Project Petty Cash Fund (PPCF)

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Home
Financial Resources Management
Cash Banking and Investment
Cash Arrangement
Project Petty Cash Fund (PPCF)

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

Paul Gravenese, Sanjeeb Bhattarai

Effective Date

31/10/2021

Planned Review Date

31/12/2025

Version

7.0

About this policy

Please also refer to Management of Petty Cash

Latest updates

January 09, 2023 -

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

February 07, 2022 -

The Project Petty Cash Fund policy is now available in French. To access the document, click on the French language tab.

November 30, 2021 -

The policy is amended for UNDSS Cash Arrangement by further clarifying the roles and responsibility for PPCF funded from UNDSS Core budget and CO Local Cost Shared Security Budget (LCSSB).

January 09, 2023 -

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

February 07, 2022 -

The Project Petty Cash Fund policy is now available in French. To access the document, click on the French language tab.

November 30, 2021 -

The policy is amended for UNDSS Cash Arrangement by further clarifying the roles and responsibility for PPCF funded from UNDSS Core budget and CO Local Cost Shared Security Budget (LCSSB).

April 30, 2021 -

An explanatory note was added to clause 1 of the Project Petty Cash Fund (PPCF) policy for the “Support to NIM” implementation.

October 21, 2020 -

The Project Petty Cash Fund (PPCF) policy has been simplified as follows:
1. Elimination of HQ Treasury approval for multiple PPCF, as long as the total amount of all PPCFs for CO remains within the prescribed limit of $2500.
2. Clarification on approval process on PPCF issued for UNDSS funded from the core budget and shared budget.

March 05, 2020 -

The Project Petty Cash Fund policy is now available in Spanish. To access the document, click on the Spanish language tab.

August 31, 2018 -

As part of the delivery acceleration measures, a proposal to modify cash management arrangements has been approved and is effective as of 1 September.

Project Petty Cash Fund (PPCF) – Account 16106:

limit increased from $1 to $2.5K
Expense limit increased from $100 to $250 per payment
RR only, can appoint SC as custodian

Treasurer may suspend cash arrangements if 3 consecutive red dashboard or related audit observation related.

December 01, 2015 -

Content reviewed and edited (minor edit without changing substance).

EXPAND

Relevant Regulations and Rules

UNDP Financial Regulations and Rules

Rule 125.09

Policies

Main Policy

Project Petty Cash Fund (PPCF)

DOCX (84.96 KB)

View Download

Related Policies

Management of Petty Cash
Petty Cash Fund for Management Project (PCF)
Project Cash on Hand for DIM Projects (PCH)
Project Cash Advance (PCA)

Procedures

Main Procedures

1

Step

Procedures for PPCF are the same as PCF Procedures except for the key differences listed below:

Authority is delegated to the RR only (not to be further delegated) to appoint a holder of Personnel Services Agreement (NPSA/IPSA) as the Custodian for PPCF. When the PPCF Custodian is a NPSA/IPSA, the replenishment request must be reviewed and approved by the Operations Manager and above, not by the Project Manager or the manager for the project office. (Refer to further guidance in ICF)
The CO's main office is required to review and approve the PPCF monthly APJV and the Operations Manager must certify the monthly reconciliation.
If the total of all PPCFs (whether one PPCF or multiple PPCFs) required is higher than the maximum level, the Head of Office must send the request to Treasurer for approval (see Annex 5: Request for Treasury Approval).
The GL Account for Project Petty Cash Fund_PPCF is 16106.
The chart fields ('COA') for PPCF AP non-PO Invoice, APJV and AR Direct Journal must be filled with the following data:

a) Account = 16106

b) Fund = relevant fund code for the project

c) Operating Unit

d) Dept

e) Impl. Agent

f) Donor

g) Project ID (this ID must be the same as the project ID in the request sent to the Treasurer)

h) Open Item Key = PPCF Custodian Staff Index ID or Supplier ID.

Year-end certification must certify the status of each PPCF, including those issued for UNDSS, by submitting the PPCF list with details (follow the exact year-end closing procedures as PCF including deposit the remaining cash in the safe into CO's bank account and full accounting/reconciliation).

Responsible Party

Template/Guideline

Explanatory Notes

Caution: Be completely familiar with the procedures for PCF and follow them for PPCF noting the differences above (especially on Internal Controls, Accounting, Reconciliation and Year-end Closure)

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