English
Locations
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1.0 |
StepIdentify and estimate costs in all anticipated programmatic and operational support from UNDP country offices and HQ cost. Include all support services and DE in development project proposals. |
Responsible PartyCountry Office Project Manager(s) |
Template/Guideline |
Explanatory NotesAll project inputs, including those provided by UNDP staff, should be fully budgeted and included in the multi-year work plan. The requirements for developing a project budget are outlined in Prepare Fully Costed Budgets for Projects. Refer to the detailed procedures for Costing and Budgeting of projects funded by the following partners: |
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2.0 |
StepAssess and budget annually, support services required from UNDP HQ and country offices in each development project. |
Responsible PartyCountry Office Project Manager(s) |
Template/Guideline |
Explanatory NotesApply workload study results to estimate and validate the cost of support and DE services from UNDP CO and HQ to projects. |
|
3.0 |
StepDetermine appropriate methodology to finance all support and DE services from development projects. |
Responsible Party
|
Template/Guideline |
Explanatory NotesDelivery Enabling Service Cost, formerly known as “Direct project costs" (services) can be charged via multi-COA positions (payroll) -preferred method, UPL/LPL billing, zero-dollar Invoices (in Quantum Payables module) and quarterly reversals from a delivery enabling services project (refer to pre-positioning capacity needs as per Annex 1 of this policy). |
|
3.1 |
StepPre-financing: When the development project COA is not available, the units can establish a delivery enabling service project (pre-financing) until information projects to be charged becomes available. |
Responsible Party |
Template/Guideline |
Explanatory NotesAtlas query for 2022 data- UN_DPC_PRE_FINANCING (KK) – KK data of all projects with fund code 11309 revenue, expense and resource balances from KK – This could be useful to monitor the budget utilization of pre-financing in KK; Atlas query for 2022 data - UN_DPC_PRE_FINANCING (GL) – GL data of all projects with fund code 11309 revenue, expense and resource balances from GL. HQ and COs pre-financing project can be set up with Atlas Quantum fund 11309. Provide a pre-financing either from XB ASL or a fund transfer from country co-financing cost-sharing fund (11888). Enter annual budget in Quantum for a pre-financing. On monthly or quarterly basis, review actual costs incurred in a pre-financing project and distribute the costs to development projects viaa zero-dollar Invoice in Quantum Payables module. |
|
3.2 |
StepPre-financing: At year-end, attribute all expenses from a pre-financing project to development projects to ensure a NIL expense in a pre-financing project. If expenses cannot be transferred to development projects due to change in workload, reverse such expenses to the office institutional budget. |
Responsible Party |
Template/Guideline |
Explanatory NotesYear-end guidelines may require a certification on DPC account and balances in pre-financing fund (11309) by each office. Review DPC exceptions reports and clear incorrect use of DPC accounts. Any expenses remaining in pre-financing project at year-end should be reviewed and documented by the office management. |
|
4.0 |
StepProvide services to projects. |
Responsible PartyHQ and Country Offices |
Template/Guideline |
Explanatory Notes |
|
5.0 |
StepReview regularly actual delivery of support services vis-à-vis actual costs incurred: Revise project budgets if necessary. |
Responsible PartyCountry Office Project Manager(s) |
Template/Guideline |
Explanatory NotesRevise position COA distribution and speed charts to reflect services required for projects; distribute expenses via a zero dollar Invoice in Quantum Payables module based on workload and UPL/LPL. |
Policy Areas
- Programme and Project Management
- Crisis Response
-
Financial Resources Management
- Inventory Management
-
Cash Banking and Investment
- Banking Arrangement
-
Cash Management
- UNFCU Share Account Management
- Management of Cash Planning/Forecasting of Cash Flows
- Management of Cash in Crisis or Emergency Situations
- Management of Zero-Balance Account System
- Bank Account Reconciliation
- Issuing Letters of Credit
- Management of Local Investments
- Safe Management
- Handling of Cash and Receipts Treasury
- Cash Arrangement
- Financial Closure of Development Projects and Trust Funds
- Financial Management and Implementation Modalities
- Financial Operations Management
-
Pipeline and Revenue Management
- Regular Resources
-
Other Resources
- Government Contributions from Net Contributing Countries (NCCs) and High Middle-Income Countries (High-MICs)
- Non-Core Contributions
- Revenue Management for Joint Programming
- Accounts Receivable
- Memorandum for Provision of Services (formerly Management Service Agreements)
- US Letter of Credit (LOC) Agreements
- Trust Fund Management
- Pipeline Management
- Country Co-Financing Cost Sharing Interest (Fund 11888), Non-Earmarked Programme Cost Sharing (Fund 30083), Country Co-Financing Project Residual balances (Fund 11890)
-
Expense Management
- Purchase Orders (Obligations, Maintenance and Closure)
- Prepayments
- Accounts Payable
- Disbursing Funds (Making Payments)
- Regular Maintenance Accounts Payable
- Hospitality Expense
- Receipt of Goods, Services and Works
- Raising E-requisitions
- Quantum Financial Closure Instructions
- Supplier Management
- Write-Off Requests, Excluding Property, Plant and Equipment and Intangible Assets
- Resource Planning and Cost Recovery
- Working with External Auditors
-
Human Resources Management
- Duties, Obligations and Privileges
- Classification of Posts
- Salaries and Related Allowances
-
Appointment and Promotion
- Types of Appointment
-
Recruitment and Selection
- Career Transitions
- Eligibility for International Benefits and Entitlements and Determination of Official UN Nationality
- Family Relationships
- Recruitment and Selection Framework Policy
- Selection and Reassignment Policy for International Rotational Posts
- Experience and Academic Qualifications
- Rules and Procedures for the UNDP Compliance Review Panel (CRP)
- Interim Roster Rules of Procedure
- Mobility
- Rank-in-Post
- Annual and Special Leave
-
Social Security
- Compensation
-
Insurance Plans
- Medical insurance: UN NY Empire Blue Cross PPO Medical Insurance
- Malicious Acts Insurance Policy (MAIP)
- Medical Insurance: UN NY Aetna Medical Insurance
- Medical Insurance: UN NY HIP Health Plan
- Medical Insurance : UN Worldwide Medical Insurance Plan
- After-Service Health Insurance: ASHI MIP
- Dental Insurance: UN NY Cigna Dental Plan
- After-Service Health Insurance: ASHI UN
- Medical Insurance: Medical Insurance Plan (MIP)
- Group Life Insurance Plan (GLIP)
- Pension Fund
- UN Clinics
- Travel and Removal Expenses
- Separation from Services
- Disciplinary Measures and Appeals
- Non-Staff
- Workforce Management
-
Procurement
- Procurement Overview
- Procurement Strategy and Planning
- Requisition
- Sourcing of Suppliers
- Procurement Methods
- Innovation, CSO engagement
- Solicitation Process
- Evaluation of Offers and Pre-award Negotiations
- Procurement Review Committees
- Award and Management of Contract
- Construction Works
- Individual Contract
- Long Term Agreements (LTAs) and Cooperation with UN Entities
- Partnerships
-
Administrative Services
- Asset Management - Property, Plant and Equipment
- Asset Management (Intangible Assets)
- Vehicle Management
- Lease Management (Premises and Equipment)
- Management of Local Presences
- Duty Travel
- Corporate Purchasing Card
- Accountability
-
Information and Communications Technology
-
ICT Security
- Information Classification and Handling
- Information Security Policy
- Personal Data Protection and Privacy Policy
- Electronic Signatures Policy
- System Acquisition, Development and Maintenance Standards
- ICT Disaster Recovery Standards for UNDP Offices
- System Logon Banner Standards
- Bring Your Own Device and Acceptable Usage of ICT Resources
- ICT Oversight
- Enterprise Solutions
- Global Services
-
ICT Security
- Security
Programme and Project Management
Financial Resources Management
- Inventory Management
-
Cash Banking and Investment
- Banking Arrangement
-
Cash Management
- UNFCU Share Account Management
- Management of Cash Planning/Forecasting of Cash Flows
- Management of Cash in Crisis or Emergency Situations
- Management of Zero-Balance Account System
- Bank Account Reconciliation
- Issuing Letters of Credit
- Management of Local Investments
- Safe Management
- Handling of Cash and Receipts Treasury
- Cash Arrangement
- Financial Closure of Development Projects and Trust Funds
- Financial Management and Implementation Modalities
- Financial Operations Management
-
Pipeline and Revenue Management
- Regular Resources
-
Other Resources
- Government Contributions from Net Contributing Countries (NCCs) and High Middle-Income Countries (High-MICs)
- Non-Core Contributions
- Revenue Management for Joint Programming
- Accounts Receivable
- Memorandum for Provision of Services (formerly Management Service Agreements)
- US Letter of Credit (LOC) Agreements
- Trust Fund Management
- Pipeline Management
- Country Co-Financing Cost Sharing Interest (Fund 11888), Non-Earmarked Programme Cost Sharing (Fund 30083), Country Co-Financing Project Residual balances (Fund 11890)
-
Expense Management
- Purchase Orders (Obligations, Maintenance and Closure)
- Prepayments
- Accounts Payable
- Disbursing Funds (Making Payments)
- Regular Maintenance Accounts Payable
- Hospitality Expense
- Receipt of Goods, Services and Works
- Raising E-requisitions
- Quantum Financial Closure Instructions
- Supplier Management
- Write-Off Requests, Excluding Property, Plant and Equipment and Intangible Assets
- Resource Planning and Cost Recovery
- Working with External Auditors
Human Resources Management
- Duties, Obligations and Privileges
- Classification of Posts
- Salaries and Related Allowances
-
Appointment and Promotion
- Types of Appointment
-
Recruitment and Selection
- Career Transitions
- Eligibility for International Benefits and Entitlements and Determination of Official UN Nationality
- Family Relationships
- Recruitment and Selection Framework Policy
- Selection and Reassignment Policy for International Rotational Posts
- Experience and Academic Qualifications
- Rules and Procedures for the UNDP Compliance Review Panel (CRP)
- Interim Roster Rules of Procedure
- Mobility
- Rank-in-Post
- Annual and Special Leave
-
Social Security
- Compensation
-
Insurance Plans
- Medical insurance: UN NY Empire Blue Cross PPO Medical Insurance
- Malicious Acts Insurance Policy (MAIP)
- Medical Insurance: UN NY Aetna Medical Insurance
- Medical Insurance: UN NY HIP Health Plan
- Medical Insurance : UN Worldwide Medical Insurance Plan
- After-Service Health Insurance: ASHI MIP
- Dental Insurance: UN NY Cigna Dental Plan
- After-Service Health Insurance: ASHI UN
- Medical Insurance: Medical Insurance Plan (MIP)
- Group Life Insurance Plan (GLIP)
- Pension Fund
- UN Clinics
- Travel and Removal Expenses
- Separation from Services
- Disciplinary Measures and Appeals
- Non-Staff
- Workforce Management
Procurement
- Procurement Overview
- Procurement Strategy and Planning
- Requisition
- Sourcing of Suppliers
- Procurement Methods
- Innovation, CSO engagement
- Solicitation Process
- Evaluation of Offers and Pre-award Negotiations
- Procurement Review Committees
- Award and Management of Contract
- Construction Works
- Individual Contract
- Long Term Agreements (LTAs) and Cooperation with UN Entities
Administrative Services
- Asset Management - Property, Plant and Equipment
- Asset Management (Intangible Assets)
- Vehicle Management
- Lease Management (Premises and Equipment)
- Management of Local Presences
- Duty Travel
- Corporate Purchasing Card
Information and Communications Technology
-
ICT Security
- Information Classification and Handling
- Information Security Policy
- Personal Data Protection and Privacy Policy
- Electronic Signatures Policy
- System Acquisition, Development and Maintenance Standards
- ICT Disaster Recovery Standards for UNDP Offices
- System Logon Banner Standards
- Bring Your Own Device and Acceptable Usage of ICT Resources
- ICT Oversight
- Enterprise Solutions
- Global Services