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UN Agency Services Procedure

1
Step

Service Level Agreement signed between UNDP and the Agency.
Responsible Party
Template/Guideline

UNDP Service Level Agreement (SLA) template

Explanatory Notes

Repository of Agency Agreements​​   

2
Step

Submit written and authorized service request.
Responsible Party

UN Agency

Template/Guideline

Authorized Agency Signatories List

Explanatory Notes

Refer to last page of Annex II for the payment request form template.

3
Step

a) Provision of standard Services to Agencies as per UPL such as processing payments, conducting procurement process.

b) Provision of ad hoc Services to agencies as per SLA signed or LPL. 
 
Responsible Party

COs and HQ units

Template/Guideline
Explanatory Notes

Refer to the relevant POPP policies on Procurement, Expense management and Human Resources management.

4
Step

Determine the type of services (standard, ad-hoc, global or common services) and applicable fees based on UPL/LPL.
Responsible Party

COs and HQ units

Template/Guideline

POPP policy and procedure: UN Agency Services

Universal or Local Price List - UPL or LPL

Explanatory Notes

5
Step

Prepare service bills to UN agencies and apply service revenue. 
Responsible Party

COs and HQ units

Template/Guideline

POPP policy and procedure: Service Clearing Account (SCA): Charging, Billing and Fee Collection

Explanatory Notes

Service fees will be generated and accounted for based on UPL and LPL in the UN Agencies Portal from which accounting entries will flow to the GL.  

6
Step

Prepare monthly SCA reports and provide to agencies.
Responsible Party

GSSC SCA Team

Template/Guideline

SCA Monthly Reports

Explanatory Notes

GSSC SCA team uploads monthly SCA reports in the agencies site

7
Step

Completion of Semi-annual 12a reconciliation.
Responsible Party

UN Agency

Template/Guideline

12a Reconciliation Reports

Explanatory Notes

GSSC SCA team uploads 12a reports in the agencies site.

8
Step

Monitor application of service revenue by COs.
Responsible Party
Template/Guideline
Explanatory Notes

9
Step

Monitor and resolve the SCA rejections.
Responsible Party

COs and HQ units

Template/Guideline

SCA Dashboard

Explanatory Notes

UNDP COs/HQ units liaise directly with the UN agency for resolution.

Dependency Status and Allowances Procedures

1
Step

The Dependency Questionnaire Form (P.84) which is available at OHR’s intranet site in paper form or at link for online form, must be completed in the following cases: 


a) Upon entry on duty, to establish a dependency entitlement; or 
 
b) At any time when a change in dependency status occurs, i.e.: 
 
i) Marriage
ii) Divorce
iii) Legal separation;
iv) Birth
v) Death
vi) Children between the ages of 18 and 21 years ceasing full-time school attendance
vii) Children of any age that have a permanent or long-term disability that prevents substantial gainful employment
viii) Any changes in government child grants 
ix) Any changes in dependent spouse earnings;
The spouse’s annual gross earnings, if any, shall not exceed the amounts determined under ST/AI/2016/8 sections 2.1 (a) or 2.1 (b), as applicable.
x) Any changes in meeting the eligibility criteria of a single parent
 
c) At the time of the annual exercise where all staff members are required to report any changes to their dependency status or confirm that there are no changes to the current status
 
Responsible Party

Staff member

Template/Guideline

Allowances and Benefits​ Dependency Status Questionnaire P.84

Explanatory Notes

Timely submission of information regarding changes in dependency status will ensure correct and timely payment of allowances. Failure to report on a timely basis, may lead to large recoveries as overpayments are recovered in full.
 
A staff member who at any time during the five-year period following payment of the dependency benefit is requested and is unable to prove eligibility, may be subject to recoveries and to disciplinary sanctions. 
 
An annual message will be sent out to international and local staff in UNDP and to the staff that UNDP administer on behalf of other agencies, asking staff members to report any changes or to confirm no changes.

2
Step

The Dependency Questionnaire Form, together with the necessary supporting documentation, should be submitted for review and issuance of the corresponding personnel action reflecting either the staff member’s entitlement to or discontinuance of the allowance.
Responsible Party

JPOSC HR,

Operations Manager

Template/Guideline

For internationally recruited staff members and for locally recruited staff members stationed in NY, to the GSSC HR focal point or JPOSC HR Focal point For locally recruited staff members stationed outside NY, to the local HR/Operations Manager

Link to my HR focal point
Explanatory Notes

Supporting Documentation 
 
Marital status
 
Upon entry on duty or change of marital status, a staff member is required to submit supporting documents if: 
 
a) Married, a marriage certificate
 
b) Married under Common Law: 
 
i) Documentary proof of validity of common law marriage where contracted
 
ii) Letter from a senior or judicial officer from staff member's home country confirming that common law marriage does not violate that country's public policy
 
iii) Proof of capacity to marry, i.e., parties must be single (or divorced if previously married)
 
iv) Evidence of mutual agreement to fulfil legal obligations of marriage
 
c) Legally separated, legal separation papers
 
d) Divorced, divorce certificate; or 
 
e) Widowed, death certificate
 
Spouse
 
Upon entry on duty or change of marital status, a birth certificate, national identity card, or national passport of spouse giving full name, date of birth, and nationality. 
 
If the staff member is claiming dependency allowance, he/she should have the necessary documentation (e.g., W-2 form, income tax return form, or certificate of spouse’s gross annual earnings from employer) ready at any time during the five-year period following payment to clarify or to answer queries arising from a review or audit of the entitlement or related payment. 
 
Gross annual earnings include all earnings, including occupational earnings, earnings resulting from investments, income from pension such as retirement and disability benefits and unemployment benefits.
 
If the staff member is legally separated and claims dependency allowance, proof of continued financial support to spouse may also be required at any time during the five-year period following the payment. 
 
The allowance is based on yearly earnings and is discontinued for the full year if the annual gross earnings exceed the amounts determined under ST/AI/2016/8 sections 2.1 (a) or 2.1 (b), as applicable.
 
Children under 21
 
Upon entry on duty or birth of a child, a birth certificate is required for establishing dependency. Only in the event that a birth certificate does not exist, a national identity card or national passport of child giving full name, date of birth, and nationality may suffice.
 
If the staff member is claiming dependency allowance, he/she should have the necessary documentation ready at any time during the five-year period following payment to clarify or to answer queries arising from a review or audit of the entitlement or related payment, i.e.: 
 
a) If the child is between 18 and 21, proof of full-time school attendance (e.g., academic institution’s certificate of full-time attendance)
The full-time attendance is not considered broken by summer holidays between school years or shorter breaks due to change in schools as long as the child continues to be enrolled in a school with full time attendance.
 
b) If the staff member is divorced or legally separated and his/her child does not reside with the staff member, proof that the staff member has assumed responsibility for the main and continuing support of the child (e.g., bank statements, cancelled cheques, bank drafts, or money orders duly date stamped, showing that payments have been regularly made and, if applicable, continue to be made by the staff member to the dependent) 
 
c) If the child is married, proof (e.g., bank statements, cancelled cheques, bank drafts, or money orders duly date-stamped, showing that payments have been regularly made and, if applicable, continue to be made by the staff member to the dependent) that the staff member has assumed responsibility for the main and continuing support of the child. 
 
A staff member who at any time during the five-year period following payment of the dependency benefit is requested and is unable to prove eligibility, may be subject to recoveries and to disciplinary sanctions. 
 
Disabled children (of any age)
 
Upon entry on duty or birth of a child, a birth certificate is required for establishing dependency. Only in the event that a birth certificate does not exist, a national identity card or national passport of child giving full name, date of birth, and nationality may suffice.
 
If the staff member is claiming special dependency allowance, a request must be forwarded to the UN Medical Director for determination of disability through the HR focal point in GSSC, JPOSC or local HR-Operations Manager 
 
Only upon receipt of the endorsement from UN Medical Director can the HR focal point enter the data in the UNDP ERP system to trigger payment of the allowance in payroll.
 
The request must include a medical report from the child’s attending physician(s) in a sealed envelope marked “confidential” and addressed to the UN Medical Director. If the medical report(s) is/are not received in a sealed envelope, it/they should be immediately sealed. No copies may be made of the medical report(s) for the staff member’s personal file or any other file. 
 
Usually, the UN Medical Services Division requires the staff member to periodically provide updated medical reports.
 
Stepchildren under 21
 
Upon entry on duty or marriage, a birth certificate is required for establishing dependency. Only in the event that a birth certificate does not exist, a national identity card or national passport of child giving full name, date of birth, and nationality may suffice, giving full name, date of birth, and nationality. 
 
If the staff member is claiming a dependent child allowance, a copy of the divorce judgement granting legal custody of child to staff member’s spouse. No further supporting documentation will be required, but he/she should have the necessary documentation ready at any time during the five-year period following payment to clarify or to answer queries arising from a review or audit of the entitlement or related payment, i.e.: 
 
a) Evidence that the child resides with the staff member. If staff member is serving at a non-family duty station the household of the spouse is considered ‘residing with the staff member’ for the purpose of establishing dependency.
 
b) Evidence that the staff member provides main and continuing support 
 
c) Evidence that the child is not receiving main and continuing support from other parent
 
Adopted children under 21
 
Upon entry on duty or adoption, of a child, a birth certificate is required for establishing dependency. Only in the event that a birth certificate does not exist, a national identity card or national passport of child giving full name, date of birth, and nationality may suffice.
 
 
If the staff member is claiming a dependent child allowance: 
 
a) Where there is statutory provision for adoption or prescribed court procedure for official recognition of customary or de facto adoption: 
 
i) Official documentary evidence of adoption in accordance with relevant statutory provisions, or formal recognition by prescribed court procedure of customary or de facto adoption of child
 
ii) If adoption has not yet taken place, official documentary evidence that adoption procedures have been initiated and that, pending finalization of procedure, child is being entrusted to staff member’s care 
 
iii) If legally adopted child does not reside with the staff member, proof of continuing financial support; or 
 
b) Where there is no statutory provision for adoption or prescribed court procedure for official recognition of customary or de facto adoption: 
 
i) Statement from the appropriate national authorities that adoption is not possible
 
ii) Affidavit that child will be residing with the staff member and that staff member will assume parental duties and obligation vis-à-vis child. Once child arrives in staff member’s home, evidence that child resides with staff member and that parental relationships between natural parents and child have been severed and have been established with adoptive parent 
 
iii) Evidence of main and continuing support
 
Secondary dependent
 
Upon entry on duty or claiming dependency benefit for the first time, a
a) birth certificate, national identity card, or national passport of secondary dependent giving full name, date of birth, and nationality.
b) A notarized statement from the dependent indicating:
i) That monies received from the staff member contribute to at least one half or more of his/her financial support and at least twice the amount of the dependency allowance payable to the staff member in respect of secondary dependent
ii) That the amount is received on a regular basis from the staff member (e.g., monthly or quarterly)
iii) The evidence of dependent's income for previous calendar year (pension statement or income tax return); and 
iv) That the dependent resides with the staff member 
b) If the dependent: 
 
i) Is residing with the staff member, the notarized statements should also confirm that the dependent resides with the staff member 
 
a)    ii) If not residing with the staff member, evidence of support (bank statements, cancelled cheques, bank drafts, or money orders duly date stamped).
 
The staff member should have the necessary documentation ready at any time during the five-year period following payment of the secondary dependency allowance to clarify or to answer queries arising from a review or audit of the entitlement or related payment, i.e.: 
 
a) A notarized statement from the dependent indicating: 
 
i) That monies received from the staff member contribute to at least one half or more of his/her financial support and at least twice the amount of the dependency allowance payable to the staff member in respect of secondary dependent
 
ii) That the amount is received on a regular basis from the staff member (e.g., monthly or quarterly)
 
iii) The evidence of dependent's income for previous calendar year (pension statement or income tax return); and 
 
iv) That the dependent resides with the staff member 
 
b) If the dependent: 
 
i) Is residing with the staff member, the notarized statements should also confirm that the dependent resides with the staff member 
 
ii) If not residing with the staff member, evidence of support (bank statements, cancelled cheques, bank drafts, or money orders duly date stamped).    

3
Step

Deduction of financial support from single parent allowance for international staff.
Responsible Party

JPOSC HR

Template/Guideline
Explanatory Notes

Based on the information in the P.84, financial support is deducted from the single parent allowance up to the amount of the dependency allowance referred to in the Annex to ST/AI/2011/6.  

4
Step

Deduction of government grant from dependency allowances
Responsible Party

JPOSC HR

Template/Guideline
Explanatory Notes

Based on the information in the P.84, the government grant amount received on account of the child will be deducted from the single parent allowance, transitional allowance or dependency allowance paid on account of that child. If financial support is deducted from the single parent allowance, the government grant will be deducted in addition to the financial support and from the entire single parent allowance.

5
Step

Retroactivity of payment.
Responsible Party
Template/Guideline
Explanatory Notes

Claims submitted late are processed in accordance with Staff Rule 3.17 on retroactivity of payment. A payment of claim can be made retroactively up to one year from the date of claim.  For spouse allowance, the eligibility of the spouse dependency status follows the calendar year and the retroactive payment will therefore be effective from 1 January of the previous year.

Managing Unit/Programme-Level Risk (Country Office)

1
Step

Communications & Consultation
Responsible Party

Risk Owner

Template/Guideline
Explanatory Notes

Engage key stakeholders in risk identification and risk analysis process. Keep the Programme Board, other stakeholders/partners of the CO and the HQ Unit informed on RM processes.

2
Step

Scope, context and criteria
Responsible Party

Programme Manager/ Resident Representative

Template/Guideline

UNSDCF Guidance

CPD Template

Programme/Unit Risk Register (Quantum+)

Explanatory Notes

Integrated in the UN Sustainable Development Cooperation Framework (UNSDCF); Country Programme Document (CPD); IWP of the CO and the HQ Unit
 

3
Step

Risk Assessment:

Identification of Risks

Risk Analysis

Evaluation of Risk
Responsible Party

Programme Manager in consultation with relevant expertise

Template/Guideline

Programme/Unit Risk Register (Quantum+)

Explanatory Notes

In consultation with relevant stakeholders, identify major risks for the overall programme objectives and the respective IWP of the CO and the Unit and track in programme/unit Risk Register, during portfolio/project design and twice a year at a minimum during implementation. 

Analyze likelihood and impact of programme/unit risks by applying the ERM Criteria Model and record in Risk Register. 

Evaluate each risk in the Programme Risk Register specific to Country Offices to determine which risks need treatment and must be prioritized, in order to meet the objectives of the respective IWP.

4
Step

Risk Treatment
Responsible Party

Programme Manager in consultation with relevant expertise

Template/Guideline

Programme/Unit Risk Register (Quantum+)

Explanatory Notes

Implement treatment options. Respond to the escalated risks. Escalate the risks that can't be adequately addressed at the CO and HQ Units to Programme level.
 

5
Step

Risk Monitoring & Review
Responsible Party

Risk Owner

Template/Guideline

Programme/Unit Risk Register (Quantum+)

Explanatory Notes

Monitor risks at the frequency that is best fit for the risk and complexity of the Programme/Unit. Update Risk Register on bi-annual basis at a minimum.
 

6
Step

Risk Recording and Reporting
Responsible Party

Programme Manager in consultation with relevant expertise

Template/Guideline

Programme/Unit Risk Register (Quantum+)

Explanatory Notes

Record risks in ERM risk Register and Report the CO and HQ Units major risks in their IWP bi-annually and annually in ROAR.
 

Managing Portfolio and/or Project-Level Risk (Country, Regional or Global Portfolios and/or Projects)

1
Step

Communications & Consultation

 
Responsible Party

Risk Owner

Template/Guideline
Explanatory Notes

Engage key stakeholders in risk identification and risk analysis process. Keep the Portfolio and/or Project Board and other stakeholders/partners informed on RM processes at the portfolio and/or project level.

2
Step

Scope, Context and Criteria
Responsible Party

Portfolio Developer, Project Developer, Portfolio Manager or Project Manager

Template/Guideline

Project Document Template

Portfolio Document Template

Portfolio and/or Project Risk Register

Explanatory Notes

Integrated in Programme and/or Portfolio Document, Project Document, Multi-Year Work Plan.

3
Step

Risk Assessment:
 
Identification of Risks

Risk Analysis

Evaluation of Risk
Responsible Party

Portfolio Developer, Project Developer, Portfolio Manager or Project Manager,

Portfolio Manager and/or Project Manager

Template/Guideline

Portfolio/Project Risk Register

Explanatory Notes

Assess risks during Portfolio/Project Design and as often as needed during implementation, once a year at a minimum. Track in Risk Register.

In consultation with relevant stakeholders, identify major risks for the portfolio/project objectives.

Analyze likelihood and impact of the portfolio/project risks by applying the ERM Criteria Model and record in Risk Register.

Evaluate each portfolio/project risk to determine which risks can be accepted and which risks require a priority treatment in order to meet portfolio/project objectives and avoid harm.

4
Step

Risk Treatment
Responsible Party

Portfolio/Project Developer or Portfolio/Project Manager

Template/Guideline

Portfolio/Project Risk Register

Explanatory Notes

Identify risk treatment measures in Risk Register during portfolio/project design, prior to portfolio/project approval.

During implementation, update/confirm risk treatment measures to address changes in context, new information and new risks, as necessary and based on Step 4. Implement identified risk treatment measures. Escalate/transfer the risks that meet any of the escalation conditions to the applicable line management.

5
Step

Risk Monitoring & Review
Responsible Party

Risk Owner

Template/Guideline

Portfolio/Project Risk Register Template

Explanatory Notes

Monitor and review risks at the frequency that is best fit for the risk and complexity of the portfolio/project. Update Risk Register once a year at a minimum.

6
Step

Risk Recording and Reporting
Responsible Party

Portfolio/Project Manager

Template/Guideline

Portfolio and Project Risk Register

Explanatory Notes

Risks are to be recorded in ERM Risk Register and risk reporting is integrated in agreed portfolio/project reporting cycle, once a year at a minimum. Portfolio/Project risks presented to the Portfolio/Project Board.

Amendment of existing policies

1
Step

Review the scope and content of amendment.
Responsible Party

Content Owner

Template/Guideline
Explanatory Notes

Straightforward changes involve: 

  • Incorporation of new/updated UN regulations, rules and decisions.
  • Alignment with existing UNDP policies, processes, tools and practices to ensure coherence. 

Editorial changes involve: 

  • Refinement of language for ‘clarification’ purposes.
  • Update of outdated links and reference sources.  

Substantive changes involve:

  • Changes with significant financial and/or strategic implications to UNDP which introduce new concepts, roles or processes. 

For substantive changes to existing policies, please follow the procedure on preparation of new policies. 

2
Step

Consult with other offices and BMS/Directorate to ensure consistency in formulating a policy and identify paragraphs in relevant policies that should be refined, and policies to be retired.
Responsible Party

Content Owner

Template/Guideline
Explanatory Notes

3
Step

Ensure that any changes are also reflected in other languages translated.
Responsible Party

Content Owner

Template/Guideline
Explanatory Notes

4
Step

The policy focal point for each content owning bureau keeps track of what policies have been amended and updated.
Responsible Party

Content Owner

Template/Guideline
Explanatory Notes

5
Step

Ensure standardization of format.
 
Responsible Party

BMS/Directorate

Template/Guideline
Explanatory Notes

6
Step

Submit a clean version of the amended policy approved for publication.
Responsible Party

Content Owning Bureau

Template/Guideline
Explanatory Notes

Provide a summary of the amendment for the “Latest updates” section in the policy page and in the “What’s new” page. For guidance, please contact BMS/Directorate.

7
Step

Publish the approved content and update the “What’s new” page in the POPP.
Responsible Party

BMS/Directorate POPP Focal Point for Content Owning Bureau

Template/Guideline
Explanatory Notes

8
Step

Regularly communicate the updated content to country offices.
Responsible Party

Content Owning Bureau

Template/Guideline
Explanatory Notes

Preparation of new policies (including identification of retiring policies and translation)

1
Step

Consider whether intended content is appropriate for prescriptive content (policy), or other forms of content (technical guidance, position papers, etc.)
Responsible Party

Content Owner

Template/Guideline

Managing prescriptive content: UNDP working definitions

Explanatory Notes

See the definitions of different kinds of content

2
Step

Check whether there is similar content, and consider whether this is revision of an existing policy (policies) or a completely new policy.
Responsible Party

Content Owner

Template/Guideline
Explanatory Notes

For the amendment of existing policies, please see procedure on “Amendment of Existing Policies” below.

3
Step

Consult with other offices and BMS/Directorate to ensure consistency in formulating a policy and identify paragraphs in relevant policies that should be refined, and policies to be retired.
Responsible Party

Content Owner

Template/Guideline
Explanatory Notes

4
Step

Draft a policy and corresponding procedures (content).
Responsible Party

Content Owner

Template/Guideline
Explanatory Notes

5
Step

Solicit comments through internal professional networks and groups as appropriate.
Responsible Party

Content Owner

Template/Guideline
Explanatory Notes


 

​

6
Step

Submit the new content to the Organizational Performance Group (OPG) for review and approval.
Responsible Party

Content Owning Bureau

Template/Guideline
Explanatory Notes

Ensure the content is principle-based and as brief as possible.
Any details and technical guidance should be captured in the procedures table.

7
Step

(Once approved) Arrange translation into Spanish and French
Responsible Party

Content Owner

Template/Guideline
Explanatory Notes

Subject to resource availability. Legal templates or documents, which require to be signed by third parties will be prioritized.

8
Step

Determine whether the content has to be password protected only when required from security perspective.
Responsible Party

Director, Bureau for Management Services

Template/Guideline
Explanatory Notes

In principle, all POPP content should be public, except for security reasons such as ICT security and physical security.

9
Step

Submit the content for publication.
Responsible Party

Content Owning Bureau

Template/Guideline
Explanatory Notes

Provide a summary of the update for the “Latest updates” section of the policy page and for the “What’s new” page. For guidance, please contact BMS/Directorate.

10
Step

Publish the content.
Responsible Party

BMS/Directorate POPP Focal Point for Content Owning Bureau

Template/Guideline
Explanatory Notes

11
Step

Regularly communicate the new content to country offices.
Responsible Party

Content Owning Bureau

Template/Guideline
Explanatory Notes

BERA to support as required.

Expenditure of Income Accrued from Cost Recovery

1
Step

Projection of Cost Recovery Incomes and spending from GMS, Agency Services and other revenues (AA fees and other miscellaneous income) are included in IWP and reviewed at Cost center level.
Responsible Party
Template/Guideline

Corporate Planning System

Explanatory Notes

2
Step
Institutional budget resources from cost recover income and spending plans are reviewed and approved.
Responsible Party

Executive Group

Template/Guideline
Explanatory Notes

3
Step

ASLs issued to cost centers and units.
Responsible Party
Template/Guideline
Explanatory Notes

Use Quantum queries
- to be developed (Previous Atlas query : UN_KK_BudJOURNAL_SUMMARY)

Refer to annual Internal Resource Allocation guidelines to Cost Centers

4
Step

Funds are expended with the issued ASL in accordance with the annual guidelines on Institutional Budget.

Responsible Party
Template/Guideline
Explanatory Notes
Quantum query yet to be developed (Previous ATLAS query - UN_Resource_overview_acct_lv)

Use of UPL and LPL

1
Step

Identify staff whose service to projects could be charged better via UPL/LPL rather than multiple position COA
Responsible Party
Template/Guideline
Explanatory Notes

Conduct WLS

2
Step

Update position type and position COA where project support services are provided
Responsible Party
Template/Guideline

Guidance note for Atlas position type

Explanatory Notes

Positions that provide UPL/LPL based services to projects could be partially funded from XB or a stand-alone project

Template/Guideline: Refer to IWP, Resources Section, Positions on how to plan positions by major cost classifications
 

Guidance for Quantum will be available soon
 

3
Step

Estimate support services required for projects
Responsible Party

Project Manager

Template/Guideline
Explanatory Notes

Use average monthly payments for similar sized project

Template/Guideline: Procurement, Recruitment, Travel, Asset retirement plan etc.

4
Step

Estimate cost of support services using UPL and LPL for projects
Responsible Party

Country Office Project Manager

Template/Guideline

Office of Financial Resources Management - UPL

Explanatory Notes

5
Step

Include the estimated support services in project budget
Responsible Party

Project Manager

Template/Guideline
Explanatory Notes

Budget revisions

6
Step

Submit written, authorized service request
Responsible Party

Project Manager

Template/Guideline
Explanatory Notes

7
Step

Service is carried out, recorded and reported to development projects
Responsible Party
Template/Guideline
Explanatory Notes

8
Step

Prepare service bills to projects and recover the service costs via:

(1) Zero Dollar Invoice (ZDI) for initial entries

(2) Use original Invoice to make correcting entries
Responsible Party
Template/Guideline

User Guide on DES (DPC) Entries In Quantum

User guide on DPC account codes

How to perform invoice adjustment on processed PO invoice. (service-now.com)

How to adjust Distribution information (or COA) and Project Segment in NON-PO Invoices (service-now.com)

Explanatory Notes

The service fee should be credited either to XB or a stand-alone project or other chartfields based on staff funding source (refer to step 2 above).
 

9
Step

Review monthly DPC exception reports and correct incorrect entries attributing project services

Ensure that all DPC exceptions are cleared at the year-end.
Responsible Party
Template/Guideline

Guidance on DPC Exception Report

Explanatory Notes

DPC account codes should be used to recover service costs from projects

Template/Guideline: DPC exception reports; Refer to the year-end closing guidelines
 

10
Step

Review annual recovery of UPL/LPL based services from projects and establish annual average support services for projects depending on their implementation
Responsible Party
Template/Guideline
Explanatory Notes

Multiple Funding Lines for Positions

1
Step

Assess and budget annually support services required from UNDP HQ and country offices in each development project. 
Responsible Party

Country Office Project Manager

Template/Guideline
Explanatory Notes

2
Step

Conduct the workload studies for the office 
Responsible Party
Template/Guideline

Guidelines on UNDP Country Office Workload Survey

Guidelines on UNDP Country Office Workload Survey - French

Guidelines on UNDP Country Office Workload Survey - Spanish

Explanatory Notes

WLS template​

3
Step

Include the direct project costs in programme project budgets
Responsible Party

Country Office Project Manager

Template/Guideline
Explanatory Notes

Project document. WLS results.

4
Step

Update the chartfield distribution of positions in Quantum HCM and position type in Quantum
Responsible Party

Country Office/Position Administrator

Template/Guideline

A guidance note for Atlas position type

Explanatory Notes

Based on WLS results
 

Guidance for Quantum will be available soon
 

 

5
Step

Create speed charts for staff entitlement expenses that are paid directly through Quantum Payables module (not paid  through payroll HCM)
Responsible Party

Country Office Finance unit

Template/Guideline
Explanatory Notes

Based on WLS results

6
Step

Create speed charts for GOE (post-incumbency expenses such as rent, utilities, communications, supplies) in Quantum Payables module
Responsible Party

Country Office Finance unit

Template/Guideline
Explanatory Notes

Based on WLS results

7
Step

Revise position chartfield distribution if significant changes occur in service delivery

Revise development project budget to reflect the estimated position costs
Responsible Party
Template/Guideline

DPC implementation report

Explanatory Notes

Total number of positions that are co-funded from management and development funds are reported in DPC implementation report with respective proforma.

Mandatory Age of Separation

1
Step

Inform management of staff members reaching Mandatory age of separation (MAS) .
Responsible Party

GSSC and Local HR focal points

Template/Guideline
Explanatory Notes

GSSC identifies and informs management and Business Partners of staff members who will be reaching MAS several months in advance.  Country Offices HR Associates have the ability to run these reports in Quantum and to bring these instances to the attention of Bureau/CO management.  

2
Step

Filling upcoming vacancies.
Responsible Party

Bureau/CO management

Template/Guideline
Explanatory Notes

Bureau/CO management is required to take the necessary steps to fill the upcoming vacancy, including the preparation of updated Terms of Reference, ensuring job classification, announcement of vacancy, conducting selection process, and completing an Exit (handover) Note.  Advice in all aspects of the process is available from the Business Partners.

3
Step

Obtaining an extension.
Responsible Party

Business Partner

Template/Guideline
Explanatory Notes

Organizational units wishing to obtain an extension should first approach their Business Partner three months prior to the staff member reaching MAS, who will review the justification and context as per the Policy and make, in most cases, an initial determination on suitability. 

4
Step

Review of the extension.
Responsible Party

Business Partners/Bureau Director/Director, OHR

Template/Guideline
Explanatory Notes

Any justification determined to have merit by the Business Partner and endorsed by the Bureau Director will be sent to the Director, OHR, for review. 

5
Step

Confirmation of budget availability.
Responsible Party
Template/Guideline
Explanatory Notes

Upon confirmation of the budget availability, a decision for an extension up to six months may be approved. Any case beyond six months cannot be considered unless the direst of consequences to organization and staff members are present.  

6
Step

Extraordinary circumstances.
Responsible Party
Template/Guideline
Explanatory Notes

In such an extraordinary circumstance, the HR Director will refer the case, along with his or her assessment, to the Director, Bureau of Management Services (BMS), for an exception to be granted by the Associate Administrator.

7
Step

Approval of extension. Beyond MAS
Responsible Party
Template/Guideline
Explanatory Notes

Refer to paras. 12 and 13 of the policy
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