| United Nations Development Programme

Step

Draft Memorandum of Understanding (MOU)

Responsible Party

Programme/project manager of the unit initiating the partnership

Template/Guideline

MOU Templates

Explanatory Notes

An MoU sets a framework for partnerships with no transfer of resources between partners.

Guidance on MOUs.

Step

If deviates from the standard template (MOU), request for legal clearance

Responsible Party

Template/Guideline

Explanatory Notes

Bureau of Management Services, Legal Office

Step

Sign MOU

Responsible Party

RR for CO, Regional Director for RBx

Template/Guideline

Explanatory Notes

RR – for country level agreements with national entities or national branch of multinational entities.
RBx Director for regional agreements with region entities or regional branch of a multinational entity.
Administrator, Associate Administrator or Central Bureau Directors for corporate or global partnerships.

Step

Upload signed MOUs

Responsible Party

Programme/project manager of the unit initiating the partnership

Template/Guideline

Non-Financial Agreements Library

Explanatory Notes

All MoUs should be uploaded in the partnerships Unity Agreements module which is the central UNDP Non-Financial Agreements Repository.

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

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.

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.

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

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.

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

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.

Step

Monitor application of service revenue by COs.

Responsible Party

Template/Guideline

Explanatory Notes

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.

1.0	Step Contribute to the roadmap for an inclusive CCA and Cooperation Framework.	Responsible Party	Template/Guideline	Explanatory Notes UNSDG \| Consolidated Annexes to the Cooperation Framework Guidance In transition settings, the UN country team must consult with the integrated mission task force or integrated task force to ensure coordination. A roadmap is not required for regional and global programmes. Involve the Regional Directors team and regional peer support groups as early and frequently as possible.
1.1	Step Once final, send the roadmap to all national partners, and to the Regional Directors team, peer support group, headquarters of all UN agencies and the United Nations Development Operations Coordination Office.	Responsible Party Resident Coordinator	Template/Guideline	Explanatory Notes This enables headquarters to position itself to support as appropriate.
2.0	Step Prepare a quality analysis for the programme and contribute to the CCA as relevant.	Responsible Party	Template/Guideline	Explanatory Notes UNSDG CCA guidance The analysis must provide inputs to the theory of change and define the UN's programming priorities, including UNDP's comparative advantage in the programming and larger financing context.
2.1	Step Forward the integrated UN country team analysis to the regional peer support group mechanism for quality support and assurance.	Responsible Party	Template/Guideline	Explanatory Notes UNSDG \| Consolidated Annexes to the Cooperation Framework Guidance
3.0	Step Complete the country level macro-assessment of HACT.	Responsible Party	Template/Guideline	Explanatory Notes UNSDG HACT Guidelines Discuss arrangements for audit of government expenditures with the government development coordination authority as per the HACT framework.
4.0	Step Develop inputs for the Corporate Framework theory of change.	Responsible Party	Template/Guideline	Explanatory Notes Cooperation Framework Theory of Change Guidance A strategic prioritization exercise involving UN system entities and stakeholders should be led by the government to link the comparative advantages of the UN system to national development priorities. UNDP's inputs to the theory of change should be developed in a participatory and evidence-based manner, identifying areas where the organization has a comparative advantage and potential to mobilize funding, based on evidence from evaluation and lessons learned.
5.0	Step Contribute to the Cooperation Framework, attach the legal annex to the signed Cooperation Framework.	Responsible Party	Template/Guideline Cooperation Framework Cooperation Framework Legal Annex	Explanatory Notes Cooperation Framework Guidance Following the strategic prioritization exercise, agree on a set of outcomes to support national development priorities. Prepare a SMART results matrix based on the country analysis. If the Cooperation Framework will replace the CPD, a UNDP-specific country programme results matrix must be attached. Country programmes will be assessed against UNDP quality standards. *IMPORTANT: For individual project documents to be approved without signature of the government's development coordination authority, the Cooperation Framework legal annex must specify that all forms of assistance provided by UNDP further to the Cooperation Framework will be covered by the applicable standard basic assistance agreement (SBAA or predecessor agreement plus supplementary legal annex). The Legal Office must clear the text to confirm that it meets the requirements to consider the Cooperation Framework in lieu of a signed project document.
5.0 ALT 1	Step If the legal annex is not attached to a signed Cooperation Framework or if there is no signed Cooperation Framework with a government, prepare and sign a country programme action plan with the government.	Responsible Party	Template/Guideline Country Programme Action Plan Template	Explanatory Notes
5.0 ALT 2	Step If there is no recognized government able to sign the country programme, seek approval from the Associate Administrator through the Bureau for Policy and Programme Support/Effectiveness Group for direct execution of the programme based on the country programme document.	Responsible Party	Template/Guideline Direct Execution Modality (DEX) Approval Template	Explanatory Notes This establishes a lack of a recognized national government that can accept national ownership of the programme; UNDP assumes the risks of directly executed programmes (DEX).
6.0	Step Develop a country programme document that adheres to the quality standards.	Responsible Party	Template/Guideline Country Programme Document Template RBM Guidance on designing a CPD	Explanatory Notes The CPD can specify up to four Cooperation Framework outcomes to which UNDP contributes. It must include indicative outputs consistent with the theory of change, and prospective UNDP and partner financial resources. Consider using the RBM Guidance to assist in developing the CPD in 10 steps.
6.0 ALT 1	Step Develop the regional programme document.	Responsible Party Programme manager/ Regional Bureau Director	Template/Guideline Regional Programme Document Template	Explanatory Notes
6.1	Step Prepare a costed evaluation plan with sufficient programme coverage, consistent with the Cooperation Framework evaluation plan if relevant.	Responsible Party	Template/Guideline Evaluation Plan Template Evaluability Checklist Fully-Costed Evaluation Plan	Explanatory Notes UNDP Evaluation Guidelines
6.2	Step Ensure the programme budget is realistic and reflects an efficient use of resources.	Responsible Party	Template/Guideline RMT	Explanatory Notes UNSDG guidance
6.3	Step Ensure incorporation of the PCAP into programme design.	Responsible Party	Template/Guideline PCAP	Explanatory Notes The RM Toolkit and Communications Toolkits contain guidance with the required elements and a suggested format for the Partnerships and Communication Strategy and Action Plan (PCAP). Consider using the RBM Guidance to assist in developing the PCAP.
7.0	Step In high-risk security settings, contribute to the UN-wide programme criticality assessment to determine acceptable security risk levels for UN personnel in the required frequency.	Responsible Party	Template/Guideline Programme Criticality	Explanatory Notes In a prolonged crisis with elevated security risk, a UN programme criticality assessment is required to determine acceptable risk levels for different outputs, and to indicate where additional security risk management measures or alternative delivery modalities would be required.
8.0	Step Participate in joint results groups and associated joint workplans, if applicable.	Responsible Party	Template/Guideline Final - ANNEXES to UNSDG Guidance Note on a New Generation Joint Programmes.	Explanatory Notes UNSDG \| Guidance Note on a New Generation of Joint Programmes

1.0	Step Revisions are captured in a revised multi-year workplan or project document.	Responsible Party Project Manager	Template/Guideline Guidance and Procedures for GEF Project Revisions During Project Implementation (1681) RBM guidance on Manage Change in Project	Explanatory Notes Consider using the RBM Guidance to improve the way that projects manage change.
2.0	Step A revised project document must be quality assured and the risk register updated, including an updated SESP.	Responsible Party UNDP Programme Officer	Template/Guideline Corporate Planning System Project QA - Design and Appraisal	Explanatory Notes See Quality Standards for Programming. See Social and Environmental Standards. See Social and Environmental Screening Procedure.
3.0	Step Revisions that entail a substantive change to the project’s approach or are above the agreed level of tolerance are reviewed and agreed by the project board and donor, UN pooled fund steering committee or vertical funds as relevant.	Responsible Party	Template/Guideline Guidance and Procedures for GEF Project Revisions During Project Implementation	Explanatory Notes UNSDG Standard Memorandum of Understanding for Multi-Donor Trust Funds, One Funds and UNSDG \| Guidance Note on a New Generation of Joint Programmes. Find other UNSDG MOUs at UNSDG legal templates & guidance for pooled funds. For GEF Projects, see guidance and procedures on the internal and external approvals required when making project revisions during project implementation. For GCF Projects, please see the GCF policy on restructuring and cancellation.
3.0 ALT	Step Project extensions for GEF and GCF projects	Responsible Party Resident Representative	Template/Guideline	Explanatory Notes Project Extension Guidance for GEF Projects Project Extension Guidance for GCF Projects SOP for the development of UNDP management actions for Vertical Fund projects escalated for action to the Executive Coordinator Environmental Finance For GEF financed projects, the RACI (Roles, Accountability, Consult and Inform) matrix is helpful guidance in defining the roles and accountability of project oversight.
4.0	Step Sign revised project document (original signatories)	Responsible Party Programme Manager/ Resident Representative	Template/Guideline Project document revision cover page	Explanatory Notes
5.0	Step Standard Operating Procedures to manage GEF/GCF/AF project risks escalated to the Executive Coordinator – Environmental Finance.	Responsible Party Executive Coordinator – Environmental Finance, RR	Template/Guideline SOP for the development of UNDP management actions for Vertical Fund projects escalated for action to the Executive Coordinator Environmental Finance	Explanatory Notes

Step

Request a certificate of service in writing

Responsible Party

Staff member

Template/Guideline

Generic certification letter

Explanatory Notes

Submits a request to the person who administers the staff member’s contract (HR administrator)

Step

Process certificate of service HR administrator

Responsible Party

Template/Guideline

Explanatory Notes

Factual information, such as period of service, positions held, and earnings, in response to such inquiries will be given in a written statement on UNDP letterhead

Upon the staff member's written request, the statement also refers to the quality of his/her work and official conduct

1.0

Step

Select responsible party for PBP.

Responsible Party

Project developer,Project manager

Template/Guideline

Explanatory Notes

Regular policies apply for selection of responsible parties.

2.0

Step

If over $300,000, select independent assessor of international repute, agreed by all parties.

Responsible Party

Project developer,Project manager

Template/Guideline

General Terms and Conditions for Contracts (for Goods and/or Services)

Individual Contract Template

Explanatory Notes

Not applicable for low-value payments; see Guidance on Selecting Evaluators: Individuals versus Firms.

UNDP Evaluation Guideline

2.1 OPT

Step

Initiation plan or advance authorization (if necessary).

Responsible Party

Template/Guideline

Explanatory Notes

May be necessary if the assessor is contracted before project approval.

3.0

Step

Assess capacities and perform due diligence.

Responsible Party

Project Developer, Project Manager

Template/Guideline

Explanatory Notes

4.0

Step

Appraisal of PBP agreement in the local project appraisal committee or project board.

Responsible Party

Project developer,Project manager

Template/Guideline

Explanatory Notes

Validation of the theory of change, result formulation, payment-linked indicators and validation method by the independent assessor and the draft agreement must be included in the submission to the project appraisal committee or project board.

5.0

Step

Signature of agreement.

Responsible Party

Template/Guideline

PBP agreement template

Low value PBP agreement

Explanatory Notes

1.0

Step

Prepare final project review report.

Responsible Party

Project Manager

Template/Guideline

RBM guidance on closing projects

Explanatory Notes

Final project review report template forthcoming.

The report should be generated directly from the corporate planning system.

Consider using the RBM Guidance to improve the closing of projects.

2.0

Step

If required, commission final project evaluation, prepare a management response, and share findings and recommendations for learning.

Responsible Party

Template/Guideline

RACI (Responsible, Accountable, Consulted and Informed) Matrix for GEF Projects Oversight

Explanatory Notes

Templates for this step:

Terms of reference for decentralized evaluations (see UNDP Evaluation Guidelines)
Evaluation report format (see UNDP Evaluation Guidelines)

Projects are required to be evaluated if they are included in the programme's evaluation plan, or if required by partners (see UNDP Evaluation Guidelines). The programme manager may request the project manager to support the commissioning, management and use of evaluation, including the preparation of a management response and implementation of committed actions.

Mid-Term/Interim and Terminal Evaluations of Environmental Vertical Fund financed projects must meet both UNDP and the relevant vertical fund requirements.

For GEF financed projects, see guidance on conducting a Terminal Evaluation and guidance on conducting a mid-term evaluation. These documents are accessible on the UNDP Independent Evaluation Office website in Spanish, French, and English (click on the GEF Project Evaluation tab). For evaluations of GCF and AF financed projects, please consult the Nature, Climate and Energy team.

The RACI matrix sets out the roles and accountability for this stage of GEF-financed projects.

Management responses for all evaluations are required. Progress made in committed actions should be tracked in the UNDP Evaluation Resource Centre.

3.0

Step

Conduct a final project review, including the final report, project closure quality assessment and project closure budget.

Responsible Party

Template/Guideline

Project status is changed from Ongoing (O) to (C) = Operationally closed

Project QA - Closure (Quantum+)

Explanatory Notes

The project board assures that all project deliverables have been produced satisfactorily and endorses the final project review report, including lessons learned.

The project quality assurance assessment (closure stage) is prepared and reviewed during the final project review. Lessons are captured during this process. See Quality Standards for Programming.

Project QA - Closure User Guide (Quantum+)

4.0

Step

Transfer or dispose of project assets and files.

Responsible Party

Template/Guideline

Transfer of title form

Asset Transfer Form (HQ)

Asset Transfer Form (CO)

Asset Disposal (under USD 5,000) Form (HQ)

Asset Disposal (USD 5,000 and above) form (HQ)

Asset Disposal (under USD 5,000) Form (CO)

Asset Disposal (USD 5,000 and above) Form (CO)

Explanatory Notes

Project assets and documents should be transferred to national beneficiaries or national representatives. Worthless assets are discarded. See Transfer or Disposal of Assets.

4.1 ALT

Step

Transfer by donation project assets to another UNDP project.

Responsible Party

Template/Guideline

Note on steps required for donations

Explanatory Notes

Guidance on donations from third parties

5.0

Step

Prepare and submit final financial report to UNDP.

Responsible Party

Project Manager

Template/Guideline

FACE form

Project Delivery Report - Only for UN Agency implementation or execution

Explanatory Notes

Under HACT, national institutions and non-governmental organizations serving as implementing partners prepare the final FACE form. For detailed procedures, see Direct Cash Transfers and Reimbursements.

UN agencies undertaking activities under national implementation report expenditures with a project delivery report.

6.0

Step

Complete project closure activities.

Responsible Party

UNDP Programme Officer

Template/Guideline

Quantum > Projects > Project Results and Project Closure Workbench

Explanatory Notes

A check of the output financials (cash funds and allocation funds) must be done at this stage to ensure these are consistent with the funding sources for the project. This will catch issues such as miscoding funds, donors, etc. that need correction. The project should close with zero balance in the balance sheet and zero fund balance.

6.1

Step

Special donor requirements for refunds.

Responsible Party

Project Manager

Template/Guideline

Explanatory Notes

Any financial resources remaining after reconciling the project should be either refunded to the donor or transferred to general resources in line with relevant policies and procedures. Any pending refund to donors should be moved to account 21030 to avoid delays in closing the project.

Some donors, such as Belgium, the Netherlands and the United States (United States Agency for International Development, United States Department of State through a letter of credit), European Commission, Multi-Partner Trust Fund Office and trust funds, follow the special donor procedures outlined in the policy Refunds to Donors. For some donors, such as the Netherlands, projects must not be reopened once financially closed. For other donors, UNDP issues refunds as the last step before designating a project as financially closed in Quantum.

6.2

Step

Manage exceptions (i.e., outstanding advances under national implementation, signing a Combined Delivery Report, etc.

Responsible Party

UNDP Programme Officer

Template/Guideline

Explanatory Notes

Where exceptions in the project completion checklist apply, the business unit must exercise due diligence by exploring possible solutions in consultation with the implementing partner, Regional Bureau and the Bureau for Management Services/Office of Financial Resources Management. These exceptions must be handled on a case-by-case basis with approval from respective divisions in headquarters on issues outside of corporate policies and procedures. Actions taken should be documented. Offices should not move unspent balances to account 21030 for pending refunds to donors before the appropriate steps and due diligence are carried out while adopting the alternative procedures and before confirming bank account details with the donor. More information on managing exceptions can be found in Project Closure Guidelines (see section 8.0).

7.0

Step

Review and sign final Combined Delivery Report.

Responsible Party

Programme manager/Resident Representative,Implementing partner

Template/Guideline

Combined Delivery Report

Explanatory Notes

Under HACT, all financial transactions (FACE) are recorded in Quantum to generate the final Combined Delivery Report.

UNDP prepares the report and submits it to the project board for virtual review. It is then signed by UNDP and the implementing partner, confirming final project financial accounts and expenditures.

8.0

Step

Close the project.

Responsible Party

Template/Guideline

Explanatory Notes

A project is closed when all financial transactions have been reported and certified, and all project accounts are closed. The programme manager/RR is accountable for ensuring that the project is closed in accordance with the approved closure plan submitted to the project board. This must be done at the latest within 12 months of operational closure.

Quantum Actions: Forthcoming

9.0

Step

Oversee project closure.

Responsible Party

Regional Bureau (programme QA Approver)

Template/Guideline

Explanatory Notes

The Regional Bureau is accountable for overseeing project financial closure to ensure it is completed at the latest within 12 months of operational closure.

Step

Submission of the request for termination of appointment.

Responsible Party

Bureau or Country Office

Template/Guideline

Explanatory Notes

Submit the request to Local HR Advisor of OHR Business partner.

Step

Review of the request in section 1.0.

Responsible Party

OHR Business Partner and Legal Office

Template/Guideline

Explanatory Notes

Review by Legal Office if necessary.

Step

Request separation prior to the end of the notice period.

Responsible Party

Staff member

Template/Guideline

Explanatory Notes

If a staff member wishes to separate prior to the end of his or her notice period and that such notice be paid instead of served.

Step

Approval of request in Section 3.0.

Responsible Party

HQ: Director, OHR. Outside HQ: Head of Office

Template/Guideline

Explanatory Notes

Step

Approval of the request in section 1.0.

Responsible Party

Assistant Administrator and Director, BMS

Template/Guideline

Explanatory Notes

Approve the request for termination.

Step

Implementation of the decision in section 1.0.

Responsible Party

OHR Business Partner,

Staff member

Template/Guideline

Explanatory Notes

Notify Staff Member and prepare Request for Personal Action (RPA).

Receive Notification.

Calculation of indemnities.

Implement separation decision.

Step

Analysing potential partners

Responsible Party

Template/Guideline

Explanatory Notes

Conduct research on "legitimacy" of the foundation to confirm their basic purposes, including scanning of programmatic activities; board membership and individuals/entities affiliated with the foundation; previous grant-making; and tax and other financial information (if available). Information may be available in international/national foundations registers, websites of the foundations, news published by media, watchdogs, etc.

For additional information please refer to the intranet guidance in BERA/Public Partnerships Group.

Step

Due-diligence review of cases for foundations that have controversial profiles, or are linked to corporations whose business practices are inconsistent with the ideals of the United Nations

Responsible Party

The case should be discussed by members of an ad hoc local Committee,

Initiating Business Unit

Template/Guideline

Self Certification Form for Donor Entities

Self-Certification Form for Donor Individuals

Private Sector Risk Assessment Tool

UNDP Private Sector Due Diligence Risk Assessment Tool User Manual

Explanatory Notes

Members of the Committee should include relevant CO staff and relevant strategic UNDP local partners (e.g. representatives of Government/CSO.

The Self Certification Form for Donor Entities and the Self-Certification Form for Donor Individuals are relevant for in-scope donors. In-scope donors refer to private companies/foundations/private individuals acting as donors, in the context of the Anti-Money Laundering and Countering the Financing of Terrorism Policy which is supplemented by the Operational Guide for the Implementation of the UNDP Anti-Money Laundering and Countering the Financing of Terrorism Policy (AML/CFT Policy). The Operational Guide provides detailed procedures and guidance for the implementation of the policy across UNDP and specifies roles and responsibilities in the vetting process, including escalation procedures and available corporate tools. The Offline Private Sector Risk Assessment Tool Guide contains the practical steps to be followed to reach a decision on a given partnership with corporate foundations and business associations, coalitions and alliance.

Step

Due-diligence review for corporate foundations

Responsible Party

Template/Guideline

Private Sector Risk Assessment Tool

UNDP Private Sector Due Diligence Risk Assessment Tool User Manual

Explanatory Notes

Corporate foundations should be in line with the guidelines for conducting private sector due-diligence. Refer to Policy on Due Diligence and Partnerships with the Private Sector for further clarification.

Step

Flowchart – Medical Evacuation Travel (MET) Process

Responsible Party

Template/Guideline

Medical Evacuation Travel Flowchart

Explanatory Notes

Step

Request approval for MET to Head of Office and advise HR Administrator

Responsible Party

Staff member

Template/Guideline

Explanatory Notes

Request for MET must be accompanied by a medical report from the attending physician that justifies medical necessity.

Step

Verify eligibility of patient for MET

Responsible Party

Template/Guideline

Explanatory Notes

International and national staff members with an appointment governed by the UN Staff Regulations and Staff Rules.

Step

Consult with UN Examining Physician/UN Dispensary Physician on the need for MET

Responsible Party

Head of Office

Template/Guideline

Explanatory Notes

Head of Office (RR/Officer-in-Charge)

MET should be approved on the recommendation of the local Medical Officer of the Regional Commission/UN Examining Physician/UN Dispensary Physician.

Step

Evaluate and recommend MET

Responsible Party

Physician

Template/Guideline

Entitlement Travel MET Annex C Guidelines for Physicians advising on Medical Evacuation

Explanatory Notes

The local Medical Officer of the Regional Commission or
the UN Dispensary Physician or
local UN Examining Physician
Guidelines for physicians on MET should be followed (Annex C); the recommendation for MET should be forwarded to the Head of Office for approval.

Step

Approve MET to a recognized regional medical centre within the region

Responsible Party

Head of Office

Template/Guideline

Explanatory Notes

If MET is not authorized, the HR Administrator should inform the staff member.

MET to any other place will require the prior approval of the UN Medical Director.

Step

Evaluate request for MET outside the region and approve MET to any other place other than the recognized medical centre within the region

Responsible Party

UN Medical Director

Template/Guideline

Explanatory Notes

The Head of Office should forward a request to the UN Medical Director with the following information:
- staff member’s name, agency, duty station and index number;
- indication of whether the patient is the staff member or an eligible family member; if eligible family member, relationship to staff member;
- proposed place and date of evacuation;
- patient’s current clinical condition;
- tentative diagnosis by the treating physician;
- laboratory test;
- treatment initiated;
- specific purpose of the evacuation; and
- recommendation of the local Medical Officer of the Regional Commission, the UN Dispensary Physician or the local UN Examining Physician.

It is essential that correct and complete information be communicated to the UN Medical Director to avoid unnecessary delays. Each request for MET will be reviewed individually, taking into consideration the recommendation of the Medical Officer of the Regional Economic Commission, the UN Dispensary Physician or the local UN Examining Physician, and any other medical information at hand.

If MET is not authorized outside the region, the RR would be advised to inform the staff member.

Step

Arrange MET:
- Communicate approval to staff
- Inform Cigna or GMCS of MET
- If patient is unable to, forward completed and signed Cost Estimate form to Medical Insurance on behalf of patient
- Organize MET of the patient and accompanying escort, if applicable
- Organize purchase of tickets, confirmation of flights and DSA
- Process salary advance for the staff member, if requested
- Ensure that any required entry visas are obtained
- Forward itinerary and MET approval to Finance for payment of DSA and terminal expenses
- If the MET destination is in security level I or above, request security clearance for the patient and/or family member/ medical escort
- Forward the travel details to the HR Administrator of the receiving office and request logistical arrangements for the patient: hospital appointment, hotel accommodation and transportation

Responsible Party

Template/Guideline

Explanatory Notes

In non-emergency cases, appointments with the hospital should be confirmed before the staff member or dependent leaves on MET; Cost estimate forms should be completed at least 10 days before hospitalization or no later than three days after hospitalization in cases of emergency

All logistical arrangements should be put in place before departure and confirmed with the receiving UNDP office at the place of MET

The following information should be forwarded to the receiving office:
- patient’s name, date of birth and relationship to the staff member;
- if applicable, name of accompanying family member and/or medical escort;
- date of arrival, name of airline, flight number and estimated time of arrival for patient and, if applicable, accompanying family member and/or medical escort;
- estimated date of departure, name of airline, flight number and estimated time of departure for patient and, if applicable, accompanying family member and/or medical escort;
- whether hotel accommodation arrangements are required for the patient and, if applicable, accompanying family member and/or medical escort;
- whether transportation arrangements to and from the airport are required for the patient and, if applicable, accompanying family member and/or medical escort; and
- whether patient is covered under Cigna, MIP or any of the New York Insurance Plans.

If the staff member is unable to complete and/or sign the form, the staff member’s spouse or an adult family member may complete and sign the form on his/her behalf. If attempts to contact the staff member’s spouse or an adult family member have failed, the UNDP RR, Country Director or OIC may sign on the staff member’s behalf. This measure should only be taken under circumstances where there is supporting documentation to show that efforts to contact the staff member’s spouse or adult family member were unsuccessful and where further delay could jeopardize the staff member’s well-being. When using this measure, the UNDP decision maker is responsible for communicating all medical information to the staff member until such time as a spouse or adult family member is contacted.

Step

Approve the application for hospitalization and direct billing;
Forward Letter of Guarantee to the hospital/clinic

Responsible Party

Template/Guideline

UN Worldwide Medical Insurance Plan.

MIP Rules

Explanatory Notes

Insurance Company Cigna, MIP or any of the New York Insurance Plans

For local staff covered under MIP, please refer to MIP Rules.

For international staff covered under UN WWP (Cigna), please refer to UN Worldwide Medical Insurance Plan.

Step

Take MET

Responsible Party

Staff member,

Dependent

Template/Guideline

Explanatory Notes

For local staff covered under MIP, please refer to MIP Rules.

For international staff covered under the UN WWP (Cigna),, please refer to UN Worldwide Medical Insurance Plan

Step

For a patient covered under MIP, sign and forward the GMC Prior Agreement form completed by the doctor to GMC.

Responsible Party

Staff member,

Dependent

Template/Guideline

GMC Prior Agreement Form

Explanatory Notes

For local staff covered under MIP, please refer to MIP Rules.

For international staff covered under Vanbreda, please refer to UN Worldwide Medical Insurance Plan.

Step

Request completion of ‘Medical Evacuation’ form (MS.39) by the attending physician at the place of evacuation, together with a complete medical report to the Medical Service through the attending physician at the staff member’s duty station within two weeks of the evacuee’s return to the duty station

Responsible Party

Staff member,

Dependent

Template/Guideline

Medical Evacuation Form (MS.39)

Explanatory Notes

Step

Forward the ‘Medical Evacuation’ form (MS.39) and the medical report from the attending physician to the UN Medical Director when the staff member returns from MET

Responsible Party

Physician

Template/Guideline

Medical Evacuation Form (MS.39)

Explanatory Notes

The local Medical Officer of the Regional Commission or
the UN Dispensary Physician or
local UN Examining Physician

A complete medical report delivered by the attending physician at the place of evacuation should be forwarded to the Medical Service within two weeks of the evacuee’s return to the duty station.

The record will include all supporting documentation that may have been submitted to justify a request for MET in excess of 45 days.

Step

Maintain a complete record of the MET;
Forward the data on MET to the UN Medical Director each quarter

Responsible Party

Template/Guideline

Explanatory Notes

A written record must be kept by the local HR/Operations Manager of each MET, setting out the following information (which should be forwarded to UNMS):
- the name of the staff member, index number, name of the organization, whether locally or internationally recruited;
- the name of the dependant and his/her relation to the staff member, if the evacuee was not the staff member;
- the name of the Head of Office who authorized the evacuation;
- the place of evacuation authorized by the Head of Office;
- the actual place of evacuation;
- the total cost of the MET, including travel expenses and DSA; and
- the total medical costs during MET.

Step

Repatriation of mortal remains

Responsible Party

Template/Guideline

Annex D : List of Reimbursable Expenses

Explanatory Notes

The funding source for the authorized expenses related to the preparation and transportation of mortal remains is the same funding source against which the staff member’s salary is charged. Please be guided by Annex D.

All expenses related to the staff member’s medical treatment are charged to MIP in accordance with the rules.

Expenses related to the MET (e.g. staff member’s air ticket, nurse’s air ticket, DSA, ambulances etc.) are charged to the same funding source against which the staff member’s salary is charged.

Subscribe to

Policy Areas

Formalizing private sector partnerships through MOU

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

UN Agency Services Procedure

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Formulate Programmes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes