| United Nations Development Programme

1	Step Determine total available cash for the period. Available Cash equals Opening Balance from bank account + Cash inflows (contributions, investments maturities, fees for services rendered)	Responsible Party Finance Assistant (in Country Office) Treasury Associate (in Headquarters	Template/Guideline	Explanatory Notes Country Offices should minimize local currency balances to that needed for seven days. Minimize idle balances in bank accounts controlled by Headquarters
2	Step Determine total Cash Outflows/Payments (supplier/staff payments, NEX advances and other payments to governments, payments to implementing partners, Non-UNDP related payments on behalf of other UN Agencies, check payments not cleared through bank accounts)	Responsible Party Finance Assistant (in Country Office) Treasury Associate (in Headquarters	Template/Guideline	Explanatory Notes
3	Step Determine Cash Requirements for the period by subtracting total Cash Outflows from Total Available Cash.	Responsible Party	Template/Guideline	Explanatory Notes
4	Step Fund Local Currency Requirements through sale of US Dollars or EURO from respective Zero Balance Account (ZBA). For Country Offices without a ZBA, complicated banking arrangements, or sanction restrictions, direct replenishment should be requested from Treasury.	Responsible Party	Template/Guideline UNDP Country Office Weekly Detailed Cashflow Projection Sheet UNDP Country Office Weekly Cash Flow Projection Guide for Country Offices	Explanatory Notes UNDP Country Office Weekly Detailed Cashflow Projection Sheet UNDP Country Office Weekly Cash Flow Projection Guide for Country Offices

1	Step Maintain local interface if CO has already established local interface with prior approval from the Treasury.	Responsible Party	Template/Guideline SOP for Web e-Banking	Explanatory Notes Country Offices must establish and approve the SOP for implementation of local e-banking interface using banks web/online tool.
2	Step Seek Treasurer approval prior to implementing electronic interfaces with local banks	Responsible Party CO	Template/Guideline E- Banking with Quantum Design and Implementation Guidelines	Explanatory Notes The description of the UNDP banking interface given above also pertains to local banking interfaces. Please refer to attached template: E-Banking with Quantum Design and Implementation Guidelines.
3	Step Provide guidance (on interfaces with local banks).	Responsible Party Treasurer	Template/Guideline	Explanatory Notes
4	Step Certify and approve payments in Quantum	Responsible Party CO	Template/Guideline	Explanatory Notes Quantum generates payment instructions files.
5	Step Send payment instructions for AP, Payroll, and T&E to the local bank via an agreed transmission protocol	Responsible Party CO	Template/Guideline	Explanatory Notes
6	Step Confirm receipt and status of the payment instructions	Responsible Party Local bank	Template/Guideline	Explanatory Notes

Step

Review whether or not a Transactional Signer is required for the account and inform Treasury.

Responsible Party

Head of Office

Template/Guideline

Explanatory Notes

Signatories that operate a bank account are defined as “Transactional Signers.” Transactional Signers are only payment instructions (such as cheques or transmittal letters) to the bank.

Step

Recommend suitable staff to be members of the signatory panel for the Zero Balance Account (ZBA) controlled by his/her office.

Responsible Party

Head of Office

Template/Guideline

All Bank Accounts Signatory Update Request Form

BOA 2019 Signature Card latest version template

Explanatory Notes

Step

Designate the recommended staff as signatories to operate the Zero Balance Account after receiving the request from the Head of the Office on the Bank of America signatory update form

Responsible Party

Treasurer

Template/Guideline

Explanatory Notes

Step

Request the changes in the signatory panel through the established channel. Provide the full details of designated signers to the Treasurer by including title, index number and contract status of the individual along with a legible copy of a currently valid Laissez Passer or national passport in requests to add signatories to the ZBA

Responsible Party

Head of Office

Template/Guideline

Explanatory Notes

Step

Delegate the Head of Office to designate and maintain the panel of signatories for locally domiciled bank accounts.

Responsible Party

Treasurer

Template/Guideline

Explanatory Notes

UNDP staff cannot serve as signatories on the bank accounts of other UN entities or national execution (NEX)/NIM projects.

Step

Maintain a central data base of signatories to all UNDP Accounts and retain the responsibility to maintain the signatory panel for zero-balance accounts.

Responsible Party

Treasurer

Template/Guideline

Explanatory Notes

Step

Review whether or not a Transactional Signer is required for the account and inform Treasury through the established channel.

Responsible Party

Head of Office

Template/Guideline

Explanatory Notes

Signatories that operate a bank account are defined as “Transactional Signers.” Transactional Signers are only authorized to sign written payment instructions (such as cheques or transmittal letters) to the bank.

Step

Obtain written permission from Treasurer if less than two signatories will be used in the operation of UNDP bank account.

Responsible Party

Head of Office

Template/Guideline

Explanatory Notes

The operation of UNDP bank accounts requires two signatories. Exceptions to this rule require the written approval of the Treasurer.

Step

Select members of signatory panel, who shall have the following characteristics:

Signatories must hold a UNDP FTA or TA contract
Locally recruited staff may be signatories
Two JPOs cannot sign jointly
Personnel Services Agreement holders (IPSA, N-PSA), UNV contract holder and consultants cannot be signatories
Staff of other UN Agencies cannot be signatories

Responsible Party

Head of Office

Template/Guideline

Explanatory Notes

The Head of the Office is accountable for the selection and performance of the panel member. The Head of the Office should nominate only those individuals who he/she feels demonstrate the integrity, and competency to perform the responsibilities of the role.

Step

Inform Treasury of the Head of the Office approved changes through the established channel. Provide the full details of designated signers to the Treasurer by including the title, index number and contract status of the individual along with a legible copy of a currently valid and signed Laissez Passer or national passport.

Request the changes in the signatory panel through the usual IDAM role assignment process (once the bank signatory change processes are migrated to IDAM).

Responsible Party

Operations Manager,

Head of Finance

Template/Guideline

Explanatory Notes

Step

Review a list of staff who are authorized to sign routinely to ensure that the information is current and that there are sufficient - but not too many - signatories to ensure the smooth functioning of the office.

Responsible Party

Business Unit Head

Template/Guideline

Explanatory Notes

Signatory Panels are necessary to proper functioning of "Internal Controls" and function as one of the three authorities outlined in the Internal Control Framework.

Step

Ensure compliance with the segregation of duties for the role described in the Internal Control Framework.

Responsible Party

Head of Office

Template/Guideline

Explanatory Notes

I.e., a bank signatory must not prepare the bank reconciliation, nor create A/P vouchers or deposits; and where only one bank account signatory is authorized by the Treasurer, the signatory cannot also be a supplierapprover (i.e., cannot hold a Supplier Maintenance role in IDAM).

Step

Ensure that all disbursements from UNDP bank accounts are valid and approved payments.

Responsible Party

Head of Office

Template/Guideline

Explanatory Notes

This responsibility is executed when signatories sign checks and/or approve bank transfers.

Step

Ensure that UNDP bank accounts are used for UNDP business only.

Responsible Party

Head of Office

Template/Guideline

Explanatory Notes

This responsibility is executed when signatories sign checks or transmittal letters and/or approve manual payment instructions.

1	Step Receive reliable information of the imminent insolvency and/or closure of the bank where UNDP cash is held.	Responsible Party RR/Business Unit Head	Template/Guideline	Explanatory Notes
2	Step Seek the Treasurer’s authorization to close the UNDP bank account.	Responsible Party RR/Business Unit Head	Template/Guideline	Explanatory Notes
3	Step In emergencies, if unable to contact the Treasurer, withdraw balance(s) held in UNDP bank account(s) and deposit this amount to a new account opened with another bank.	Responsible Party RR/Business Unit Head	Template/Guideline	Explanatory Notes
4	Step Inform the Treasurer of closing of bank account.	Responsible Party RR/Business Unit Head	Template/Guideline	Explanatory Notes
5	Step If the Treasurer can be contacted, await their approval.	Responsible Party Business Unit Head	Template/Guideline	Explanatory Notes
6	Step Withdraw balances held in the UNDP account(s) with that bank and deposit these amounts to a new account.	Responsible Party RR/Business Unit Head	Template/Guideline	Explanatory Notes
7	Step Send the official letter to close the bank account.	Responsible Party Treasurer	Template/Guideline	Explanatory Notes

1	Step Receive official opening letter from the Treasurer, shortly after verbal or written authorization.	Responsible Party RR/Business Unit Head	Template/Guideline	Explanatory Notes
2	Step In an emergency, open UNDP back account without the authorization of the Treasurer if the CO Representative is unable to contact the Treasurer.	Responsible Party RR/Business Unit Head	Template/Guideline	Explanatory Notes
3	Step Inform the Treasurer about the new bank account as soon as possible after the action is taken.	Responsible Party RR/Business Unit Head	Template/Guideline	Explanatory Notes
4	Step Document the account opening action, create the bank account in Quantum, provide necessary instruction to CO.	Responsible Party Treasurer	Template/Guideline	Explanatory Notes

1	Step Request Treasurer to open a bank account.	Responsible Party Resident Representative	Template/Guideline	Explanatory Notes
2	Step Review bank account opening request, assessing the need for the bank account.	Responsible Party Treasurer	Template/Guideline	Explanatory Notes
3	Step Approve/decline bank account opening request.	Responsible Party Treasurer	Template/Guideline	Explanatory Notes
4	Step Arrange for preparation of the official letter to open the bank account if the request is approved.	Responsible Party Treasurer	Template/Guideline	Explanatory Notes Normally, the official title of the account will be “UNDP Representative (currency designation) Account” for Country Office bank accounts. The titles for Headquarters accounts will vary depending on the purpose of the account.
5	Step Send Official Letter to open bank account to bank.	Responsible Party Treasurer	Template/Guideline	Explanatory Notes
6	Step Provide UNDP an account number and advise that the bank account is operational. This information must be documented in writing on the bank’s letterhead and provided to Treasury.	Responsible Party Bank,	Template/Guideline	Explanatory Notes
7	Step Create the bank account in Quantum and communicate the Quantum details to CO.	Responsible Party Treasurer	Template/Guideline	Explanatory Notes

1	Step Provide guidance at all stages of bidding process.	Responsible Party Treasurer	Template/Guideline User Guidelines for RFP for Banking Services User Guidelines for RFP for Banking Services_French User Guidelines for RFP for Banking Services_Spanish RFP for Banking Services RFP for Banking Services_French RFP for Banking Services_Spanish	Explanatory Notes
2	Step Evaluate proposals	Responsible Party CO	Template/Guideline RFP Evaluation Tool RFP Evaluation Tool_French RFP Evaluation Tool_Spanish	Explanatory Notes To evaluate the proposals, follow the steps outlined in User Guidelines for RFP for Banking Services
3	Step Inform the Treasurer of the following: Start of the procurement process. List of banks recommended for participation in the bidding process. Recommendation of the local CAP as to which bank will provide best value for money.	Responsible Party CO	Template/Guideline	Explanatory Notes The Treasurer must receive this information along with a copy of the evaluation documents and the minutes of the ACP before a final decision can be taken at HQ
4	Step Evaluate, separately, the technical and financial proposals	Responsible Party CO	Template/Guideline	Explanatory Notes
5	Step Present the results to the local Committee on Contracts, Assets and Procurement (CAP)	Responsible Party CO	Template/Guideline	Explanatory Notes
6	Step Review and endorse project	Responsible Party CAP	Template/Guideline	Explanatory Notes
7	Step Recommend the change to the Treasurer	Responsible Party Business Unit Head	Template/Guideline	Explanatory Notes
8	Step Manage the bank relationship, annual review of existing or most recent bank services.	Responsible Party CO	Template/Guideline Annual Bank Services Scorecard	Explanatory Notes Bank Scorecard must be completed to evaluate services of existing banker on annual basis and a copy should be provided to the Treasurer.

Step

Based on the HACT capacity assessment, make a decision to adopt full UNDP support to national implementation.

Responsible Party

Template/Guideline

Explanatory Notes

Refer to the POPP HACT chapter.

Step

Ensure that the annual work plan specifies outputs and corresponding implementation modalities.
Describe the nature and scope of services in annexes to the project document or annual work plan.
Sign a letter of agreement between UNDP and the government

Responsible Party

Implementing Partner

Template/Guideline

Letter of Agreement (LOA) between UNDP and an Implementing Partner for the Provision of Support Services

Explanatory Notes

Letter of agreement between UNDP and an Implementing Partner for the Provision of Support Services

The implementing partner has full programmatic control and so full accountability for and ownership of project activities.

Step

Undertake services following UNDP regulations, policies and procedures.

Responsible Party

Template/Guideline

Explanatory Notes

UNDP is accountable for the provision of the services required, and their quality and timeliness.

Step

Review preliminary Combined Delivery Report in the CDR Bridge Platform or in Atlas.

Verify that all financial information is complete and correct. Ensure the report is consistent with the annual work plan and Atlas project budget.

Make required adjustments, including rejection or correction of recorded expenses in Atlas before the quarterly/year-end closure of the ATLAS general ledger and submodules by OFM.

Responsible Party

Template/Guideline

CDR Guide

UNDP Programme and Project Management - PPM POPP

Explanatory Notes

CDR Bridge platform

CDR Bridge Navigation Guide

Atlas CDR Navigation:

Main Menu > UN Reports > Project Management Reports > Portfolio Analysis > Combined Delivery Report

Main Menu > UN Reports > IPSAS Reports > IPSAS CDR by Project.

Step

Quarterly/year-end closure of ATLAS general ledger and submodules automatically triggers creation of CDRs in the CDR Bridge Platform.

Responsible Party

OFRM Chief of Accounts

Template/Guideline

Explanatory Notes

Quarterly closure of the general ledger and submodules is communicated via email by OFM Accounts Unit.

CDR Bridge platform

Step

Grants access to UNDP programme staff authorized to approve CDRs in the CDR Bridge platform

Responsible Party

RR/DRR/Operations Manager

Template/Guideline

Explanatory Notes

RR/DRRs/OMs have rights in the CDR Bridge platform to grant access to staff in their office.

CDR Bridge platform

Step

Responsible Party

Template/Guideline

Explanatory Notes

Programme staff enters the email of the Implementing Partners certifying official against individual Atlas Awards in the CDR Bridge Platform.

CDR Bridge platform

Step

Confirm CDR Report by Atlas Award is complete and accurate in the CDR Bridge Platform.

Responsible Party

Template/Guideline

Explanatory Notes

The confirmation triggers an email to be sent to the implementing partner registered against the Atlas Award with a cover letter requesting the implementing partner to certify the CDR within 15 calendar days from the date the request is sent.

If no implementing partner was assigned to the Atlas Award, the CDR can be printed manually and mailed to the partner.

Certification is only mandatory for the 2nd, 3rd and 4th quarters.

Step

Certify CDR report in the CDR Bridge Platform

Responsible Party

Implementing Partner Certifying Official

Template/Guideline

Explanatory Notes

The CDR is certified (or rejected) by the implementing partner authorized official in the CDR Bridge platform. If CDR is rejected, the implementing partner enters comments in the CDR Bridge Platform explaining the rejection.

If the CDR was mailed to the partner, the certified hard copy is mailed back to UNDP.

Step

CDR Bridge platform sends an automated follow-up request to the implementing partner if no response is received within 15 calendar days of the initial request.

Responsible Party

CDR Bridge Platform

Template/Guideline

Explanatory Notes

The follow-up request states that the CDR shall be deemed to have been accepted if no response is received within 15 calendar days from the date the follow-up request.

If the CDR certification was mailed to the partner, the follow-up request also needs to be printed and mailed to the partner.

Step

Receipt of certified CDR

Responsible Party

Template/Guideline

Explanatory Notes

If the CDR is certified in the CDR Bridge Platform by the implementing partner, the CDR is flagged green.

If no response is received within 15 days of the second request, the CDR is flagged blue and is deemed to have been accepted.

If a manual copy of the certified CDR was mailed back by the partner, it needs to be scanned and uploaded into the CDR Bridge Platform.

UNDP Programme staff should follow-up on rejected CDRs and take appropriate actions.

Step

The Q4 certified CDR is required by auditors as the basis for auditing expenses of nationally implemented projects.

Responsible Party

Auditor firms (service providers)

Template/Guideline

Explanatory Notes

OAI requires audit firms (service providers) who carry out HACT financial audits or DIM audits to include in their audit reports a copy of the signed CDR for Q4. Therefore, at year-end, offices should ensure all Q4 CDRs are certified.

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Policy Areas

Management of Cash Planning

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

Establishment and Use of Electronic Banking Systems

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

Designating Signatories for Zero Balance Accounts

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

Delegation of Signatories

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