| United Nations Development Programme

1	Step Review the scope and content of amendment.	Responsible Party Content Owner	Template/Guideline	Explanatory Notes Straightforward changes involve: Incorporation of new/updated UN regulations, rules and decisions. Alignment with existing UNDP policies, processes, tools and practices to ensure coherence. Editorial changes involve: Refinement of language for ‘clarification’ purposes. Update of outdated links and reference sources. Substantive changes involve: Changes with significant financial and/or strategic implications to UNDP which introduce new concepts, roles or processes. For substantive changes to existing policies, please follow the procedure on preparation of new policies.
2	Step Consult with other offices and BMS/Directorate to ensure consistency in formulating a policy and identify paragraphs in relevant policies that should be refined, and policies to be retired.	Responsible Party Content Owner	Template/Guideline	Explanatory Notes
3	Step Ensure that any changes are also reflected in other languages translated.	Responsible Party Content Owner	Template/Guideline	Explanatory Notes
4	Step The policy focal point for each content owning bureau keeps track of what policies have been amended and updated.	Responsible Party Content Owner	Template/Guideline	Explanatory Notes
5	Step Ensure standardization of format.	Responsible Party BMS/Directorate	Template/Guideline	Explanatory Notes
6	Step Submit a clean version of the amended policy approved for publication.	Responsible Party Content Owning Bureau	Template/Guideline	Explanatory Notes Provide a summary of the amendment for the “Latest updates” section in the policy page and in the “What’s new” page. For guidance, please contact BMS/Directorate.
7	Step Publish the approved content and update the “What’s new” page in the POPP.	Responsible Party BMS/Directorate POPP Focal Point for Content Owning Bureau	Template/Guideline	Explanatory Notes
8	Step Regularly communicate the updated content to country offices.	Responsible Party Content Owning Bureau	Template/Guideline	Explanatory Notes

Step

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

Responsible Party

Content Owner

Template/Guideline

Managing prescriptive content: UNDP working definitions

Explanatory Notes

See the definitions of different kinds of content

Step

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

Responsible Party

Content Owner

Template/Guideline

Explanatory Notes

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

Step

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

Responsible Party

Content Owner

Template/Guideline

Explanatory Notes

Step

Draft a policy and corresponding procedures (content).

Responsible Party

Content Owner

Template/Guideline

Explanatory Notes

Step

Solicit comments through internal professional networks and groups as appropriate.

Responsible Party

Content Owner

Template/Guideline

Explanatory Notes

Step

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

Responsible Party

Content Owning Bureau

Template/Guideline

Explanatory Notes

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

Step

(Once approved) Arrange translation into Spanish and French

Responsible Party

Content Owner

Template/Guideline

Explanatory Notes

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

Step

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

Responsible Party

Director, Bureau for Management Services

Template/Guideline

Explanatory Notes

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

Step

Submit the content for publication.

Responsible Party

Content Owning Bureau

Template/Guideline

Explanatory Notes

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

Step

Publish the content.

Responsible Party

BMS/Directorate POPP Focal Point for Content Owning Bureau

Template/Guideline

Explanatory Notes

Step

Regularly communicate the new content to country offices.

Responsible Party

Content Owning Bureau

Template/Guideline

Explanatory Notes

BERA to support as required.

1	Step Projection of Cost Recovery Incomes and spending from GMS, Agency Services and other revenues (AA fees and other miscellaneous income) are included in IWP and reviewed at Cost center level.	Responsible Party	Template/Guideline Corporate Planning System	Explanatory Notes
2	Step Institutional budget resources from cost recover income and spending plans are reviewed and approved.	Responsible Party Executive Group	Template/Guideline	Explanatory Notes
3	Step ASLs issued to cost centers and units.	Responsible Party	Template/Guideline	Explanatory Notes Use Quantum queries - to be developed (Previous Atlas query : UN_KK_BudJOURNAL_SUMMARY) Refer to annual Internal Resource Allocation guidelines to Cost Centers
4	Step Funds are expended with the issued ASL in accordance with the annual guidelines on Institutional Budget.	Responsible Party	Template/Guideline	Explanatory Notes Quantum query yet to be developed (Previous ATLAS query - UN_Resource_overview_acct_lv)

1	Step Identify staff whose service to projects could be charged better via UPL/LPL rather than multiple position COA	Responsible Party	Template/Guideline	Explanatory Notes Conduct WLS
2	Step Update position type and position COA where project support services are provided	Responsible Party	Template/Guideline Guidance note for Atlas position type	Explanatory Notes Positions that provide UPL/LPL based services to projects could be partially funded from XB or a stand-alone project Template/Guideline: Refer to IWP, Resources Section, Positions on how to plan positions by major cost classifications Guidance for Quantum will be available soon
3	Step Estimate support services required for projects	Responsible Party Project Manager	Template/Guideline	Explanatory Notes Use average monthly payments for similar sized project Template/Guideline: Procurement, Recruitment, Travel, Asset retirement plan etc.
4	Step Estimate cost of support services using UPL and LPL for projects	Responsible Party Country Office Project Manager	Template/Guideline Office of Financial Resources Management - UPL	Explanatory Notes
5	Step Include the estimated support services in project budget	Responsible Party Project Manager	Template/Guideline	Explanatory Notes Budget revisions
6	Step Submit written, authorized service request	Responsible Party Project Manager	Template/Guideline	Explanatory Notes
7	Step Service is carried out, recorded and reported to development projects	Responsible Party	Template/Guideline	Explanatory Notes
8	Step Prepare service bills to projects and recover the service costs via: (1) Zero Dollar Invoice (ZDI) for initial entries (2) Use original Invoice to make correcting entries	Responsible Party	Template/Guideline User Guide on DES (DPC) Entries In Quantum User guide on DPC account codes How to perform invoice adjustment on processed PO invoice. (service-now.com) How to adjust Distribution information (or COA) and Project Segment in NON-PO Invoices (service-now.com)	Explanatory Notes The service fee should be credited either to XB or a stand-alone project or other chartfields based on staff funding source (refer to step 2 above).
9	Step Review monthly DPC exception reports and correct incorrect entries attributing project services Ensure that all DPC exceptions are cleared at the year-end.	Responsible Party	Template/Guideline Guidance on DPC Exception Report	Explanatory Notes DPC account codes should be used to recover service costs from projects Template/Guideline: DPC exception reports; Refer to the year-end closing guidelines
10	Step Review annual recovery of UPL/LPL based services from projects and establish annual average support services for projects depending on their implementation	Responsible Party	Template/Guideline	Explanatory Notes

Step

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

Responsible Party

Country Office Project Manager

Template/Guideline

Explanatory Notes

Step

Conduct the workload studies for the office

Responsible Party

Template/Guideline

Guidelines on UNDP Country Office Workload Survey

Guidelines on UNDP Country Office Workload Survey - French

Guidelines on UNDP Country Office Workload Survey - Spanish

Explanatory Notes

WLS template

Step

Include the direct project costs in programme project budgets

Responsible Party

Country Office Project Manager

Template/Guideline

Explanatory Notes

Project document. WLS results.

Step

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

Responsible Party

Country Office/Position Administrator

Template/Guideline

A guidance note for Atlas position type

Explanatory Notes

Based on WLS results

Guidance for Quantum will be available soon

Step

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

Responsible Party

Country Office Finance unit

Template/Guideline

Explanatory Notes

Based on WLS results

Step

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

Responsible Party

Country Office Finance unit

Template/Guideline

Explanatory Notes

Based on WLS results

Step

Revise position chartfield distribution if significant changes occur in service delivery

Revise development project budget to reflect the estimated position costs

Responsible Party

Template/Guideline

DPC implementation report

Explanatory Notes

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

Step

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

Responsible Party

GSSC and Local HR focal points

Template/Guideline

Explanatory Notes

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

Step

Filling upcoming vacancies.

Responsible Party

Bureau/CO management

Template/Guideline

Explanatory Notes

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

Step

Obtaining an extension.

Responsible Party

Business Partner

Template/Guideline

Explanatory Notes

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

Step

Review of the extension.

Responsible Party

Business Partners/Bureau Director/Director, OHR

Template/Guideline

Explanatory Notes

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

Step

Confirmation of budget availability.

Responsible Party

Template/Guideline

Explanatory Notes

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

Step

Extraordinary circumstances.

Responsible Party

Template/Guideline

Explanatory Notes

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

Step

Approval of extension. Beyond MAS

Responsible Party

Template/Guideline

Explanatory Notes

Refer to paras. 12 and 13 of the policy

Step

At the request of the Government, conclude MPS agreement.

Responsible Party

Template/Guideline

Memorandum for Provisions and Services: UNDP Standard MPS Template (English)

Memorandum for Provisions and Services: UNDP Standard MPS Template (French)

Memorandum for Provisions and Services: UNDP Standard MPS Template (Spanish)

Explanatory Notes

1	Step If the performance of the supervisee is rated as not fully satisfactory, submit a request not to award the within-grade increment to the Director of OHR	Responsible Party Head of Office	Template/Guideline	Explanatory Notes This should be done within 5 working days after the decision on the rating is final. If the supervisee contests the rating, the decision is final only after the Rebuttal Panel decision.
2	Step Take decision regard the within-grade increment	Responsible Party	Template/Guideline	Explanatory Notes
3	Step Inform the supervisee and the payroll team in the Global Shared Services Center (GSSU) about the decision, with a copy to the Head of the Office where the supervisee serves	Responsible Party OHR Business Partner	Template/Guideline	Explanatory Notes
4	Step Do not process the award of the increment, which is otherwise due, or arrange for the recovery of the increment	Responsible Party	Template/Guideline	Explanatory Notes
5	Step Take action in accordance with Policy on Separation from Service/Termination of Appointment, including with regard to entitlements related to separation.	Responsible Party Head of Office	Template/Guideline	Explanatory Notes

1	Step Issue the first notification to the supervisee of performance shortcomings and initiate the development of PIP. Record the notification in the on-line PMD tool and upload the PIP	Responsible Party	Template/Guideline See template for the Improvement Performance Plan (PIP)	Explanatory Notes The PIP should generally be of at least 3 months, provided sufficient time is available within the supervisee’s contract with UNDP. It should be finalized within 10 working days from the time of the notification.
2	Step Implement improvement measures	Responsible Party Supervisee	Template/Guideline	Explanatory Notes Supervisee is responsible for participating in relevant discussions and implementing required improvements.
3	Step Periodically monitor implementation of agreed activities	Responsible Party	Template/Guideline	Explanatory Notes Supervisor is responsible for providing agreed support, having regular performance discussions with the supervisee, and providing guidance.
4	Step Assess the need for the second PIP	Responsible Party	Template/Guideline	Explanatory Notes
5	Step Issue the second the notification to superviseeof performance shortcomings and initiative the revision/extension of PIP	Responsible Party	Template/Guideline	Explanatory Notes
6	Step If improvement in performance is not achieved in line with the established expectations and within the established timeline, make a recommendation to the Head of the Office re: next steps	Responsible Party	Template/Guideline	Explanatory Notes
7	Step Initiate action in accordance with policy on Separation from Service/Termination of Appointment, in case the recommendation is to separate the staff member from service	Responsible Party Head of Office	Template/Guideline	Explanatory Notes

1	Step Form the Rebuttal Panel	Responsible Party Human Resources Management	Template/Guideline See Terms of Reference of the Rebuttal Panel	Explanatory Notes
2	Step Submit a formal rebuttal request, in writing, with a copy to the respective HR Business Partner or HR focal point in the office	Responsible Party Supervisee	Template/Guideline	Explanatory Notes A rebuttal request should be summited to hq.rebuttal@undp.org within 15 working days of the final decision by the TMC being communicated to the supervisee. Requests submitted after the deadline without a reason that is in the opinion of the Chair of the Rebuttal Panel compelling will not be accepted. The Rebuttal Request should include: 1. a copy of the annual performance review to be rebutted 2. a cover memo outlining the reasons for rebuttal and the justifications 3. any other supporting documents as deemed necessary. The expectation is that each case will take, on average, 30 working days to complete. No template. Submission is to be done by e-mail.
3	Step Refer the request to the Rebuttal Panel for review	Responsible Party Secretary of the Rebuttal Panel in OHR	Template/Guideline	Explanatory Notes
4	Step Assign members of the review team for each rebuttal case	Responsible Party Chair of the Panel	Template/Guideline	Explanatory Notes
5	Step Review the case and present findings in a report	Responsible Party	Template/Guideline See Terms of Reference of the Rebuttal Panel for more details	Explanatory Notes The review panel will be supported by the consultant, as specified in the Terms of Reference. This will allow to ensure shorter timelines for processing rebuttal cases.
6	Step Review the recommendation of the review team and sign-off	Responsible Party Chair of the Panel	Template/Guideline	Explanatory Notes The final decision is captured in the Rebuttal Panel Report signed-off by the Chair.
7	Step Inform the supervisee, the supervisor, and the Head of the Office	Responsible Party Secretary of the Rebuttal Panel in OHR	Template/Guideline	Explanatory Notes
8	Step Implement the decision of the Rebuttal Panel	Responsible Party Supervisor and/or Supervisee, as needed	Template/Guideline	Explanatory Notes

Subscribe to

Policy Areas

Amendment of existing policies

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

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

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

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Expenditure of Income Accrued from Cost Recovery