| United Nations Development Programme

Effective Date

Nov 30, 2016

Summary of Changes

For greater efficiency and better financial tracking, offices are now able to set up multi-year POs for projects that have future year resources and budgets. This allows UNDP to better track deliverables of a supplier for a given procurement action through a single PO reference. When raising multi-year PO lines in Atlas, offices must ensure that corresponding multi-year budget and resources are available. For projects where Annual Spending Limits (ASLs) are limited to one year, multi-year PO lines should not be used.

Previously, goods or services, which are expected to be received over more than one financial period, a separate PO had to be raised for each of the respective financial periods, and offices were requested to close POs annually. Multi-year contracts for projects were also maintained outside Atlas. Such requirements are no longer relevant. For questions on this process, please contact Helen Hall at helen.hall@undp.org, the Chief of Account, Office of Financial Resources Management, Bureau for Management Services.

Effective Date

Dec 07, 2016

Summary of Changes

Pre-award negotiation is the process in which the business unit discusses certain aspects of the bid with the bidder who has been recommended for the award of the contract, with the aim of understanding the rights and obligations of both parties and to achieve a mutually beneficial agreement. Negotiation is not a mandatory step in a procurement process. It shall be undertaken on an exceptional basis, and shall be only initiated by UNDP subsequent to review of the procurement process by the relevant procurement authority and in accordance with this policy.

The policy outlines the two types of negotiations:

Substantive Negotiations: Should be fully justifiable, as they may significantly affect the scope of the requirements, terms and/or price beyond UNDP's right to vary the quantity up to 25 percent.
Non-Substantive Negotiations: Do not significantly affect the scope of the requirements, terms and/or price, and are within the right of UNDP to vary the quantity by 25 percent.

Price alone, under normal circumstances, should not be negotiated (especially in cases of open competition, which is designed to reflect true value for money). An exception can be made in a situation where the price quoted by the recommended offeror is deemed to be higher than market rates. Negotiation of price in Direct Contracting – When UNDP is evaluating only one offer, the price can and should be negotiated whenever necessary.

Effective Date

Dec 07, 2016

Summary of Changes

The policy outlines the two types of negotiations:

Substantive Negotiations: Should be fully justifiable, as they may significantly affect the scope of the requirements, terms and/or price beyond UNDP's right to vary the quantity up to 25 percent.
Non-Substantive Negotiations: Do not significantly affect the scope of the requirements, terms and/or price, and are within the right of UNDP to vary the quantity by 25 percent.

Effective Date

Jan 01, 2017

Summary of Changes

The revisions to the policy and procedures align with the new compensation package for internationally recruited staff approved by Resolution GA/RES/70/244 of the General Assembly on 23 December 2015. In accordance with Staff Regulation 3.4 (e) and Staff Rule 3.6 all staff members are obliged to report any changes to their dependency status to BMS/OHR at the time of the change ensuring accuracy in payment of benefits.

Effective Date

Jan 01, 2017

Summary of Changes

This policy replaces the “Retirement” Policy and is UNDP’s implementation of the New Compensation Package approved by the General Assembly [GA Resolution 70/244 in February 2016]. Key changes are as follows:
a) In accordance with UN Staff Regulation 9.2, the age for mandatory separation in UNDP is age 60 for staff members that are recruited before 1 January 1990; age 62 for staff members that are recruited on or after 1 January 1990 and age 65 for staff members that are recruited on or after 1 January, 2014.
b) Former staff members may not receive compensation of more than US$ 50,000 for up to six months of employment or engagement, without suspension of his or her UNJSPF retirement benefit.

Effective Date

Jan 01, 2017

Summary of Changes

The policy provides clarification and guidance as to how to use differentiated funding codes to track allocation, revenue, and expenditure on core and non-core institutional funding lines. This reflects the Cost Centre approach recently approved by the Executive Group.

Effective Date

Jan 01, 2017

Summary of Changes

The updates are intended to reduce the staff burden and expedite compliance process in respect of CDRs.
a) Offices are now required send CDRs to Implementing Partners (IPs) for verification and signature, only for the 2nd, 3rd and 4th quarters of the year. The 2nd quarter CDR will cover January to June expenses.
b) If no response is received from the IP within 30 days, a follow-up request should be sent indicating that “the Combined Delivery Report will be deemed accepted if no response received within 15 calendar days. Copies of the CDR (or evidence of follow-up where no responses are received), should be uploaded to the CDR Library (in UNDP’s Corporate Planning System) no later than 45 calendar days after the end of each quarter.

Effective Date

Jan 01, 2017

Summary of Changes

Adjustments to the POPP content on GMS income to reflect the changes arising from the 2017 enhanced planning exercise, including:
a. A discontinuation of internal distribution of GMS income for all funds except those from Vertical Funds;
b. A revised GMS rate calculator for UNDP, GEF, GFATM and MP projects
c. Recording of DPC in relation to GMS exceptions.

Effective Date

Jan 25, 2017

Summary of Changes

The entitlement formerly known as the Assignment grant is now called Settling-in grant. Under this policy, payment of the non-removal allowance is discontinued. Staff who moved prior to the implementation of the new relocation package and are in receipt of non-removal allowance will continue to receive the allowance for up to five years, or until they move to another duty station, as per current eligibility criteria.

Further, the second lump sum equivalent to one additional month of net salary previously payable under the non-removal option in case of moves to field duty stations for three years or more has been abolished. Where the letter offer issued to the staff member includes a payment of the second lump sum payment, this will be honoured.

Information and FAQs on these updates and other elements of the New Compensation Package for internationally recruited staff members in the professional and higher categories can be found on OHR website.

Effective Date

Jan 25, 2017

Summary of Changes

Eligibility to repatriation grant is subject to a minimum of five years of expatriate service. Serving staff will retain their eligibility under the current grant up to the number of years accrued at the time of implementation.

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Policy Areas

Programme and Project Management

Crisis Response

Financial Resources Management

Human Resources Management

Procurement

Partnerships

Administrative Services

Accountability

Information and Communications Technology

Security

Purchase Orders (Obligations, Maintenance and Closure)

Pre-Award Negotiations

Pre-Award Negotiations

Dependency Status and Allowances

Mandatory Age of Separation

Expenditure of Income Accrued from Cost Recovery

Combined Delivery Report (CDR)

Cost Recovery from Other Resources - GMS

Settling-In Grant

Repatriation Grant