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Direct Cash Transfers and Reimbursements

Effective Date

Dec 01, 2020

Summary of Changes

​The Direct Cash Transfers and Reimbursements policy and procedures have been further updated as follows: Guidance has been added to Para 4 on the ICE template. Guidance has been added to Paras 22 and 23 on fraud red-flags. ICE template guidance has been added to procedure step 5.

Direct Cash Transfers and Reimbursements

Effective Date

Dec 01, 2020

Summary of Changes

​The updated Direct Cash Transfers and Reimbursements policy and procedures are now available. The summary of major changes and their implication on UNDP Offices are:Clarification has been made that NEX Advances can only be made to Partners, and not to responsible parties in full NIM projects.Clarity has been added for non-local advances to national implementation projects in paragraph 9, which should be submitted to UNDP HQ Treasury for appropriate approval in accordance with UNDP Financial Regulations and Rule 125.06.r.Added clarification that Partners may open a separate bank account for receiving and managing UNDP advances where deemed necessary.Procedures which offices should take to address unsupported payments reflected in assurance reports, including audits and spot checks, have been added.

Multiple Funding Lines for Positions

Effective Date

Dec 07, 2020

Summary of Changes

The revised guidance note for Country Office Workload Survey is now available in French. The guidance note is linked in the procedure section of the Multiple Funding Lines for Positions policy page.

GMS Fee Set-up and Collection

Effective Date

Dec 11, 2020

Summary of Changes

Step 6 of the GMS Fee Set-up and Collection procedure table was updated with the most recent hyperlink to the actual average GMS PowerBI report, derived from actual GL expenses posted to projects. The hyperlink appears in the Explanatory Notes column of the Step 6.

Authorizing Official Business Travel

Effective Date

Dec 11, 2020

Summary of Changes

The updated Atlas Travel and Expense User Guidelines document (POPP-11-3379) is now available in the Authorizing Official Business Travel policy document. This user guide describes step by step procedures on how to process duty travel including the travel request, travel claim, and ticket reconciliation.
 

Multiple Funding Lines for Positions

Effective Date

Dec 17, 2020

Summary of Changes

​The revised guidance note for Country Office Workload Survey is now available in Spanish. The guidance note is linked in the procedure section of the Multiple Funding Lines for Positions policy page.

 

Appraise and Approve

Effective Date

Dec 18, 2020

Summary of Changes

​The GEF-DOA agreement template has been uploaded to POPP and linked in procedure step 2.1 VERT for Development Projects. For GEF-funded projects, a Delegation of Authority agreement must be signed by the Resident Representative and Regional Bureau Director before the Project Document can be signed.
 

Managing Partnerships

Effective Date

Dec 31, 2020

Summary of Changes

​The Managing Partnerships policy is now available in Spanish. To access the document, click on the Spanish language tab.

Business Continuity Management

Effective Date

Dec 31, 2020

Summary of Changes

​The Business Continuity Management policy is now available in Spanish. To access the document, click on the Spanish language tab.

Harmonized Approach to Cash Transfers (HACT)

Effective Date

Jan 01, 2021

Summary of Changes

​The updated HACT POPP is now available. The summary of the major changes and their implication on UNDP Offices are:

  • Revision of the micro assessment threshold from $300k per programme cycle to $150k per annum (for partners already engaged in 2021 where the assessment cannot be performed because implementation is already underway, offices should upload a Note to File confirming the experience so far with the partner has not highlighted any risks that warrant a change in the implementation or cash transfer modality) and follow the prescriptive guidelines for non-assessed partners;
  • The approved micro assessment and assurance activity plans (generated from the HACT SharePoint site) should be uploaded to the site semi-annually no later than end of February and end of July every year have been added in para 27 (m);
  • Written approval of the Head of Office for cash transfers up to $150k issued to non-assessed partners who meet the threshold; written approval of the respective bureau for cash transfers exceeding $150k to none-assessed partners who meet the threshold have been added in para 27 (e);
  • The frequency of submitting Assurance plans has been changed from annually to semi-annually, being no later than the end of February and July of every year, has been added in para 40 (a). This will ensure continuous monitoring and revision of assurance plans;
  • Regarding spot checks, offices are now required to conduct the spot checks for Partners with actual expenditures incurred and reported exceeding $50,000 per year. This is indicated in para 6 and 40;
  • Spot checks may be performed by qualified, experienced UNDP staff who are independent of the project for Partners below the micro assessment threshold ($150,000 per annum). However, the staff would need to obtain clearance in writing by their respective bureaus after confirmation of their experience, qualification and independence to the project;
  • A revision to the frequency of audits has been added in para 6 and Table 2 where Partners that are risk rated “Low” and “Medium”, an internal control audit should be conducted at least once every other year if annual expenditure exceeds $200,000 per year. For Partners that are risk rated “Significant” and Unassessed Partners, financial audits should be conducted every year when expenditures exceed $200,000 per year. For Partners that are “High” risk rated, OFM’s written clearance is required to engage and issue cash transfers to the partner; otherwise DIM audit guidelines apply if Direct Implementation or Full Country Office Support to NIM is selected.
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