| United Nations Development Programme

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

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

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

1	Step Plan for continuation of medical care	Responsible Party Resident Representative	Template/Guideline	Explanatory Notes Responsible party is the RR on behalf of UNCT
2	Step Request closure of UN Clinic	Responsible Party Resident Representative	Template/Guideline	Explanatory Notes Responsible party is the RR on behalf of UNCT
3	Step Approve closure of UN Clinic	Responsible Party UN Medical Director	Template/Guideline	Explanatory Notes The UN Medical Director can also initiate this process in consultation with the Resident Representatitve.
4	Step Inform government and UN Medical Directors Group of decision to close a UN Clinic	Responsible Party UN Medical Director	Template/Guideline	Explanatory Notes

Step

Establish direct billing arrangement

Responsible Party

Resident Representative,

Human Resources Management,

UN Insurance Unit,

MIP Administrator,

UN Medical Services ( DHMOSH)

Template/Guideline

Explanatory Notes

Responsible parties are: RR and third party MIP administrator in consultation with OHR, UNMSD and UN Insurance Unit

Step

Pre-certification for medical treatment at UN Clinic

Responsible Party

Template/Guideline

Explanatory Notes

Step

Charge insurance for medical services received at UN Clinics

Responsible Party

MIP Administrator

Template/Guideline

Medical Insurance: Medical Insurance Plan (MIP)

Explanatory Notes

The service providers administering the various UN insurance plans will treat the charges associated with the provision of clinic services in the same manner as other medical services. When determining billable services associated with a UN Clinic, reference should be made to the benefits and limitations under the respective UN insurance plans.

The reasonable and customary charges will be determined on the basis of nationally established pricing tariffs or, where no national tariffs exist, market rates and/or a database of pricing determined by the insurance scheme.

The rules and procedures by which the insurance will reimburse for such services must be adhered to.

Responsible party is the Third party MIP administrator.

Step

Pay co-payment or out of pocket portion for medical services received at UN Clinic

Responsible Party

Staff member

Template/Guideline

Explanatory Notes

Step

Certification of co-payment bills

Responsible Party

Template/Guideline

Explanatory Notes

The bills must include the official stamp and signature of the attending physician (i.e., not of the nurse).

Responsible party is the Attending UN Clinic Physician.

1	Step Manage inventory of consumables and equipment.	Responsible Party	Template/Guideline	Explanatory Notes Stock should be used on the basis of a first-in/first-out policy. All information relating to the physical inventory of non-expendable equipment covered by the UN Clinic should be reported in Atlas under a separate heading called ‘Medical Equipment'.
2	Step Donate consumable stock if applicable.	Responsible Party	Template/Guideline	Explanatory Notes Medications within the last month before expiry may be donated, after approval of the UN Medical Director, to local health facilities for immediate use. This donation is subject to UNDP rules and procedures and a record kept for audit purposes.
3	Step Prepare inventory report for UNCT on a quarterly basis	Responsible Party	Template/Guideline	Explanatory Notes A detailed inventory of all consumables and non-consumables must be prepared before placing the yearly order.
4	Step Prepare procurement orders promptly when stock is being reviewed or as needed.	Responsible Party , UN Medical Services ( DHMOSH)	Template/Guideline	Explanatory Notes Procurement of medical goods and supplies should be based on the United Nations Clinic Catalogue of Fleischhacker accessible through UNMSD. Purchasing should be standardized as far as possible and done through bulk orders. Genuinely unforeseen requirements, including supplies for new UN Clinics and items that cannot be stocked for long periods, can be requested from the vendor with the approval of the UN Medical Director on an ad hoc basis or can be procured locally, subject to UNDP rules and procedures.
5	Step Clear procurement list.	Responsible Party	Template/Guideline	Explanatory Notes Clearance must be based on the full epidemiological profile of the duty station. Responsible Party: WHO Representative as Chair of the LIACMC
6	Step Obtain agreement of UNCT on recommended procurement list.	Responsible Party Resident Representative	Template/Guideline	Explanatory Notes
7	Step Approve procurement list.	Responsible Party Resident Representative	Template/Guideline	Explanatory Notes
8	Step Procure medical goods and supplies for UN Clinics against the Common Services project.	Responsible Party CO	Template/Guideline	Explanatory Notes Medical goods and supplies should be procured from one or a combination of the following sources: 1. Reputable and approved local, regional, or international vendors, using use the existing LTA with UNDP; 2. UNICEF where a local office exists in the same location; 3. World Health Organization (WHO).
9	Step Ensure funding is available for procurement, operation and subsequent maintenance of non-medical equipment.	Responsible Party CO	Template/Guideline	Explanatory Notes
10	Step Procure non-medical equipment as needed.	Responsible Party CO	Template/Guideline	Explanatory Notes The UNDP Country Office directly procures non-medical equipment e.g. furniture, refrigerators, fans and any other non-medical items) subject to audit and accountability, rules, and procedures.
11	Step Make payment for goods and services according to terms and conditions of procurement.	Responsible Party CO	Template/Guideline	Explanatory Notes Payments must be made with one of the following options: 1. Bank transfers (most preferred option); 2. Checks (least desirable option); or 3. Agency Service Clearing Account via GLJE. In either case, the following must be carefully observed: 1. Bank Transfer: The UNDP Country Office must include all the banking details as provided on the invoice. 2. Agency Service Clearing Account: The description field of the GLJE must refer to the invoice number indicated on the invoice and/or any other reference number. 3. The GLJE must use the following chart fields: GL Account – 54015; Fund – 12000; and Donor – 00006.
12	Step Prepare inventory control report(s).	Responsible Party , CO	Template/Guideline Inventory Management	Explanatory Notes

Step

Authorize clinic services and supplies as a distinct activity in the Common Services project in the same manner as other common/shared services.

Responsible Party

Template/Guideline

Explanatory Notes

Total running costs, itemized by expenditure purpose as listed in paragraph 17, as well as the average yearly percentage of total costs charged to each agency, should be recorded.

1	Step Provide guidance on administration of UN Clinics on an ongoing basis.	Responsible Party UNDP HQ [BMS]	Template/Guideline	Explanatory Notes The relevant office int he Bureau for Management Services [BMS] should be consulted depending on the support required.
2	Step Assess local medical facilities	Responsible Party	Template/Guideline	Explanatory Notes Upon request or the RR
3	Step Determine whether there are sufficient numbers of UN staff members and eligible dependents at the duty station.	Responsible Party Resident Representative	Template/Guideline	Explanatory Notes
4	Step Obtain formal agreement from the local government authorities for establishment of a UN Clinic	Responsible Party Resident Representative	Template/Guideline	Explanatory Notes
5	Step Propose establishment to the UNCT and obtain respective agreements	Responsible Party Resident Representative	Template/Guideline	Explanatory Notes
6	Step Create funding mechanism	Responsible Party	Template/Guideline	Explanatory Notes All participating agencies are required to share the costs of the UN Clinics activities in advance.
7	Step Set the criteria for the cost-sharing distribution and share it with all participating agencies and non UN entities	Responsible Party	Template/Guideline	Explanatory Notes Cost-sharing is determined by headcount by agency/non-UN entity.

1	Step Enrollment: Enrollment in the plan for eligible staff members who apply more than 60 days after signing the qualifying letter of appointment is conditional on the provision by the staff member at the time of application, on a special form for the purpose, of evidence of insurability satisfactory to the insurance company.	Responsible Party Staff member	Template/Guideline Life Insurance Application Form Beneficiary certification form_1: (This form is to be completed by United Nations Group Life Insurance beneficiaries who do not have a United States Social Security Number and do not reside in the United States of America) Beneficiary certification form 2. (This form is to be completed by United Nations Group Life Insurance beneficiaries with a United States Social Security Number or beneficiaries who reside in the United States of America) Life Insurance Termination Waiver Form	Explanatory Notes The group life insurance plan is offered as a part of the scheme of social security for the staff that the Secretary-General is required to establish under staff regulation 6.2. The underwriter of the plan is the Hartford and the policy holder is the United Nations. The plan is financed solely from the contributions of participating staff members. No subsidy is paid by the Organization. Participation in the plan is voluntary for all eligible staff. A staff member may withdraw from the plan at any time. The plan provides term insurance coverage only and has no cash value at the time of withdrawal. Enrolment in the plan is automatic for eligible staff members who apply for life insurance coverage under the plan, on the appropriate form, within 60 days of signing the qualifying letter of appointment. They will be covered from the effective date of the letter of appointment. A revised administrative instruction (ST/AI/2002/6) has been issued. In addition, the same information and any updated administrative instructions may be accessed via the Internet at the following URL: http://www.un.org/insurance. If an office administers personnel on behalf of another agency, the same rules and procedures for UNDP staff must be followed.
2	Step Enrollment: Data on enrollment form is verified and validated and any change in coverage is processed in the system promptly	Responsible Party , OHR	Template/Guideline	Explanatory Notes It is the responsibility of the staff member to ensure the correct mailing address is submitted. Incomplete or incorrect mailing addresses in Quantum will result in misdirected mail or failure to receive important documents.
3	Step Enrollment: Staff member records in the system are validated, contributions are computed and coverage is activated	Responsible Party UN Health and Life Insurance Unit	Template/Guideline	Explanatory Notes The UN Health and Insurance Unit administers the workflow of enrollment and reporting directly with the Insurance Company on behalf of UNDP
4	Step Premiums: The premiums for the plan must be paid in full by the staff member participating in the plan. The premiums shall be paid by monthly payroll deduction.	Responsible Party Staff member	Template/Guideline Access to the Group Life Insurance Rate Stimulator UN HLIS - Life insurance	Explanatory Notes The premiums and benefits are receivable and payable by the insurance company in United States dollars The premium rate is determined by the insurance company, in consultation with the Organization, and will be announced periodically in an information circular
5	Step Claims: All life insurance claims must be processed through the Health and Life Insurance Section at Headquarters. Claims or notification of claims should not be transmitted to the Hartford Life Insurance Company directly.	Responsible Party UN Health and Life Insurance Unit	Template/Guideline Life insurance Death Claim Checklist	Explanatory Notes Health and Life Insurance Section is informed about the death of a participant in the group life insurance programme or when all applicable claim documents are received along with notification of death. In the former case, in order to permit the insurer, The Hartford, to pay the requisite benefits, the UN Health and Life Insurance Section will provide the beneficiaries with clear instructions regarding the documents that must be completed and submitted. In the latter case, the Section will forward the properly furnished set of claim documents to The Hartford for processing.

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.

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Policy Areas

Safe Driving Bonus (SDB)

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Responsible Party

Template/Guideline

Explanatory Notes

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Responsible Party

Template/Guideline

Explanatory Notes

Quantum Financial Closure Instructions

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Responsible Party

Template/Guideline

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Responsible Party

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Responsible Party

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Country Co-Financing Cost Sharing (Fund 11888) and Non-Earmarked Programme Cost Sharing (Fund 30083)

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Responsible Party

Template/Guideline

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Responsible Party

Template/Guideline

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Responsible Party

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Responsible Party

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Closure of the UN Clinic

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Responsible Party

Template/Guideline

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Responsible Party

Template/Guideline