsible Party

Staff member,

Template/Guideline

Application For After Service Health Insurance and Pension Fund Deduction of Premiums

United Nations Health and Life Insurance - How to prepare for retirement

Administrative instruction : After-service health insurance (ST/AI/2007/3)/

Explanatory Notes

Administrative Instruction ST/AI/394 dated 9 May 1994 sets out the established policy in regard to the provision of the After-Service Health Insurance (ASHI) coverage under specified conditions

Administrative instruction ST/AI/2007/3 dated 1 July 2007 sets out the change in conditions for eligibility and cost of participating in a UN ASHI plan for staff recruited on or after 1 July 2007

Staff members who become eligible after an event that gives rise to an entitlement for coverage for ASHI must be informed of the procedures for enrollment. Education of staff about the provisions under the insurance plan and distribution of materials by the person most familiar with the scheme, are absolutely necessary.

If an office administers personnel on behalf of another agency, the same rules and procedures for UNDP staff must be followed

At the time of retirement, a staff member may switch from the insurance plan that he/she had on an in-service basis to a health insurance plan that is more appropriate following separation from service, under certain conditions. For example, a staff member who, while in active service, participated in a Headquarters health insurance plan, may switch to a non-United States-based plan if he/she will reside outside the United States following separation from service, provided that covered dependants will also reside outside the United States.

After-Service Health Insurance participants who change their country of primary residence following separation may also transfer from one insurance plan to another if a different plan is more appropriate to the new country of residence. In such cases, the change in plan will become effective on the first day of the month following receipt of written notification regarding the change in country of residence or as soon thereafter as is practical. With respect to health insurance plans available to after-service participants who reside in the United States, transfer from one plan to another may be made subject to the condition that there must be two years' coverage under any such plan before a change can be made. . For more information, visit https://www.un.org/insurance

Step

Enrollment:

Staff members separating from service at Headquarters may submit the relevant application forms directly to the Health and Life Insurance Section, Office of Programme Planning, Budget and Accounts, 304 East 45th Street, 3rd Floor, Room FF-300.

Staff members at other duty stations who apply for ASHI coverage under a plan administered at Headquarters must submit the relevant application forms through their administrative office, not directly to the UN Health and Life Insurance Unit at Headquarters.

Staff members separating from service at other duty stations who wish to apply for After-Service Health insurance coverage under a plan that is not administered at Headquarters should contact the local human resources office or the office administering their in-service health insurance coverage.

Responsible Party

OHR Copenhagen,

UN Health and Life Insurance Unit,

BES-GSSC

Template/Guideline

Explanatory Notes

The administration of this category of employees is centralized in the Benefits & Entitlements Services Unit in BES-GSSC in Copenhagen

Step

Enrollment:

Data on enrolment form is verified and validated and any change in coverage is processed into Quantum promptly.

Responsible Party

OHR Copenhagen,

BES-GSSC

Template/Guideline

Explanatory Notes

It is the responsibility of the staff member to ensure the correct mailing address is submitted. Incomplete or incorrect mailing addresses in Quantum will result in misdirected mail or failure to receive important documentation.

Step

Enrollment:

Staff member records in Quantum are validated, contributions are computed and coverage is activated.

Responsible Party

UN Health and Life Insurance Unit

Template/Guideline

Explanatory Notes

The UN Health and Insurance Unit administers the workflow of enrolment and reporting directly with the Insurance Carrier on behalf of UNDP

Step

Payment of contributions to the cost of After-Service Health Insurance coverage:

Staff member must include the authorization permitting UNJSPF to effect monthly deduction from the periodic pension benefit as an integral application component for after-service coverage

In the case of ASHI subscribers who:
- elect to defer pension payments or
- receive monthly pension benefit payments that are insufficient to meet the cost of the participant’s monthly health insurance coverage;
- or where automatic deductions from periodic pension payments payable from the UNJSPF or Appendix D are not available, payment of the requisite contribution must be made in advance of the period of coverage under the applicable health insurance plan on a quarterly, semi-annual, or annual basis.

After-Service Health Insurance participants whose premium contributions are payable on the basis of an invoice, rather than through the automatic pension deduction mechanism, must remit full payment of the amount billed by the due date indicated on the invoice.

Responsible Party

Staff member

Template/Guideline

Explanatory Notes

Subscribers covered under the ASHI will have their contributions deducted on a monthly basis from their periodic pension and/or Appendix D benefit.

Contributions must be made in a currency acceptable to the Organization for the purposes of the insurance plan chosen. In the case of health insurance plans administered at Headquarters, the only currency acceptable is the United States dollar.

Failure to remit the premium in full by the date indicated will result in suspension of insurance coverage, without further notice. Insurance coverage may be reinstated provided that the full required premium payment is remitted within three months of the date of suspension of coverage, along with payment for any subsequent period that may have become due. Failure to reinstate coverage by the latter date will result in termination of eligibility to participate in the ASHI programme.

Step

Claims:

Insurance Claims are submitted on a claim form directly to the insurance carrier in a sealed envelope together with supporting documents, following the instructions on the claim form.

Responsible Party

Staff member

Template/Guideline

Explanatory Notes

Subscribers should note that claims for reimbursement must be submitted to the insurance carrier no later than two years from the date on which the medical expense was incurred. Claims received later than two years after the date on which the expense was incurred will not be eligible for reimbursement.

The administration and management of the health insurance plans for internationally recruited staff under the UN Staff Regulations and Staff Rules are administered by the UN Health and Life Insurance Unit. Any questions/ queries on the provisions under the plan or any disputes regarding claims must be submitted directly to this unit, located at 304 East 45th Street, 3rd Floor.

Step

Reimbursement of claims:

Insurance carrier reimburses staff member directly

Responsible Party

Template/Guideline

P-2 Form Designation of Beneficiaries

HR_Insurance Plans_Designation, Change or Revocation of Beneficiary Form P-2

Explanatory Notes

Payment is made to the insured person, but, if the subscriber is no longer alive, payment will be made to his/her beneficiary as per P-2 Form Designation of Beneficiaries

Step

Request a review if a claim is denied:

A claim denied in whole or in part must be submitted to the insurance carrier. The insurance carrier will provide the subscriber a written notice explaining the reason for the denial and the appeal procedure.

Responsible Party

Staff member

Template/Guideline

Explanatory Notes

The request for review must be submitted in writing within 60 days of receipt of the notice. The subscriber should include the reasons for requesting the review and submit the request to the claim office of the respective insurance carrier. The insurance carrier will review the claim and ordinarily notify the subscriber of its final decision within 60 days of receipt of the request. If special circumstances require an extension of time, notification will be given to that effect.

1	Step Chartfields Create chartfield in Quantum General Ledger.	Responsible Party OFRM/BMS/CFRA	Template/Guideline	Explanatory Notes The only exception is the Project chartfield, which is created in the QuantumProjects and Portfolio Management (PPM).
2	Step Request a new chartfield or make changes to existing chartfields (if necessary). Complete and forward the appropriate QuantumChart of Accounts Maintenance forms with appropriate supporting documentation as indicated on the forms	Responsible Party OFRM/BMS/FBA	Template/Guideline	Explanatory Notes Send the form to cfra.mdm@undp.org Quantum Account code creation forms
3	Step Funds Reviewed any change to the Fund.	Responsible Party OFRM/BMS/FBA	Template/Guideline	Explanatory Notes Quantum fund code creation/modify form
4	Step Ensure that any chartfield trees affected by the change are updated immediately as soon as a change occurs in the Fund chartfield table	Responsible Party	Template/Guideline	Explanatory Notes
5	Step Assign at least one individual responsible for reviewing requests for chartfield changes	Responsible Party Business owner	Template/Guideline	Explanatory Notes The assigned individuals should also be responsible for maintaining and updating related chartfield trees.
8	Step Donor Code Create a Donor Code by setting up a new customer identification code in Quantum Accounts Receivable	Responsible Party	Template/Guideline	Explanatory Notes Send the form to BMS OFM PDI bms.ofm.pdi@undp.org Quantum customer form
9	Step Record contributions from donors using account 51005 and enter the relevant operating unit , cost entre, fund ID and the donor code	Responsible Party	Template/Guideline	Explanatory Notes If the fund code is cost-sharing or project level co-financing, the project ID, project business unit and a default activity should also be entered
10	Step Record expenses using the appropriate expenditure account in the 6xxxx or 7xxxx series.	Responsible Party	Template/Guideline	Explanatory Notes The cost centre ID entered for expenses should be the detailed cost centre ID (not the budgetary cost centre).
11	Step Include chartfields in all expenses without any exception	Responsible Party	Template/Guideline	Explanatory Notes
12	Step Other asset or liability accounts in the 1xxxxx or 2xxxx series should include, as a minimum, the following chartfield values: account, operating unit, fund and cost centre	Responsible Party	Template/Guideline	Explanatory Notes
13	Step Forward the request form to Accounts Division and update the donor tree as soon as a new donor code is created	Responsible Party	Template/Guideline	Explanatory Notes
14	Step Ensure that no duplicate values exist	Responsible Party	Template/Guideline	Explanatory Notes A review of the donor chartfield values should be regularly undertaken to “inactivate” the duplicated values.

1	Step Submit the request through the Operations service icon in UNall. Upload completed forms and other documentation to the UNall case, have forms certified by General Operations/BMS then submit to the UN Visa Committee.	Responsible Party Staff member	Template/Guideline	Explanatory Notes Form TTS.1 should be certified by General Operations/BMS.
2	Step Forward approved application to UNTTS.	Responsible Party	Template/Guideline	Explanatory Notes UN Visa Committee will advise the staff member on the status of the application and of any required additional information. All follow-ups should be made directly with the UN Visa Committee or the UNTTS.
3	Step Send a cable requesting issuance of the visa, to the US consulate in the city where the G-5 visa will be picked up.	Responsible Party	Template/Guideline	Explanatory Notes The staff member may request a copy of the cable for the household employee to present to the US consulate.
4	Step Provide all required documentation to the household employee.	Responsible Party Staff member	Template/Guideline	Explanatory Notes
5	Step Apply for the G-5 visa in person at the US consulate where the visa is to be picked up and where the UNTTS has sent the cable.	Responsible Party	Template/Guideline	Explanatory Notes The household employee should carry all required documents, including a copy of the UNTTS cable to facilitate the visa application processing.

Step

Request Special Leave using the Special Leave Request Form in UNall.

Responsible Party

Staff member

Template/Guideline

Explanatory Notes

See section Paragraph 59.

Step

Process Special Leave request.

Responsible Party

HR Business Partner,

Operations Officer

Template/Guideline

Explanatory Notes

For staff holding UNDP letters of appointment for service limited to another organization, agency, fund or programme and administered by UNDP on behalf of such an organization, agency, fund or programme, any requests for Special Leave (with or without pay) must be reviewed in consultation with the respective organization.

Step

Approval of Special Leave request.

Responsible Party

Head of Office

Template/Guideline

Explanatory Notes

See Paragraphs 60 and 61.

Step

Communicate decision of request for Special Leave to staff member.

Responsible Party

HR Business Partner,

Operations Officer

Template/Guideline

Explanatory Notes

Step

Advise and educate staff member on policy and conditions governing medical coverage and eligibility requirements for ASHI.

Responsible Party

HR Business Partner,

Operations Officer

Template/Guideline

Explanatory Notes

In the case of SLWOP for periods of 30 calendar days or more, the staff member has the option of continuing coverage by making full payment (his/her contribution plus the UNDP contribution) of the premiums involved. UNDP does not subsidize health or life insurance coverage during periods of SLWOP of 30 calendar days or more.
After Service Health Insurance (ASHI) is available to a staff member who has been on SLWOP and separates from the organization on condition the staff member opts for continuing coverage as outlined in Paragraph 33 and meets the eligibility criteria spelled out in the policies governing ASHI: After-Service Health Insurance: ASHI MIP and After-Service Health Insurance: ASHI UN.
A staff member who does not opt for continuous coverage during SLWOP is not eligible for ASHI upon separation unless he/she is returned to active service and is enrolled in a United Nations health insurance plan for at least one month before separation.

Step

Provides follow-up communication to Staff Member stating all terms and administrative formalities of Special Leave and adjusts benefits and entitlements accordingly.

Responsible Party

HR Associate OHR Copenhagen,

Operations Officer

Template/Guideline

Explanatory Notes

See Paragraph 63.

Step

Notification of return to active duty or other alternatives.

Responsible Party

Staff member

Template/Guideline

Explanatory Notes

See Paragraphs 51 and 52.

Step

Assist Staff Member in returning to active duty.

Responsible Party

HR Business Partner,

Operations Officer

Template/Guideline

Explanatory Notes

See Paragraphs 53 and 42 above.

Step

Separation (if applicable).

Responsible Party

Director of BMS

Template/Guideline

Explanatory Notes

See Paragraphs 57 and 58 above. Responsible parties are Director, OHR and in case of agreed separation, the UNDP Administrator who delegated authority to the Director of BMS.

Step

Flowchart - Malicious Acts Insurance Policy (MAIP)

Responsible Party

Template/Guideline

Flowchart - Malicious Acts Insurance Policy (MAIP)

Explanatory Notes

1	Step PPR – selection of invoices for payments: Set criteria by selecting date range, currency, payment method and bank account – Pay Group	Responsible Party Finance staff	Template/Guideline	Explanatory Notes
2	Step Review invoices selected by PPR prior to disbursement: Check all details of supporting documents of approved AP invoices; Where this is not practical due to large volumes, the batch should be reviewed for reasonableness; Check unusual AP invoices, such as those with large amounts, unfamiliar Supplier names, unfamiliar/unusual disbursement to staff, etc. Print the list of invoices selected (known as the Pay List) and use to control issuance of cheques in those cases where cheques are collected from the office (see below); Mark rejected payments on the pay list; Sign, date and file a copy of the Pay List to evidence internal control review of cheques; Instruct finance staff to void or cancel rejected payments as appropriate. Senior Finance Officer Key internal control – the 3rd and final approval on expenses	Responsible Party Senior Finance Officer	Template/Guideline	Explanatory Notes Key internal control – the 3rd and final approval on expenses
3	Step Void or cancel payments as instructed by Senior Finance Officer in cases where invoices are not approved	Responsible Party Finance staff	Template/Guideline	Explanatory Notes
4	Step Present cheques for signature together with supporting documentation: Agreed amounts and payee to approved AP invoices	Responsible Party Cheque Signatories(Dual signatories )	Template/Guideline	Explanatory Notes Cheques must be signed by at least two signatories
5	Step Manual Payments Select "record" option on the payment tab of a given AP invoice to effect payment; Add cheque number or payment reference, as appropriate; Manually raise a cheque, where appropriate, taking care that the amount, date, payee and cheque number match the Quantum entry.	Responsible Party Finance staff	Template/Guideline	Explanatory Notes Manual Payment is best used to record those items that are on bank statements but not in the cash book, such as interest and bank charges, where an entry to the cash book is required but issuing a cheque is not QUANTUM queries and reports can be used to monitor the payment exceptions
6	Step Review of Manual Payments – review the following prior to signature and dispatch: Agree all amounts, currencies, payees and dates to approved AP invoices; Repeat step 3 above for signature of Manual Payment	Responsible Party Senior Finance Officer	Template/Guideline	Explanatory Notes
7	Step Timeliness of recording entries in Quantum Ensure that an entry is made in Quantum before issuance of a cheque to a Supplier. In emergency situations only, record manual payment in Quantum after issuance of the cheque. Even then, every effort must be made to complete the Quantum record within 48 hours of issuance of the cheque. Communicate, in writing to the Treasurer, any instance where payment cannot be recorded in Quantum within 48 hours after issuance of a cheque to a Supplier	Responsible Party Senior Finance Officer	Template/Guideline	Explanatory Notes As the recording in Quantum and the manual raising of a cheque are two separate tasks, careful attention is required to ensure that an entry is made in Quantum before issuance of a cheque to a Supplier
8	Step Issuance, signature and safeguarding of checks: Keep cheques that are not immediately mailed or delivered to payees in a secure location within the Finance Unit, and placed in the safe during non-working hours Following issuance and signing. During working hours, the cheques must also be kept in a secure manner in the custody of the responsible officer; Compare cheques with the Pay List before releasing them to payees when held for pick up; Maintain a register for issuing cheques. The proof of identity of the payee must be provided and recorded on the cheque register along with the signature of the recipient; In the event that a cheque is not collected within 5 days of issuance, it must be cancelled and reissued when required.	Responsible Party Senior Finance Officer	Template/Guideline	Explanatory Notes
9	Step Management of cheques: Request the bank to provide serially numbered cheques. If no such serial numbering system exists, the field office must number the cheques serially, in ink, starting with No. 1, upon receipt of the cheques. The numbering sequence must be continued without interruption for cheque books received subsequently. Advise the Treasurer if, for any reason, the local bank is unable to provide cheques bearing the official name of the account.	Responsible Party Senior Finance Officer	Template/Guideline	Explanatory Notes The stock of cheque books must be controlled by a register. All cheques must be accounted for. Only one cheque book must be used at any one time for each bank account; spare cheque books must be kept in the custody of the Representative or his/her delegate. Cheques should not have erasures or corrections. If a mistake is made in any field on a cheque, it should be voided and a new cheque prepared. Cheques must be made out to a payee who is the provider of goods and/or services as evidenced by supporting documentation and should be the same as the Supplier record in Quantum. Cheques should never be made out to third parties or to non-defined payees (e.g., bearer, cash). Country offices are required to send cheques together with the deposit slip to the Treasurer for deposit to the ZBA account if the cheque is greater than USD 50,000 in value and is not drawn on a local bank. The cheque items should be listed in the summary of enclosures accompanying the pouch. The deposit slip must indicate the Quantum chart of account to credit and the purpose of the dollar payment (e.g., refund of unused airline tickets). Each country office must have a secured safe where unused cheque books and, if necessary, official monies can be stored. Under no circumstances should personal property or monies be held with UNDP monies in the UNDP safe. Country offices which are authorized to operate cash accounts in the office should prepare a certified daily count of monies on hand
10	Step Management of lost or damaged cheques If a cheque is lost or damaged, a letter to the bank should be prepared to stop payment. The letter should contain the following information: date the cheque was issued; payee; and amount. Send requests for stop payments on zero-balance accounts to the bank with a copy to the Treasurer. Send a letter of indemnity (Form F.18) to the payee of the lost cheque. Return the signed original to the country office. Cancel the invoice against which the lost cheque was originally issued will be cancelled upon receipt of the bank's confirmation that they have stopped payment on the cheque and received the signed letter of indemnity from the payee. Void the payment invoice in Quantum to reverse the payment entry. Include the invoice in the next PPR or use manual payment to create a replacement cheque / EFT	Responsible Party	Template/Guideline	Explanatory Notes In the event that a damaged cheque is returned, the same procedures for a lost cheque as described above shall be used; however, no stop payment order or a letter of indemnity is to be issued. The damaged cheque must be retained for account reconciliation
11	Step Management of voided checks and checks returned without encashment If a cheque is returned un-cashed by the payee, or needs to be voided due to error in preparation, it should be voided and the payment placed on hold with reissue. A new cheque can then be issued. The voided cheques must be retained. Any cheques outstanding for clearance for 2 months or more must be followed up with the payee. If, upon investigation, it transpires that the cheque has been lost, the procedure outlined above for lost cheques must be followed. If the cheque is located, but cannot be honored by the bank because of the old date or some other imperfection, it must be returned by the payee, voided and replaced with a new cheque. The voided cheque must be retained. If there are any cheques outstanding for 6 months or so in spite of all steps taken to follow up of outstanding cheques, payment for such cheques must be voided and the procedure outlined above followed. In line with the above, all cheques on UNDP bank accounts must indicate "Not valid after X days", where X equals the local period of validity	Responsible Party Finance staff	Template/Guideline	Explanatory Notes
12	Step Review exception reports listed on the Finance Dashboard relating to AP and PO invoices: Take action to ensure exceptions cleared on a timely basis	Responsible Party Senior Finance Officer	Template/Guideline	Explanatory Notes Key internal control

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