| United Nations Development Programme

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 Set up project budget, including GMS budget component in Quantum, for each fund and donor combinations	Responsible Party	Template/Guideline GMS Calculator	Explanatory Notes Use the GMS Calculator to determine amounts for project programmable budget and GMS budget List of funds subject to GMS can be found here (taken from UN_GMS_FUNDS)
2	Step Set up GMS fee in Quantum Grants Module under Awards - MS fee collection method is pre-set to 'earn as you go' - Set up GMS fee at the Project / fund / donor levels - Ensure the correct GMS Rate is selected from the drop-down menu.	Responsible Party Office or Fund Managers	Template/Guideline Guidance Note on GMS Setup in Quantum	Explanatory Notes Ensure Distribution modality is communicated to GSSC through a UNALL case and is setup properly in Contracts Module
3	Step Monitor GMS fee set up	Responsible Party Office/Bureau	Template/Guideline	Explanatory Notes
4	Step Review GMS exception reports and take corrective actions	Responsible Party Office/Bureau	Template/Guideline GMS Exceptions - Power BI	Explanatory Notes Review and monitor the GMS exceptions – Power BI regularly and make necessary corrections.
5	Step Process daily/monthly GMS batch process	Responsible Party IMT/OFRM	Template/Guideline	Explanatory Notes Refer to monthly closing deadlines from OFM
6	Step Monitor GMS charged to projects and funds Monitor GMS Income	Responsible Party	Template/Guideline Review Ledger results until Quantum queries are made available. Refer to: Guidance Note on GMS Setup in Quantum	Explanatory Notes Corporate - Average GMS Rate Performance - Power BI

1	Step Clean-up of Purchase Orders (POs) and Clean-up of Accounts Payable	Responsible Party	Template/Guideline	Explanatory Notes A few notes on clean-up of Purchase Orders: The Clean-Up process must include PO and invoices that you have prepared on behalf of other agencies. Recurring PO invoice contracts are fully processed as soon as they are approved (i.e. dispatch is not required) and are not recorded in Projects. After the Clean-Up deadline has passed, any pending purchase orders that have a budget date on or before the month end may be cancelled. If the purchase order is still required, then you will need to create a new purchase order. For any purchase orders remaining after the deadline that do not have a validated status, OFM will attempt to reserve funds in the purchase order. If validated, no further action will be taken. If it fails the validation, OFM will close the purchase order. If the purchase order is still required, then you will need to create a new purchase order.
2	Step Review of Unpaid AP Invoices Use the infolet or payable dashboard to review the invoices that require attention (either “pending approval”, “rejected”, “invoices on hold” or “instalment on hold”)	Responsible Party	Template/Guideline	Explanatory Notes If the list of unpaid invoices includes invoices that were paid using manual checks, then immediately record the payment. Where the manual check cleared the bank in year X, if year X is closed you will need to record the payment with a year X+1 accounting date. Use the actual payment date to the supplier (the date on which the check was issued or payment cleared the bank) as the payment date for the manual payment. For duplicate or old invoices (that will never be paid), cancel the invoice. Go to Payables, search invoice, invoice action, and "Cancel Invoices". Take note that only the approver has the access to cancel invoices. This process is applicable to PO invoices, non-PO invoices and prepayments.
3	Step Maintenance of Asset Records and Physical Count While the physical inventory of assets in the office must be undertaken twice a year, i.e. mid-year in June and at the end of the year in December, UNDP Offices should maintain accurate asset records throughout the year. This means properly and promptly recording all assets purchased, transferred or disposed. Buyers are responsible for recording assets (goods valued at $5000 and above) when creating purchase orders.	Responsible Party	Template/Guideline	Explanatory Notes The asset focal point at the office is responsible for ensuring that serial numbers are recorded in Quantum as soon as the goods are received and for ensuring that if more than one item is purchased against a Purchase Order, the assets are unitized and each asset’s detail serial number is entered in the Fixed Asset Module. The Resident Representative is responsible for approval of the disposal of UNDP assets. The Operations Manager or DRR/O is responsible for promptly recording disposals after CAP review and recommendation.
4	Step Review of Fee Rows Fee rows are a significant source of extra-budgetary (XB) income for many offices. Your office receives the income when the Information and Technology Management (ITM) runs the process to post the Fee Rows to the GL. As such, it is critical that the Fee Rows be calculated and posted properly before close.	Responsible Party	Template/Guideline	Explanatory Notes Fees generated can be reviewed in the Agency Portal before posting to the GL.
5	Step Accounts Receivable (AR) Cleanup There are two types of receipts in AR – Standard Receipts and Miscellaneous Receipts. User can search all the unapplied receipts from the AR module by selecting ‘unapplied’ under the State field in the manage receipts, the list of the receipts will populate and users can export to excel.	Responsible Party	Template/Guideline	Explanatory Notes
6	Step Review of NEX Advances Advances are equivalent to prepayments in Quantum, you have 3 reports from the General Ledger which the Country Office can establish the balances. NEX Aging Report UN Account Analysis Report under General Accounting tab Inquiry and Reporting under General Accounting tab > General Accounting Dashboard > click on Tasks icon at the right hand side > Select Inquire and Analyze Balance or Inquire on Detail Balances.	Responsible Party	Template/Guideline	Explanatory Notes This will provide the balances for each respective office for all project balances. For each project balance, ensure that: It agrees to the last government Financial Report (FR) balance; It agrees to the bank statement for that project provided by the government or to the Financial Report vs. Bank Reconciliation balances; Any adjustments are charged or credited to expenditure in the current year. Edit the invoices under Payables module.
7	Step Updating Labour Schedule for payroll postings Country offices and HQ units are responsible for updating the labour schedule which is a pre-requisite for posting payroll transactions to Project Portfolio Management (PPM) and the General Ledger	Responsible Party	Template/Guideline	Explanatory Notes Every month, run Labour schedule Exception reports to ensure the project attributes are valid and there are no mismatches between position and labour distribution. See the Quantum screenshot below for the navigation
8	Step Clean-Up of Pending General Ledger Journal Entries As mentioned above, pending General Ledger Journal Entries (GLJEs) are GLJEs that have been created but have not yet been posted to the GL. Pending GLJEs contribute to inconsistencies between KK and GL reports. Pending GLJEs that passed the budget check are included in KK but not in the GL. As such, it is important that pending GLJEs be posted or deleted if they are not needed. Deleted GLJE's no longer appear in Commitment Control.	Responsible Party	Template/Guideline	Explanatory Notes Review all the unposted journals listed in the requiring attention, incomplete and import errors.
9	Step Protocol for Using Fund and Donor Codes To establish consistency across regions for the recording in Quantum of funds provided by Development Banks to UNDP either directly or through programme country governments. The following protocol has been developed to promote consistent use of fund and donor codes, particularly where funds are received from Development Banks.	Responsible Party	Template/Guideline	Explanatory Notes Donor Codes For Governments, donor codes must contain either the name of the country, e.g., Government of Colombia or the three letter ISO country code followed by the description of the ministry or principality {e.g. COL - Alcaldía de Barranquilla}. Donor codes that did not include the ISO code cannot continue to be used unless OFA edits the existing code to include the ISO code. Existing donor codes in Spanish may continue to be used provided the ISO code exists. New donor codes should be in English. The following are donor codes for the main development banks. a. World Bank {IBRD} = 000015 b. Inter-American Development Bank = 000016 c. African Development Bank = 000017 d. Asian Development Bank = 000018 e. Central American Bank for Economic Integration [CABEI] = 000275 Note: If a project has more than one government ministry as a donor, e.g., the ministry of health and ministry of finance, each donor should have its own code. Fund Codes: a. World Bank = 30011 b. Inter-American Development Bank (IDB) = 30021 c. African Development Bank = 30031 d. Asian Development Bank = 30041 e. Central American Bank for Economic Integration {CABEI} = 30061. Note: If a project has more than one loan from the same donor, use the next sequential fund number, e.g., 30021 = IDB loan #1 and 30022 = IDB loan #2. Funds 30071, 30072, 30073, etc. would no longer be used to record Development Bank funds. These fund codes would only be used for government funds that do not originate from Development Banks. However, it is acceptable to use these codes to record Government funds provided in support of Development Bank loans [e.g., payment of General Management Services - GMS - by Government].

Step

Payment Calculation

The SDB comprises one week’s net salary payable at the level and step of each eligible Driver according to the criteria outlined in paragraphs 2 through 5 above. Payment is calculated at the end of each calendar year on 31 December, for approval by the Resident Representative (RR).

Responsible Party

CO,

Template/Guideline

Explanatory Notes

If the applicable salary scale is subsequently revised affecting the December salary calculation, payment of the bonus is adjusted accordingly.

Step

Payment Withheld

Payment of SDB is withheld in respect of any driver who is involved in an accident requiring review by the UNDP Property Survey Board, pending receipt of the Board’s decision. In cases where a SDB is withheld, a Personnel Action form is prepared for record purposes.

Responsible Party

CO,

Template/Guideline

Explanatory Notes

Step

Conduct due diligence and complete the mandatory Risk Assessment Tool (RAT) digitally in UNITY/Quantum+

Responsible Party

Template/Guideline

Private Sector Risk Assessment Tool

UNDP Private Sector Due Diligence Risk Assessment Tool User Manual

Explanatory Notes

The Business Unit Initiating the partnership completes the Private Sector Risk Assessment Tool in Quantum+ and makes a recommendation to engage or refrain from engaging. Refer to the Private Sector Resource Mobilization for additional information and to the Offline Private Sector Risk Assessment Tool Guide.

Step

Develop risk log, monitoring plan and communications material

Responsible Party

Initiating Business Unit – Project/Programme Manager

Template/Guideline

Risk Management

Explanatory Notes

Document the identified risks into a risk log. If the partnership is part of a project that already has a risk log, these risks can be added into the existing mechanism. In low-risk and short-term partnerships the project manager may decide that a risk log is not needed.
Monitoring activities to screen publicly available information relating to the partner and the industry as well as assessing whether the partner is meeting the conditions (if any) of the partnership.
The communications materials covers the basic details about the partnership and should address the main risks identified during the risk assessment process

Step

Quality assurance

Responsible Party

For Low-Risk: Country Office (CO) Private Sector Due Diligence Focal Point (PSDD) for CO level partnerships; Regional Bureau PSDD Focal Point for regional level partnerships; and relevant Central Bureau PSDD Focal Point for global level partnerships,

For Moderate/Substantial Risk: CO Private Sector Due Diligence (PSDD) Committee for CO level partnerships; Regional PSDD Committee for regional level partnerships; and HQ Inter-Bureau PSDD Committee for global level partnerships,

For High-Risk: Regional Private Sector Due Diligence Committee for CO level partnerships; HQ Inter-Bureau Private Sector Due Diligence Committee for regional and global level partnerships

Template/Guideline

Explanatory Notes

Refer to Policy on Due Diligence and Partnerships with the Private Sector for further clarification.

Step

Decision making

Responsible Party

For Low-Risk: RR for CO level partnerships; relevant Bureau Director for regional and global level partnerships,

For Moderate/Substantial Risk: Relevant Bureau Director for CO, regional and global level partnership,

For High-Risk: Corporate Risk Committee

Template/Guideline

Explanatory Notes

For moderate, substantial and high-risk cases the CO, Regional or HQ Private Sector Due Diligence Committee provides quality assurance and advisory support to the relevant decision maker.

Refer to Policy on Due Diligence and Partnerships with the Private Sector for further clarification.

Step

Monitoring the partnership, managing risks, reporting

Responsible Party

Initiating Business Unit – Project/Programme Manager

Template/Guideline

Explanatory Notes

Initiating business unit conducts monitoring on a regular basis.

Refer to Policy on Due Diligence and Partnerships with the Private Sector for further clarification.

Step

Spot-check

Responsible Party

The relevant Regional Bureau for Due Diligence conducted by Country Office,

BPPS/Quality Programming Team will organize independent assessment for Due Diligence conducted by Regional and Central Bureaus

Template/Guideline

Explanatory Notes

Refer to Policy on Due Diligence and Partnerships with the Private Sector for further clarification.

1	Step Ensures that approved project budget (created by IP in close consultation with Programme Officer) and project funding (allocation/ASL or cash) are correctly entered into Quantum: (i) Project Module (ii) Budgetary Control	Responsible Party UNDP Programme Officer	Template/Guideline	Explanatory Notes Offices should be mindful that in Quantum, all UNDP advances will consume project budget in PPM as well as the GL cash budget. This requires all Offices to ensure that project budgets are correctly set up in PPM prior to processing any advances. Particularly in relation to corporate advances to partners, in order to prevent delays, the project budget should be properly set-up as soon as agreements are signed and prior to partners start sending the advance request to GSSC Agencies for review, CFRA’s approval and final payment by GSSC.
2	Step For core and non-core funds: Agency submits request for advance of funds. The Programme Officer should monitor that the requested advance by Implementing Agencies as well as the subsequent implementation and liquidation is consistent with the AWP, project budget and project plan. Agencies send their request for advance along with signed agreements and other supporting documents directly to GSSC Agencies for initial analysis and review. GSSC sends the results of the analysis with recommendation to CFRA for final review and approval Once approved, GSSC will release the payments.	Responsible Party Programme Officer/Agencies/GSSC Agencies/CFRA	Template/Guideline	Explanatory Notes
3	Step Agencies submit cumulative quarterly PDRs to the GSSC Agencies unit , which processes their upload into UNEX; recognition of expenses and liquidation of advances in Quantum AP and final posting to GL. All PDRs must include expenses on a full accrual accounting basis under IPSAS.	Responsible Party	Template/Guideline	Explanatory Notes
4	Step Each Quarter, after PDRs are processed and GL closure is notified by CFRA/FPMR/OFM, Programme Officers are expected to perform the following tasks: (a) Review all PDR expenses in UNEX () or from GL programme expense details to ensure they are: Consistent from a programming and financial perspective with the AWP, project budget and chart of accounts to ensure that only valid expenses are recorded in UNDP's books and in the period when the goods were received or the services rendered. Within the established and available project budget and Authorized Spending Limit (ASL/AX1) ceilings to ensure that over expenditure does not occur. Should the PDR from an Agency not be available at year end closing, country offices should contact GSSC Agencies to ensure that estimated expenses for the period are recorded in the system. This scrutiny is particularly important as Agency PDR expenses are not necessarily reviewed by UNDP's programme officers before being processed in UNEX and recognized in GL.Budgetary Control. Therefore, programme officers (b) Review in UNEX, PDRs rejected by UNEX and communicated by GSSC Agencies and ensures causes for the rejections are resolved. . (c) Where necessary, amends in UNEX the automated apportionment exercise (UNEX apportions costs in respect of donor and activity which do not exist in standard UN agency budgets). (d) Follow-up with UN agency counterparts to resolve all pending issues concerning rejected or contentious expenses. Determines if any PDR expenses should be rejected or the chart of accounts revised. Where correction or rejection in UNEX is justified (for example due to expenses above budget) notifies GSSC Agencies (with supporting documentation)	Responsible Party UNDP Programme Officer	Template/Guideline	Explanatory Notes Review UN Account Analysis Report and Project Module Reports for Account Balances and activity details. Check budget control under budget module for budgetary status. Explanation of PDR reject error messages, possible causes and action required are communicated in detail by GSSC as well as HQ instructions. Valid PDR expenses reported by a UN agency and not recorded by UNDP due to UNEX rejection would constitute a liability in UNDP's balance sheet as legitimate expenses not paid by UNDP to the UN agency. GSSC Agencies will ensure rejected expenses are reversed from Agency books and not reported on future PDRs.
5	Step Validated PDRs are then processed in UNEX and the information will be populated in AP to record expenses and liquidate the advances recorded under a particular responsible party.	Responsible Party	Template/Guideline	Explanatory Notes This process is known as the outbound process whereby valid expenses are recorded in Quantum AP.
6	Step Project Clearing Account (PCA) balances are reconciled with each UN agency through the Schedule 12 (a) report. The Schedule 12 (a) report is the quarterly reconciliation report used by UNDP and other UN agencies to reconcile interagency balances.	Responsible Party GSSC Agencies	Template/Guideline	Explanatory Notes
7	Step On an on-going basis, expenses recorded in Quantum are reviewed to ensure they are correctly stated. UN Account Analysis Report can be used for this purpose.	Responsible Party UNDP Programme Officer	Template/Guideline	Explanatory Notes

Step

Preparation of the job description

Responsible Party

Hiring unit

Template/Guideline

UNDP job description template

Explanatory Notes

The job description is typically prepared by the supervisor, with the assistance of the human resources staff using the standard UNDP job description template.

Step

Classification of the post

Responsible Party

HR staff,

deputy resident representative / deputy country director,

Operations Manager

Template/Guideline

Explanatory Notes

The position is classified by human resources staff and certified by the deputy resident representative/deputy country director or operations manager;
Prior to classification, all positions require a position number and budget to cover the expenses of the position. For core positions, position numbers are allocated by UNDP headquarters; for extra-budgetary positions, position numbers are created by the country office.

Step

Review of the classification package by the Local Corporate Review Panel (CRP)

Responsible Party

CRP

Template/Guideline

Explanatory Notes

Classification documents are submitted to the CRP, which reviews the classification package, examines the completeness of the submission (noting things such as the adequacy of the job description, supporting documentation, respect for due process regarding classification) and makes recommendations to the resident representative

Step

Approval of classifications

Responsible Party

Resident Representative

Template/Guideline

Explanatory Notes

Classification recommendations are approved by the resident representative. The following documents should be submitted to the CRP and resident representative:

Note to the file on classification with the detailed justification for the revision in grading, comparison of previous duties/revised duties (for re-classifications) and detailed explanation of the process and tools/standards used (for all classifications) signed by the human resources staff and deputy resident representative/deputy country director or operations manager;
The classification form/ summary (classification template for general service category) signed by the human resources staff and deputy resident representative/deputy country director or operations manager. Classification summary for professional positions should be printed out from the online job evaluation system. Classification forms are not necessary if the job description coincides with the pre-classified generic job description;
An updated job description;
An up-to-date organizational chart showing the placement of the position in question and other positions affected by the proposed classification. The organizational chart should include job code titles, position numbers, grade levels, source of fund (optional), and type of contract;
Previous organizational chart (if classification is based on reorganization);
Recommendation of the CRP (to be submitted to the resident representative).
Documents pertaining to the classification should be maintained on file, in the HR unit, with each delegated classification decision for monitoring/audit purposes;
The resident representative can delegate classification authority to country director, deputy resident representative or deputy country director. Delegation of authority should be done in writing and kept on file for audit purposes.

NOTE: When a review results in a change of the classified level, the new grade of the position is implemented effective the first day of the month following the classification of the post. The effective date of classification is assigned only if the position number and budget are available

Step

Record interest earned on unspent cost sharing resource balances to fund 11888 through the annual interest allocation process.

Responsible Party

Corporate Finance Reporting and Agency Service

Template/Guideline

Explanatory Notes

Refer to year-end closing instructions.

Step

Transfer unspent resource balances to fund 11888 upon closure of development projects based on provision in contribution agreements or consent from donors.

Responsible Party

Template/Guideline

Explanatory Notes

Refunds to donors POPP guidance.

Step

Record non-earmarked contributions from programme governments to fund 30083.

Responsible Party

Template/Guideline

Standard Programme Country Government Cost-Sharing Agreement template

Explanatory Notes

Step

Budget and programme fund 11888 resources based on the bureaus assessment of the CO’s programming needs. Programming of resources should be done in fund code 30084.

Responsible Party

Regional Bureaus

Template/Guideline

Explanatory Notes

Paras. 15-21

UNDP's normal programme and financial policies and procedures apply.

Step

Budget and programme fund 30083 resources based upon approval from the programme government donor. Programming of resources should be done in the respective cost sharing fund code.

Responsible Party

Regional Bureaus

Template/Guideline

Explanatory Notes

Paras 22-25

UNDP's normal programme and financial policies and procedures apply.

Step

Approval of the planning and programming of 11888 and 38003 funds by the COs, in their annual work plan. Oversight on and management of the revenue accruals into the funds in accordance with the policy guidance and FRRs, monitoring of the unprogrammed resources of un-earmarked resources in fund 38003.

Responsible Party

Regional Bureau HQ (Cost Centre)

Template/Guideline

Explanatory Notes

Paras. 4, 8, 15, 16, 18, 22, 23, 24

Step

Preparation of the job description

Responsible Party

Hiring unit

Template/Guideline

Job Evaluation : Classification Template

Explanatory Notes

The job description is typically prepared by the supervisor, with the assistance of the human resources staff using the standard UNDP job description template;
All positions require an official position number and budget to cover the expenses of the position.

Step

Classification request submission to GSSC

Responsible Party

Resident Representative,

Head of Office

Template/Guideline

Request for classification template

Explanatory Notes

Classification requests are submitted to  the GSSC Classification team, New York. A complete submission consists of the following documents:

A completed request for classification template, which provides justification for classification and contextual information (e.g. description of programme, programme components, complexity, change management process, previous duties/revised duties, how changes in this position affect other positions in the same function, etc.) as well confirmation of funds availability to cover the position in question and position number. The request for classification of positions should be signed by the resident representative or country directors (country offices) or head of department (headquarters);
An updated job description;
An up-to-date organizational chart showing the placement of the position in question and other positions affected by the proposed classification. The organizational chart should include job code titles, position numbers, grade levels, source of fund (optional), type of contract;
Previous organization chart (if the request is based on a reorganization);

Change management materials and documents (if applicable).

Step

Classification of the post

Responsible Party

GSSC Classification Team

Template/Guideline

Explanatory Notes

Upon submission of a request for classification, GSSC Classification team reviews and confirms the completeness of the submission. Should additional material be required or submitted material is unclear, GSSC Classification team advises the submitting office. Only upon confirmation that the submission is complete (i.e. clear and fully documented), will it be considered formally received for classification;
When confirming the receipt of a request for classification, GSSC Classification team establishes a target date for notification of the classification results. This target date normally falls within two weeks of the receipt of the completed submission, which will allow for proper analysis of the request;
In case of a full office review, GSSC Classification team after proper analysis of the submitted documentation will advise the submitting office of a target date. The target date for a full office review usually falls within two to four weeks of the receipt of the completed submission. GSSC Classification team reserves the right to request any additional information necessary for classification;
At the end of the classification process, GSSC Classification team sends a memo with classification results to the requesting business unit;
If a full office restructuring is taking place, the HR business advisor serving the duty station and GSSC Classification team should be informed and involved in the process and agree on the positions that should be reviewed by headquarters. All restructuring information and documentation (new strategy of the country office, restructuring process, methodology, a draft new organizational chart, etc.) should be presented to the HR business partner and GSSC Classification team during the 'aligning structures' phase of the change management process. Final job descriptions, classification decisions done by country offices, request for classification of certain positions by HQ, and the new organizational chart should be submitted to GSSC Classification team for final review and confirmation of levels during the 'optimizing resources' phase of the change management process

Step

Post-classification action

Responsible Party

Requesting office (country office, regional centre / headquarters unit)

Template/Guideline

Explanatory Notes

After notification of classification results, the submitting office has the right to initiate a new classification submission. A new submission should reflect substantive changes in functions for a post that were not a part of an earlier review. It is anticipated that a request for a new classification review would occur only after significant revision of duties, for example, the reorganization of an office. A new submission should normally not occur within 12 months following the completion of an earlier review.

NOTE: When a review results in a change of the classified level, the new grade of the position is implemented effective the first day of the month following the acknowledged receipt of a complete submission. The effective date of classification is assigned only if the position number and budget are available.

1	Step Create record and maintain record	Responsible Party Finance staff	Template/Guideline Records Management Guidelines	Explanatory Notes Ascertain accuracy and correctness of the record and its supporting documentation Financial records should be created, managed and stored in accordance with paragraphs 4, 5 and 6 of the Record Retention policy Documents to be filed in a sequential order and in safe storage. When the office is closed, chequebooks, issued cheques and petty cash must be placed in the safe for safekeeping
2	Step Store records permanently for staff payments/ payroll	Responsible Party Finance staff	Template/Guideline	Explanatory Notes
3	Step Establish an area for archiving according to the following guidelines: a) The files/records storage area must be secure and locked at all time b) Files must be easily retrievable c) There must be a log and master list for everything archived and its anticipated disposal date	Responsible Party CO	Template/Guideline	Explanatory Notes
4	Step Ensure regular monitoring of the contracted storage space	Responsible Party Administrative Services Division (ASD) at Headquarters and country offices	Template/Guideline	Explanatory Notes
5	Step Store records for a minimum of seven years for all other financial documents except staff payments/ payroll	Responsible Party	Template/Guideline	Explanatory Notes
6	Step Decide whether to dispose of financial records older than 7 years (apart from documents related to staff payments/payroll)	Responsible Party Resident Representative	Template/Guideline	Explanatory Notes Disposal at the discretion of Res. Rep. after seven years in accordance with paragraphs 7 and 8 of the Record Retention policy on the POPP However, if further guidance is required, please contact the Office of Finance
7	Step Dispose of records	Responsible Party Senior GS Finance staff	Template/Guideline	Explanatory Notes Files will be disposed of by incineration and/or shredding

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Policy Areas

US Letter of Credit (LOC) Agreements

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GMS Fee Set-up and Collection

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