Prepayments

Skip to main content

Programme and Operations
Policies and Procedures

Policy Areas
What's new
Index
Glossary

Search

Français
Español

Login

Policy Areas
What's new
Index
Glossary

English

Locations

Policy Areas

Programme and Project Management
Crisis Response
- Standard Operating Procedure for Crisis Response and Recovery
  - Standard Operating Procedure for Crisis Response and Recovery
- Financial Resources for Response
  - Allocation of TRAC 3 Resources for Crisis Engagements
Financial Resources Management
Human Resources Management
Procurement
Partnerships
Administrative Services
Accountability
Information and Communications Technology
Security

Select Language

Programme and Project Management
Crisis Response
Financial Resources Management
Human Resources Management
Procurement
Partnerships
Administrative Services
Accountability
Information and Communications Technology
Security

Programme and Project Management

Programming Standards
Design
Implement
Close
- Close and Transition

Crisis Response

Standard Operating Procedure for Crisis Response and Recovery
- Standard Operating Procedure for Crisis Response and Recovery
Financial Resources for Response
- Allocation of TRAC 3 Resources for Crisis Engagements

Financial Resources Management

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

Human Resources Management

Duties, Obligations and Privileges
- Standards of Conduct
  - UNDP Legal Framework for Addressing Non-Compliance with UN Standards of Conduct
- Harassment, Sexual Harassment, Discrimination, and Abuse of Authority
  - Harassment, Sexual Harassment, Discrimination, and Abuse of Authority
Classification of Posts
- Job Evaluation
Salaries and Related Allowances
Appointment and Promotion
Annual and Special Leave
Social Security
Travel and Removal Expenses
- Entitlement Travel
- Relocation Shipment
  - Relocation Shipment
Separation from Services
- Entitlements upon Separation
- Types of Separation
Disciplinary Measures and Appeals
- UNDP Legal Framework for Addressing Non-Compliance with UN Standards of Conduct
Non-Staff
Workforce Management
- Organizational Unit Restructuring
  - Organizational Unit Restructuring
- Performance Management
  - Performance Management and Development
  - Probation upon Appointment

Procurement

Procurement Overview
Procurement Strategy and Planning
- Procurement Forecasting and Delivery
- Transactional Procurement Strategies and Procurement Planning
Requisition
- Requisition and Procurement of Goods, Civil Works and Services
Sourcing of Suppliers
- Sourcing and Market Research
- Vendor Sanctions
Procurement Methods
- Procurement Methods
Innovation, CSO engagement
Solicitation Process
Evaluation of Offers and Pre-award Negotiations
- Evaluation of Offers
- Pre-Award Negotiations
Procurement Review Committees
- Procurement Oversight and Procurement Review Committees
Award and Management of Contract
Construction Works
- Construction Works
Individual Contract
- Individual Contract
Long Term Agreements (LTAs) and Cooperation with UN Entities
- Long Term Agreements (LTAs) and Cooperation with UN Entities

Partnerships

Managing Partnerships
- Managing Partnerships
Private Sector
- Policy on Due Diligence and Partnerships with the Private Sector
- Private Sector Partnerships
Foundations
- Foundations

Administrative Services

Asset Management - Property, Plant and Equipment
Asset Management (Intangible Assets)
- Intangible Assets
Vehicle Management
- Vehicle Management
Lease Management (Premises and Equipment)
Management of Local Presences
- Establishing UNDP-supported presence outside a country office
- Closing a Local Presence
Duty Travel
Corporate Purchasing Card
- Corporate Purchasing Card

Accountability

Accountability System Policy
- Accountability System Policy
Information Disclosure
- Information Disclosure
Internal Control Framework (ICF)
- Internal Control Framework
- Anti-Fraud Policy
Risk Management
- Enterprise Risk Management
- Anti-Money Laundering and Countering the Financing of Terrorism Policy
Business Continuity Management
- Business Continuity Management
Delegation of Authorities
- Delegation of Authorities
- Participation and Role of UNDP Delegates at Major International Conferences and Events
Ethics
Evaluation
- Evaluation Policy
Managing Prescriptive Content
- Managing Prescriptive Content

Information and Communications Technology

ICT Security
ICT Oversight
- Change Control and Release Management Standards
Enterprise Solutions
Global Services
- UNDP ICT Standards

Security

Framework of Accountability for Security
- Framework of Accountability for Security
Security Policy
- Security Policy
Commercial Air Travel Safety
- Commercial Air Travel Safety Guidelines

Home
Financial Resources Management
Expense Management
Prepayments

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

Amat O. Kebbeh

Effective Date

31/12/2011

Planned Review Date

09/01/2026

Version

5.0

Latest updates

December 13, 2023 - The Prepayments policy and the Create Prepayment procedure have been updated to reflect the recent technical solution in Quantum which has resolved double encumbrance of resources in the processing of prepayments.

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.

September 30, 2022 - The Prepayments policy has been updated to c

December 13, 2023 - The Prepayments policy and the Create Prepayment procedure have been updated to reflect the recent technical solution in Quantum which has resolved double encumbrance of resources in the processing of prepayments.

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.

September 30, 2022 - The Prepayments policy has been updated to clarify that the requirement for a bank guarantee and limitation of 20% of the contract value is not applicable to UN Agencies.

February 23, 2022 - The Prepayments policy is now available in French. To access the document, click on the French language tab.

March 13, 2020 - The Prepayments policy is now available in Spanish. To access the document, click on the Spanish language tab.

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

EXPAND

Relevant Regulations and Rules

UNDP Financial Regulations and Rules

Financial Rule 125.11.

Policies

Main Policy

Prepayments

DOCX (76.22 KB)

View Download

Procedures

Main Procedures

1

Steps

Create Pre-payment – Create Purchase Order

Responsible Party

Buyer

Template/Guideline

Explanatory Notes

In order to make a prepayment, an approved purchase order (PO) for the entire procurement transaction (not just the prepayment amount) must exist in Quantum. See Purchase Orders/Commitments.

2

Steps

Complete Prepayment invoice Request (Prepayment) form

Responsible Party

Staff

Template/Guideline

Explanatory Notes

Based on pro-forma invoice, contract, or other supporting documentation, a Prepayment Invoice Request form is completed, referencing the related approved PO#. The Prepayment Invoice Request form along with a hard copy of the PO and all other supporting documentation must be forwarded to the Project Manager for approval.

The Payable Infolet-Prepaid shows all aged & outstanding prepayments which can be exported to Excel.

3

Steps

Review Prepayment Invoice Request Form

Responsible Party

Project Manager

Template/Guideline

Explanatory Notes

Review the Prepayment Invoice Request form and supporting documentation and decides whether or not to approve. If approved, the Prepayment Invoice Request form and supporting documentation are forwarded to Finance.

4

Steps

Create Prepayment Invoice

Responsible Party

Finance

Template/Guideline

Explanatory Notes

Create and complete the prepayment invoice with supporting document in Quantum, validate and initiate approval. Quantum will automatically route to designated Approving Manager who needs to check PO reference (if any), COA (which includes only GL distribution combination) and supplier information. The project segment of the CoA should not be included in the prepayment invoice given that the PO has already encumbered resources at PPM level during the approval process. Upon liquidation of the prepayment the full project COA is required, which includes the PPM segment.

5

Steps

Approve the Prepayment Invoice

Responsible Party

Approving Manager

Template/Guideline

Explanatory Notes

Review supporting documentation and approve the prepayment invoice in Quantum if appropriate. Unlike in the case of a standard PO matched invoice, the information from the PO is not automatically copied on the prepayment invoice. Therefore, approving manager should ensure that:

The amount and timing of the prepayment are consistent with the contract, agreement, TOR, PO, etc.

The supplier and COA (GL Segment only) are correct.

6

Steps

Disburse the prepayment

Responsible Party

Finance

Template/Guideline

Explanatory Notes

Disburse the prepayment once the prepayment invoice is approved by the Approving Manager.

United Nations
Development Programme

Twitter
LinkedIn
Facebook
Instagram
Youtube

About the Portal
Contact Us
Terms of Use