Management of Cash in Crisis or Emergency Situations

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Crisis Response
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Home
Financial Resources Management
Cash Banking and Investment
Cash Management
Management of Cash in Crisis or Emergency Situations

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

Effective Date

01/01/2012

Planned Review Date

01/06/2025

Version

1.0

Latest updates

January 10, 2022 - The Management of Cash in Crisis or Emergency Situations policy is now available in French. To access the document, click on the French language tab.

February 20, 2020 - The Management of Cash in Crisis or Emergency Situations policy is now available in Spanish. To access the document, click on the Spanish language tab.

December 01, 2015 - Content reviewed and edited (minor edit without changing substance).

Relevant Regulations and Rules

UNDP Financial Regulations and Rules

Policies

Main Policy

Management of Cash in Crisis or Emergency Situations

DOCX (92.32 KB)

View Download

Procedures

Main Procedures

1

Steps

Handling Cash Shipments - Information regarding the movements of cash must be restricted to the minimum number of people, on a need to know basis.
Communication of information regarding cash movements should be encrypted or coded, where possible. Where codes are possible they should be changed approximately every six months.
The timing of cash movements should be as unpredictable as possible. Vary flight schedules and ground routes. The frequency of such shipments should be weighed carefully against the risk arising from keeping the cash on the premises.
Where conditions permit, at least two security guards must accompany all movements of cash, in excess of US$50,000. The guards should be equipped with radio or telephone and have pre-arranged distress signals.
Arrangements must be in place to collect cash directly from the airplane or armored car upon arrival. Cash may not be stored in airport vaults, hotel rooms, unsecured offices or railway terminals etc.
Determine the feasibility of utilizing national law enforcement, armed forces or international or regional peacekeeping forces to enhance security.
To the greatest extent possible avoid using facsimiles, e-mail, the telephone or insecure radio frequencies to convey information about the movement of cash.
Cash transportation should be arranged and effected only after receiving prior written authorization of the Designated Official (DO) at the duty station.

Responsible Party

Cash Manager- Treasury,

Operations Manager – Office,

Contracted Courier

Template/Guideline

Explanatory Notes

Procedures are designed by the Cash Manager after consultation with the Operations Manager.
The Resident Representative and Operations Manager must ensure that these procedures are followed during cash transfer and storage

2

Steps

Physical Premises
Ensure that all windows and doors that are part of the area or room where cash is stored are sturdy and are securely anchored to the superstructure. Windows should be protected with steel grills, bolted from the inside.
Where possible, a burglary and anti –hold-up system with a direct link to 24 hour security staff should be installed in offices.
A 24-hour security service should be arranged

Responsible Party

Operations Manager,

Head of the office

Template/Guideline

Explanatory Notes

3

Steps

Control Procedures
Cash must be stored in a secured safe that is under dual control of designated UNDP personnel. The safe should be located in a locked room to which access is restricted. Keys to this room must be held by the DO at the duty station. It is preferable that there be two safes, one in the locked restricted room where the bulk of the cash would be stored, the other, in the secured finance area, to store the daily cash needs. This should limit the need for frequent access to the major safe.
Cash received on a daily basis by the Finance Section should be counted by two designated staff members under the supervision of the Operations Manager/ARR (Admin)/Administrative Officer or other designated Senior Staff, who signs-off on the amount of the count.
The smaller cash balances should be counted and reconciled daily, as should the major cash balance.
Surprise counts of total cash should be conducted randomly, with a minimum surprise count once monthly.
The designated "Safe Custodians" will be accountable for cash discrepancies discovered during cash counts.
Surprise cash counts should be done by a designated Senior UNDP Staff Member who does not have direct or supervisory responsibility for accounting for receipt and disbursements of cash.
Any cash theft should be reported immediately to the Treasurer and the Office of Audit and Investigations (OAI).
Decisions relating to the inclusion of local authorities should be made after consultation with the Office of Human Resources, BOM and probably reference to the United Nations Department of Safety and Security (UNDSS) at UNHQ.

Responsible Party

Cash Manager,

Treasuary,

Resident Representative,

Operations Manager

Template/Guideline

Explanatory Notes

United Nations
Development Programme

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