| United Nations Development Programme

1	Step Flowchart - Medical Insurance: UN NY Aetna Medical Insurance	Responsible Party	Template/Guideline Flowchart - Medical Insurance: UN NY Aetna Medical Insurance HR_Insurance Plans_Aetna NY Medical Insurance Flowchart	Explanatory Notes
2	Step Enrollment of staff: 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	Explanatory Notes Staff members who have no insurance coverage under a United Nations plan or through a family member must be strongly urged to obtain medical insurance coverage for themselves and their eligible family members, as the cost of medical care can result in financial hardship for individuals who fall ill and/or injured and have no coverage If staff member or eligible family members are not enrolled within 31 days after an event that gives rise to an entitlement for coverage, an application for coverage may be submitted during the annual enrollment campaign. See UN ST/IC/2014/15 In the case of a staff member married to another staff member, the insurance coverage, whether at the two-person or family level, must be carried by the higher salaried staff member Education of staff about the provisions under the insurance plan 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, the same rules procedures for UNDP staff must be followed
3	Step Enrollment of staff: The completed application for enrolment form is certified and submitted to Insurance and Disbursement Services within 31 days of eligibility for the entitlement	Responsible Party BES/GSSC	Template/Guideline	Explanatory Notes The administration of this category of employees is centralized in the Benefits & Entitlements Services Unit in GSSC/BES The UN Health and Insurance Unit administers the workflow of enrollment and reporting directly with the insurance carrier on behalf of UNDP
4	Step Enrollment of staff: Staff member records in Quantum are validated, contributions are computed, and coverage is activated	Responsible Party UN Insurance Unit	Template/Guideline	Explanatory Notes
5	Step Managing eligibility data in Quantum: Data on enrollment form is verified and validated and any change in coverage is processed into Quantum promptly	Responsible Party , UN Insurance Unit	Template/Guideline	Explanatory Notes
6	Step Issue ID card: Identity cards are issued to the staff member and eligible dependent(s)	Responsible Party	Template/Guideline	Explanatory Notes It is the responsibility of the staff member to ensure that the correct mailing address is submitted. Incomplete or incorrect mailing addresses in Quantum will result in misdirected mail or failure to receive important information
7	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 governed by 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.
8	Step Verification and 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
9	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 with 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 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.

Step

Check the validity of his/her travel documents as soon as travel is planned to ensure that all are valid for the minimum duration required.

Responsible Party

Staff member

Template/Guideline

Explanatory Notes

Most consulates require a minimum 6-month validity of the UNLP and/or national passport before granting a visa.

Step

UNLPs/UN Family Certificates (UNFCs)
Submit the request through the Operations service icon in the UNall Service Portal, select Services for CO/Services for HQ/Travel Documents and Visa, with one photograph (jpeg format).

Responsible Party

Staff member

Template/Guideline

TTS.2 (5-23) - English (for UNLP)

TTS.2 (5-23) - French (for UNLP)

PT-39E Application for UN Family Certificate

Explanatory Notes

If a staff member holds an UNLP, the staff member must return the document before requesting a replacement. (Exceptional procedures exist for staff members posted at a duty station where the UN Department of Safety and Security has determined that a security condition exists.)

If personnel are holding a certificate, they must return the document before requesting a replacement.
Detailed instructions and requirements are provided in the application form.
Rush requests to process in less than five (5) days will incur additional fees.

Step

Certify application after verifying all information on the form and ensuring the applicant’s eligibility for a UNLP/UNFC and forward the certified forms to UNTTS/DOS.

Responsible Party

Certifying Officer

Template/Guideline

Explanatory Notes

Step

Issue UN travel document and forward to TSS/GO/BMS.

Responsible Party

Template/Guideline

Explanatory Notes

Allow a minimum of five (5) business days for processing (upon receipt of the completed application)

Step

Contact applicant at HQ in New York to pick up; or deliver to UNDP Mail Room for dispatch by pouch if sending to CO or other BU outside of HQs by courier service (courier charges to be borne by BU).

Responsible Party

Template/Guideline

Explanatory Notes

The UNDP Visa & Passport Desk at HQ in New York will contact local SM’s to pick up the UNLP. For non-local SM’s the document will be dispatched to the UNDP Mail Room for dispatch by pouch. The travel document is accompanied by a transmittal memo (refer to Section 8.0 for the template) for the SM to sign as acknowledgement of receipt. Acknowledgement receipt should be returned to the Pouch Unit.

Step

Maintain a central safekeeping facility to hold UNLPs. Designate at least one official to oversee the local administration of safekeeping facilities.

Responsible Party

Country Offices and other BUs outside of HQs

Template/Guideline

Explanatory Notes

UNLPs for infrequent travelers should be held in safekeeping. The receiving office should secure the LP for infrequent travelers after the mission and hold the document in safekeeping.

Step

Return the UNLP for safekeeping at the conclusion of the mission.

Responsible Party

Staff members who are in frequent travelers/ Country Offices and other BUs outside of HQs

Template/Guideline

Explanatory Notes

Country Office and other BUs outside of HQs should track the location of the UNLPs issued to infrequent travelers and ensure they are returned after the completion of the mission. At HQ infrequent travelers can return the UNLP to the visa passport desk for safekeeping.

Step

Return UNLP/UNFC to UNDP Travel Service Section (HQ) if expired, no longer required or if separating from the organization. This includes replaced UNLP s where exceptional UNLP procedures are in place.

Responsible Party

Staff member

Template/Guideline

TTS7 - UNLP Cancellation

Explanatory Notes

Create a case through the Operations service icon in UNall Service Portal, select Services for CO/Services for HQ/Travel Documents and Visa, prior to returning the document.

Step

Review results of assessment conducted.

Responsible Party

Office

Template/Guideline

HACT Annexes A-D

Explanatory Notes

In consultation with programme and operations team to consider additional variables in the assurance planning process.

See Annex D for the roles and responsibilities in implementing the HACT framework.

Step

Develop Assurance activity plan for Partners.

Responsible Party

Office

Template/Guideline

HACT Tables

Explanatory Notes

The coverage, type and frequency of assurance activities is guided by the overall risk rating associated with the Partner, as determined through the micro assessment.
See Table 2 for UNDP specific guidelines assurance activities required for each Partner based on Partner risk rating.

Step

Approve Assurance activity plan.

Responsible Party

Office

Template/Guideline

HACT Annexes A-D

Explanatory Notes

The final assurance activity plan must be approved by the Head of Office or his/her designate.
See Annex A for additional UNDP specific guidance on the conduct of spot checks. See Annex B for additional guidance on financial audits.

Step

Solicit third party service provider for planned assurance activities.

Responsible Party

Office

Template/Guideline

HACT Long Term Agreements (LTA)

Explanatory Notes

Offices are encouraged to use the service providers engaged through the HACT Long Term Agreements (LTAs).

Step

Upload results of assurance activity conducted.

Responsible Party

Office

Template/Guideline

Explanatory Notes

Results of Partner Assurance Activities shall be reviewed by Head of Office or his/her designate and remedial actions shall be discussed with the Partner.

The reports of assurance activities should be uploaded in the HACT Platform. Issues highlighted in the report including the action plan needs to be documented in the HACT Platform.

Step

Conduct review of implementation of Assurance Plan.

Responsible Party

Office

Template/Guideline

Explanatory Notes

Offices are required to monitor the findings identified and necessary action plan should be documented in the HACT Platform. To ensure that the risk does not materialize the action plan should be executed and identified findings promptly closed in the HACT Platform. The execution of the action plan is the responsibility of the Office.

The action plan needs to be communicated and agreed with the Partner.

Step

Follow up of findings of periodic on-site reviews (spot checks) and special and scheduled audits.

Responsible Party

Office

Template/Guideline

HACT Tables

Explanatory Notes

See Table 4 for triggers prompting review of Partner Adjusted Risk Rating arising from spot checks.
See Table 5 on triggers prompting a change of Partner risk rating arising from scheduled audits.

Step

Provide guidance to UNDP managers and personnel on key UNSMS/UNDP security responsibilities

Responsible Party

Resident Representative,

UNDP, UNV and UNCDF personnel

Template/Guideline

Framework of Accountability for Security

Explanatory Notes

All to familiarize themselves aware of security policy and the security responsibilities inherent in their roles.

Step

Provide guidance on the applicability of individuals employed/hosted by UNDP

Responsible Party

Resident Representative

Template/Guideline

UNDP Security Applicability Guideline

Explanatory Notes

Due to the broad nature of the UNSMS applicability policy, the UNDP Security Applicability Guideline is developed and expands on the applicability of certain individuals within UNDP’s context including clarity on if the same individuals fall under UNDP’s security accountability and responsibility.

(a) Alternate Work Modalities; and (b) Personnel and family restrictions (relocation and evacuation) are covered by the United Nations Security Management System (UNSMS) Security Policy Manual – Chapter IV Section D – Revised Policy on Risk Avoidance.

Step

Assignment of an Agency Country Security Focal Point (ACSFP)

Responsible Party

Resident Representative

Template/Guideline

ACSFP Terms of Reference

Letter of Assignment template

Explanatory Notes

In the absence of a dedicated UNDP security professional, the senior most UNDP representative at the country level, in consultation with the UNDP Security Office, will assign an ACSFP to assist the RR in managing the day to day security related matters of UNDP.

Step

Provide guidance on security mainstreaming

Responsible Party

Resident Representative

Template/Guideline

Guidelines for the mainstreaming of security into programme and project management

Explanatory Notes

Ensures security considerations form an integral dimension of the design, implementation, monitoring and evaluation of all projects and programmes. It necessitates early consultations with the UNDP Security Office to ensure security inputs are prioritized at the inception stage, that costs for security are included in appropriate budget lines in proposals and operating budgets.

Step

Request for Security Support Mission

Responsible Party

Resident Representative

Template/Guideline

Explanatory Notes

Missions are conducted by UNDP security personnel to assist Offices in the implementation of Security Risk Management measures, to monitor and report on security compliance and provide technical security advice to enable and ensure the mainstreaming of security in all programmes and activities.

Step

Request for Surge Support

Responsible Party

Resident Representative

Template/Guideline

Explanatory Notes

While the Security Office remains UNDP’s first line of security surge support and backstopping, capacity to respond over the medium term can be stretched. The Security Office maintains or has access to a structured roster as follows: Internal UNDP Security Advisory Resources, External Security Advisory Resources within the UN and a roster of Pre-Identified Security Advisory Resources including the ExpRes Consultancy Roster.

Step

Provide support to UNDP Country Offices for Surge response

Responsible Party

Resident Representative

Template/Guideline

Explanatory Notes

UNDP Security Office may provide temporary central funding for a maximum period of 3 months in principle to address security surge requirements. Beyond 3 months, COs will need to commit to mainstreaming the cost of the security advisory/support requirements.

Step

Provide database on all approved Residential Security Measures in duty stations

Responsible Party

Template/Guideline

RSM Database

Explanatory Notes

RSMs are intended to protect personnel from physical harm or injury at their residence as a result of increased criminal activity and are only applicable to all internationally recruited, or internationally deployed, personnel covered under the UNSMS including eligible family members residing at the duty station of internationally recruited personnel serving elsewhere. Regarding cost-based elements, Offices will notify personnel of the financial and implementation modalities under which such RSM elements may be obtained and will hold personnel accountable for any default, fraud, and deceit with regards to the RSMs.

Step

Request psychosocial support

Responsible Party

Resident Representative

Template/Guideline

Explanatory Notes

Personnel requiring support during assignments should directly contact UNDP counsellors via oshw.focalpoint@undp.org or the local CISMS UNDSS Counsellor.

Step

Request security clearance for movement or travel in complex high-threat environments

Responsible Party

Resident Representative

Template/Guideline

Acceptable risk oversight and approval mechanism (AROAM)

Explanatory Notes

In line with the SRM’s Acceptable Risk Model and the Guidelines on Acceptable Risk Oversight and Approval Mechanism (AROAM), a separate procedure is required to clear movement and travel in Very High Risk contexts for personnel delivering PC1 activities.

Approval by the UNDP Administrator will be required to confirm that personnel operating in an area with very high security risk are engaged in PC1 activities.

Step

Reporting Security Incidents

Responsible Party

Template/Guideline

Explanatory Notes

UNDP personnel are required to report security related information and/or security incidents to UNDSS and through the UNDP Security Office¹ to the corresponding UNDP manager.

[1] In the absence of a UNDP Security Office personnel, reports should be made to the Agency Country Security Focal Point.

Step

Request for Support in recruiting CO security personnel

Responsible Party

Resident Representative

Template/Guideline

Guideline for the Recruitment of UNDP Security Personnel

Explanatory Notes

Offices should follow procedures stipulated, to ensure due diligence in the selection process. Hiring managers should consult with the UNDP Security Director to ensure inputs of the Security Office are incorporated at each stage of the planning and selection process.

Step

Achieve full security compliance to Security Risk Management requirements

Responsible Party

Resident Representative

Template/Guideline

SCS tool

Explanatory Notes

The exercise is annual, mandatory and applies to the main offices, sub-offices, Regional Service Centres, HQ locations/Coordination Offices and GSSU. It is also highly recommended for project offices and includes offices of UNV and UNCDF. The self-assessment process will be completed in the last quarter of the year being assessed.

Step

Applying for UNMSM resources

Responsible Party

Resident Representative

Template/Guideline

Explanatory Notes

Guidelines outline budgetary, financial, and procurement procedures for the resources available centrally within UNDP to cover UN Mandated Security Measures (UNMSM). These requirements are undertaken in response to United Nations Security Management System (UNSMS) policy directives and recommendations made within the Security Risk management (SRM) process to ensure security compliance in duty stations.

Step

Support in the use of Commercial Air Travel

Responsible Party

Resident Representative

Template/Guideline

Commercial Air Travel Safety Guidelines

Explanatory Notes

All UNDP Personnel are expected to comply with the safety requirements and briefings provided by crew members with regard to safety while on board an aircraft. UNDP personnel will share concerns or observations regarding the safety of a commercial air carrier to local UNDSS advisor and the UNDP Air Travel Focal points reachable at security@undp.org.

1	Step UN Certificates (UNC) Submit the request through the Operations service icon in UNall Service Portal, select Services for CO/Services for HQ/Travel Documents and Visa, with one photograph (jpeg format).	Responsible Party	Template/Guideline Include proof of authorized travel. PT-64E Application for UN Certificate	Explanatory Notes
2	Step Certify form PT.64E in accordance with the traveller’s contract with UNDP and forward to UN TTS/DOS.	Responsible Party Certifying Officer	Template/Guideline	Explanatory Notes
3	Step Issue UNC and forward to UNDP Travel Service Section for delivery to the applicant.	Responsible Party	Template/Guideline	Explanatory Notes The UNDP Visa & Passport Desk at HQ in New York UNDP will deliver the UNC to the UNDP Mail Room for dispatch by pouch
4	Step Return UNC to UNDP Travel Service Section (HQ) at the conclusion of the contract, if expired, or if no longer required.	Responsible Party UNC holder/Administrative Office	Template/Guideline UN Laissez Passer return form (TTS.7)	Explanatory Notes Create a case through the Operations service icon in UNall Service Portal prior to returning the document.

1	Step Create Terms of Reference (ToR)	Responsible Party	Template/Guideline	Explanatory Notes
2	Step Advertise vacancy or source from a Roster	Responsible Party	Template/Guideline	Explanatory Notes Must be advertised individually (or generically for rostering purposes) on the UNDP job-site(s); or Sourced from a Roster.
3	Step Candidate assessment	Responsible Party	Template/Guideline	Explanatory Notes Long-listed candidates should submit, in addition to application, cv and letter of motivation: Letter from the candidate’s university confirming current enrolment and graduation date, if applicable; Copy of the candidate’s school transcript; Endorsement letter or letter of reference from a faculty member, if requested; Prepare a shortlist.
4	Step Check references and recommend candidate.	Responsible Party	Template/Guideline	Explanatory Notes Reviews short-list of candidates and informs HR focal point of final decision.
5	Step Confirm offer of internship, and provide offer letter/package	Responsible Party	Template/Guideline UNDP Office-Based Internship Agreement Form UNDP Office-Based Internship Agreement Form (French) UNDP Office-Based Internship Agreement Form (Spanish) UNDP Remote Internship Agreement Form UNDP Remote Internship Agreement Form (French) UNDP Remote Internship Agreement Form (Spanish)	Explanatory Notes Confirms acceptance to internship and start/end dates; Establish if intern is financially supported by any other institution or programme. Confirms amount of stipend/remote stipend, if any, and insert in intern agreement letter; Advise where and to whom to report Include a copy of the ToR; Advise that internship is subject to: A signed Office-Based Internship Agreement Form (also available in French and in Spanish) or Remote Internship Agreement Form (also available in French and in Spanish); Medical Certificate of Good Health; Proof of medical insurance for duration of contract; All forms must be completed/signed by intern prior to start of internship. Register intern's details into Quantum.
6	Step Orientation	Responsible Party	Template/Guideline Regulations Governing the Status, Basic Rights and Duties of Officials other than Secretariat Officials, and Experts on Mission (ST/SGB/2002/9)	Explanatory Notes Upon arrival, the intern should be given: An overview of security and safety in the duty station and inserted in the security plan as necessary; Briefing on conduct and responsibilities of UN personnel, and framework for reporting allegations of workplace and sexual harassment, abuse of authority and fraud or mismanagement of funds; Access to all mandatory courses, which need to be completed within one month of entry on duty. Mandatory courses can be accessed here. A copy of the Regulations Governing the Status, Basic Rights and Duties of Officials other than Secretariat Officials, and Experts on Mission (ST/SGB/2002/9); Briefing on the project to which intern will be assigned, its objectives, structure and inputs, including his/her specific role and activities directly related to the ToR; Discuss/review learning objectives of the internship.
7	Step Training (if required)	Responsible Party	Template/Guideline	Explanatory Notes Receiving office is responsible for the development of a relevant programme of learning for the intern for the duration of the internship.
8	Step Stipend	Responsible Party OHR Policy and Compensation Unit, HR/Administrative Focal point	Template/Guideline	Explanatory Notes The internship stipends are currently under review by OHR. In the meantime, the stipend rates issued in 2023 continue to be applicable in 2024. The stipend is normally paid in the same currency as local payroll. Track any unjustified absences during the internship period exceeding a total of nine days, Full days where the intern does not report to the office, in excess of 9 days and does not provide sufficient justification, are deducted from the monthly stipend on a prorated basis. Ensure that the stipend/remote stipend is remitted to the intern on a monthly basis.
9	Step Evaluation	Responsible Party	Template/Guideline UNDP Internship Evaluation Form	Explanatory Notes Performance discussions should be held at least once at the midpoint of internship. At the end of the internship, the intern’s Supervisor shall prepare an internship evaluation and meet with the intern to discuss performance and provide feedback. Provide UNDP certificate upon completion of internship.

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>

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

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

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

1	Step Negotiate and sign agreements at Business Unit level (sign with the local US Federal Government Agency)	Responsible Party	Template/Guideline	Explanatory Notes
2	Step Agree on frequency of interim FFR-425 reporting requirements and deadline with local COTR/AOTR	Responsible Party	Template/Guideline	Explanatory Notes Prior to signing agreement
3	Step Submit a copy of signed grant agreement to GSSC for recording in Quantum Portfolio Project Management (PPM) Contract Module	Responsible Party	Template/Guideline	Explanatory Notes As soon as grant agreement is signed (within 1 week of signature)
4	Step Creation of Project in the Portfolio Project Management (PPM)	Responsible Party	Template/Guideline	Explanatory Notes As soon as the project budget is finalized (before agreement is signed)
5	Step Credit revenue to project in PPM	Responsible Party	Template/Guideline	Explanatory Notes Upon receipt of signed agreement or amendment and after confirming the grant has been obligated
6	Step File quarterly FFR-425 to local US Federal Government Agency office	Responsible Party	Template/Guideline	Explanatory Notes As agreed with COTR/AOTR
7	Step Manage agreement against required filing dates and expiry date	Responsible Party	Template/Guideline	Explanatory Notes As per agreement requirements
8	Step File final FFR-425 (individual grant)	Responsible Party	Template/Guideline	Explanatory Notes Within 90 days of grant expiry following expenses certification by UNDP Office
9	Step File quarterly FFR-425 (consolidated for all grants)	Responsible Party	Template/Guideline	Explanatory Notes Within 30 days of quarter’s end following expenses certification by UNDP Office
10	Step Expenses certification	Responsible Party	Template/Guideline	Explanatory Notes Submit quarterly and upon grant expiry to GSSC
11	Step Year-end Adjustment of Revenue	Responsible Party	Template/Guideline	Explanatory Notes At year-end as part of year-end closing
12	Step Project Operational Close	Responsible Party	Template/Guideline	Explanatory Notes By the grant expiry date
13	Step Project Financial Close	Responsible Party	Template/Guideline	Explanatory Notes UNDP Office to submit UNITY/ UNall informing GSSC to financially close the project after operational closure but not more than 90 days after grant expiry
14	Step Cash Draw-Down	Responsible Party	Template/Guideline	Explanatory Notes Quarterly or other period to be determined by GSSC
15	Step Grant Extension Notification to GSSC	Responsible Party	Template/Guideline	Explanatory Notes UNDP Office within 1 week of extension approval
16	Step Notification of Grant Expiry	Responsible Party	Template/Guideline	Explanatory Notes 60 days prior to grant expiry date
17	Step Processing Refunds and De-Obligations	Responsible Party	Template/Guideline	Explanatory Notes After submission of Final FFR-425

1	Step Issuance of GLOC targets to country offices	Responsible Party	Template/Guideline	Explanatory Notes GLOC target tables which will include GLOC targets in cash and GLOC in-kind contributions GLOC guidelines
2	Step Country Office determines the approach for market valuations, and assesses whether an independent valuation is required	Responsible Party	Template/Guideline	Explanatory Notes
3	Step Request host governments to provide the most recent valuation of office premises, if any	Responsible Party	Template/Guideline Annex 2: Sample Questionnaire - Office Premise Provided by Government to UNDP Country Office	Explanatory Notes Annex 2 – Sample Questionnaire
4	Step Collect market-based evidences to examine the current market prices for similar buildings that are available for a sale or a lease	Responsible Party	Template/Guideline Annex 3: Template - Summary of market evidence for similar type of office premises in the same/similar area	Explanatory Notes Annex 3 - template to summarize market evidence
5	Step Submit annual certification form to OFM	Responsible Party	Template/Guideline Annex 4: GLOC Valuation Annual Certification	Explanatory Notes This template will be incorporated in the annual certification on donated right to use assets to OFM Annex 4 – Annual certification template
6	Step Hire an independent appraiser, if an independent valuation is required	Responsible Party	Template/Guideline Annex 1: Sample Terms of Reference for Determining the Fair Market Annual Rental Valuation of UNDP Premises Provided by Host Governments	Explanatory Notes UNDP procurement procedures Annex 1 –TOR
7	Step Submit final valuation report to HQ & annual certification form	Responsible Party	Template/Guideline Annex 4: GLOC Valuation Annual Certification	Explanatory Notes Annex 4
8	Step Final validation of valuation of in-kind GLOC contribution and financial statement entries for in-kind contributions	Responsible Party	Template/Guideline	Explanatory Notes UNDP’s share attributable towards the core institutional operating expenses will be the basis for GLOC in-kind entry GLOC performance tables
9	Step Inform host government on any remaining cash obligations	Responsible Party	Template/Guideline	Explanatory Notes

1	Step Estimate annual preliminary GLOC targets to country offices	Responsible Party	Template/Guideline OFM site	Explanatory Notes GLOC target tables include GOC targets in cash and GLOC in-kind contributions
2	Step Issuance of GLOC targets to country offices	Responsible Party	Template/Guideline	Explanatory Notes A joint memo from OFM and RBx sent to the Resident Representatives
3	Step Communicate GLOC targets and settlement of arrears to Host Governments	Responsible Party Country Offices	Template/Guideline Create UNALL case with GSSC to create master contract	Explanatory Notes
4	Step Create a master contract for GLOC cash targets	Responsible Party	Template/Guideline	Explanatory Notes Cash payments from host governments are applied to the respective year’s master
5	Step Clarify any issues related to GLOC cash and in-kind contributions to host governments	Responsible Party	Template/Guideline	Explanatory Notes Support will be provided from OFM and Regional Bureau
6	Step Revise and communicate GLOC targets if necessary, based on the final year-end certification of the GLOC in-kind and GLOC master contracts based on revised final GLOC targets	Responsible Party	Template/Guideline Refer to Government Local Office Cost -GLOC- Valuation of the In-Kind Contribution from the Host Government	Explanatory Notes Upon closure of the year-end certification, OFM reviews and updates in-kind GLOC contributions on annual basis
6.a.	Step Receive GLOC contributions and submit a request through UNALL for all GLOC payments (current, arrears and advance) Send “Thank you” letters to host governments	Responsible Party	Template/Guideline Submit GLOC contributions information through UNALL	Explanatory Notes CO should indicate the contribution amounts with a corresponding GLOC target year including the future years, in case of advance payments.
6.b.	Step Apply cash payments to GLOC cash targets Transfer an annual portion of deferred revenue to the current year target account	Responsible Party	Template/Guideline	Explanatory Notes COA- GLOC fund – 00200; accounts: Current year payment – 51015 Arrears payment – 51014 Advance payment – 51017
7	Step Issue GLOC performance reports	Responsible Party	Template/Guideline GLOC Performance Report	Explanatory Notes GLOC performance report is updated automatically from Quantum.
8	Step Apply accounting linkage, if any, to outstanding GLOC targets	Responsible Party BERA	Template/Guideline	Explanatory Notes BERA – validates and confirms voluntary contributions (VC) GSSC & OFM – determines the amount of accounting linkage from VC and posts the entries in GL Based on voluntary contributions received from host governments, any shortfall in GLOC targets are settled through GLOC accounting linkage
9	Step Report annually to UNDP stakeholders and UNDP Executive Board Issue an appreciation letter for the payment of GLOC cash and in-kind	Responsible Party ExO and Regional Bureaux	Template/Guideline UNDP financial statements The United Nations Board of Auditors Annual Review of the Financial Situation, table 4 and 8 The Documents for the Executive Board sessions	Explanatory Notes A letter from UNDP Associate Administrator is sent after the closure of Contract Module in Quantum upon finalization of revenue entries.
10	Step Report to UNDP Executive Board through Integrated Budget	Responsible Party	Template/Guideline	Explanatory Notes Integrated budget documents

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Policy Areas

Medical Insurance: UN NY Aetna Medical Insurance

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Responsible Party

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Application for UN Laissez-Passer (UNLP) and UN Family Certificates (UNFCs)

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Assurance activities planning and implementation

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