Designation and Responsibilities of Signatories

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Financial Resources Management
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Designation and Responsibilities of Signatories

Main navigation

Inventory Management
- Inventory Management
Cash Banking and Investment
Financial Closure of Development Projects and Trust Funds
Financial Management and Implementation Modalities
Financial Operations Management
- Corporate Operations and Information Management
- Statutory Financial Reporting
Pipeline and Revenue Management
Expense Management
Resource Planning and Cost Recovery
Working with External Auditors
- Working with External Auditors

Focal Point

Sanjeeb Bhattarai, Paul Gravenese

Effective Date

29/07/2020

Planned Review Date

29/07/2025

Version

4.0

Latest updates

November 21, 2023 -

The Designation and Responsibilities of Signatories policy document, as well as the Delegation of Signatories procedure and the Designating Signatories for Zero Balance Accounts procedure have been updated to clarify who transactional signers are and that a UNDP bank account without any transactional signers can be allowed under UNDP’s Financial Regulations and Rules.

November 21, 2023 -

The Designation and Responsibilities of Signatories policy document, as well as the Delegation of Signatories procedure and the Designating Signatories for Zero Balance Accounts procedure have been updated to clarify who transactional signers are and that a UNDP bank account without any transactional signers can be allowed under UNDP’s Financial Regulations and Rules.

January 09, 2023 -

The policy and procedures have been updated to reflect UNDP’s transition to its new cloud-based management platform Quantum in January 2023, replacing its previous ATLAS system.

August 11, 2020 -

The Designation and Responsibilities of Signatories policy is now available in French. To access the document, click on the French language tab.

July 29, 2020 -

The Bank Account Signatory control has been updated in the policy and procedures to align with ICF.

February 20, 2020 -

The Designation and Responsibilities of Signatories policy is now available in Spanish. To access the document, click on the Spanish language tab.

December 01, 2016 -

Signatory Update Request Form has been updated.

December 01, 2015 -

Content reviewed and edited (without changing substance).

EXPAND

Relevant Regulations and Rules

UNDP Financial Regulations and Rules

Rule 125.03

Policies

Main Policy

Designation and Responsibilities of Signatories

DOCX (57.09 KB)

View Download

Procedures

Main Procedures

1

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.

2

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

3

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.

4

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.

5

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.

6

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

All Bank Accounts Signatory Update Request Form

Download

BOA 2019 Signature Card latest version template

Download

Explanatory Notes

3

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

4

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

United Nations
Development Programme

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