1 |
StepsSend signed FACE forms with copies of supporting documents as necessary to UNDP, including the ICE template. Maintain all original supporting documentation. |
Responsible PartyPartner |
Template/Guideline |
Explanatory NotesSince the partner is responsible for procurement copies of supporting documentation are only supplied when specifically requested by UNDP (when a greater degree of oversight is deemed necessary). |
2 |
StepsEnsure signature on the FACE form matches with the record of partner authorized signatures. |
Responsible PartyUNDP Programme Officer |
Template/Guideline |
Explanatory NotesInternal control—first approval Note that as the procurement has been performed by the partner, the transaction for UNDP begins with Quantum Accounts Payable (AP) module Invoice regardless of amount. |
3 |
StepsReview request and background documents where applicable for reasonableness and consistency with the project budget and annual work plan |
Responsible PartyUNDP Programme Officer |
Template/Guideline |
Explanatory Notes |
4 |
StepsConfirm that request is within the available Quantum project budget and available resources. |
Responsible PartyUNDP Programme Officer |
Template/Guideline |
Explanatory NotesReport (PowerBI) and Quantum Project Budget Balance Report can be used to monitor the reported Partner expenditures and budgets. |
5 |
StepsEnsure supplier name, address and banking details are supplied. |
Responsible PartyUNDP Programme Officer |
Template/Guideline |
Explanatory NotesPeriodically review the supplier master file to avoid duplication of suppliers. |
6 |
StepsVerify that the supplier is authentic, is not on the UN Security Council 1267 Committee's list of terrorists and terrorist financiers, and is not on the UNDP list of suspended and removed suppliers. |
Responsible PartyBuyer/supplier maintenance officer [level approver]/GSSC Approver |
Template/Guideline |
Explanatory NotesCheck the Lexis-Nexis dashboard to confirm if the supplier is listed in the sanctioned list, and if so the Office will need to contact Vendor Review Committee(VRC) for advise on how to proceed with the pending payments due to the sanctioned supplier |
7 |
StepsIf all is in order, the FACE form shall be approved by the Head of Office, accept the payment request and raise invoice in Quantum AP module; sign and submit it to the approving officer. |
Responsible PartyUNDP Programme Officer, UNDP CO Approver |
Template/Guideline |
Explanatory NotesDirect Payments shall only be made in local currency. Requests for non-local currency payments should be submitted to UNDP HQ Treasury for appropriate approval in line with POPP. When the project document or the annual work plan have clearly identified activities and expenditures to be incurred in non-local currency, UNDP HQ Treasury approval is not required. All such cases should be approved by the Head of the Office. Offices should submit to GSSC the necessary supporting related to non-local disbursement. |
8 |
StepsReject payment request where results of review are not satisfactory. Consider any other knowledge that should prevent payment by UNDP i.e., fraud red flags, and seek adequate explanation as appropriate. |
Responsible PartyUNDP CO Approver |
Template/Guideline |
Explanatory Notes |
9 |
StepsReview Quantum Invoice, FACE forms and supporting documents for consistency and proper authorization (i.e., signed by authorized official). |
Responsible PartyGSSC Second Approver |
Template/Guideline |
Explanatory NotesInternal control—second approval |
10 |
StepsDisburse funds. See POPP: Disbursing Funds |
Responsible Party |
Template/Guideline |
Explanatory NotesInternal control—third approval |
11 |
StepsInform partner when payments are made. |
Responsible PartyUNDP Programme Officer |
Template/Guideline |
Explanatory Notes |
12 |
StepsReject the expense where information becomes available that questions the appropriateness of direct payments already made. |
Responsible PartyUNDP Programme Officer |
Template/Guideline |
Explanatory NotesIn Quantum, expenses recorded from direct payment are reversed in the Quantum AP module and a corresponding accounts receivable is recognised in GL account 14095 Non-Staff Receivable - Miscellaneous. . |