Step

​Send signed FACE forms with copies of supporting documents as necessary to UNDP, including the ICE template. Maintain all original supporting documentation.

Responsible Party

Partner

Template/Guideline

Explanatory Notes

Since 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).
The FACE form signed by the designated official is the supporting documentation used by UNDP to process payment.

Step

Ensure signature on the FACE form matches with the record of partner authorized signatures.

Responsible Party

UNDP Programme Officer

Template/Guideline

Explanatory Notes

Internal 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.

Step

Review request and background documents where applicable for reasonableness and consistency with the project budget and annual work plan

Responsible Party

UNDP Programme Officer

Template/Guideline

Explanatory Notes

Step

Confirm that request is within the available Quantum project budget and available resources.

Responsible Party

UNDP Programme Officer

Template/Guideline

Explanatory Notes

Report (PowerBI) and Quantum Project Budget Balance Report can be used to monitor the reported Partner expenditures and budgets.

Step

Ensure supplier name, address and banking details are supplied.

Responsible Party

UNDP Programme Officer

Template/Guideline

Explanatory Notes

Periodically review the supplier master file to avoid duplication of suppliers.

Step

Verify 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.​
If the supplier does not already exist, create and approve the supplier profile in Quantum.
If the Quantum external access facility is used, then the partner creates the supplier profile and the accounts payable (AP) invoices. Before approving the supplier and payment invoice, UNDP verifies the supplier.

Responsible Party

Buyer/supplier maintenance officer [level approver]/GSSC Approver

Template/Guideline

Explanatory Notes

Check 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

Step

If 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 Party

UNDP Programme Officer,

UNDP CO Approver

Template/Guideline

Explanatory Notes

Direct 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.

Step

Reject payment request where results of review are not satisfactory.
Communicate with the partner to resolve contentious matters.

Consider any other knowledge that should prevent payment by UNDP i.e., fraud red flags, and seek adequate explanation as appropriate.

Responsible Party

UNDP CO Approver

Template/Guideline

Explanatory Notes

Step

​Review Quantum  Invoice, FACE forms and supporting documents for consistency and proper authorization (i.e., signed by authorized official).

Responsible Party

GSSC Second Approver

Template/Guideline

Explanatory Notes

Internal control—second approval

Step

Disburse funds.  See POPP: Disbursing Funds

Responsible Party

Template/Guideline

Explanatory Notes

Internal control—third approval

 

Step

Inform partner when payments are made.

Responsible Party

UNDP Programme Officer

Template/Guideline

Explanatory Notes

Step

Reject the expense where information becomes available that questions the appropriateness of direct payments already made.

Responsible Party

UNDP Programme Officer

Template/Guideline

Explanatory Notes

In 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. .