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Accounts Payable

Accounts Payable 1. An Accounts Payable invoice records a UNDP liability due to a supplier arising from the provision of goods or services to UNDP. 1. There are 3 types of invoices: 1. Standard invoice (includes PO and Non-PO invoices ) 1. Prepayment Invoice (Refer to Prepayment POPP ) 1. Credit Memo (used to record deposits) 1. An invoice is raised upon the receipt of goods and/or services and …

Content Type: Document Document Type: Policy Effective Date: 25-09-2018 Planned Review Date: 04-05-2026 Policy Area: Financial Resources Management Policy Chapter: Expense Management Policy: Accounts Payable

Background Note on Global Economic Sanctions and Procedural Guidance

Background Note on Global Economic Sanctions and Procedural Guidance 1. Background: Global Economic Sanctions UNDP is not subject to any national economic sanction regime, however UNDP’s banking partners are and they have responsibility to enforce all relevant economic sanctions regulations issued by their regulators. Financial institutions that provide banking services to UNDP are not protected …

Content Type: Document Document Type: Guide Policy Area: Financial Resources Management Policy Chapter: Expense Management Policy: Supplier Management

Disbursing Funds (Making Payments)

Disbursing Funds (Making Payments) 1. A disbursement is the release of cash to a Supplier in Quantum. All disbursements in Quantum are made from AP invoices and prepayment invoices that are approved and budget-checked. The disbursement is effected in two ways: · Payment Process Request (PPR): this is an automated batch process that creates a predefined set of payments. These can be either system …

Content Type: Document Document Type: Policy Effective Date: 18-03-2015 Planned Review Date: 09-01-2026 Policy Area: Financial Resources Management Policy Chapter: Expense Management Policy: Disbursing Funds (Making Payments)

Hospitality Expense

Hospitality Expense 1. This policy provides guidance on reimbursement of official hospitality costs incurred by UNDP at all locations a) vouchered hospitality expenses, b) UNDP’s special hospitality events, and c) representational allowance. 2. Official UNDP hospitality is intended to facilitate external networking activities undertaken by UNDP officials to serve the interest of UNDP and the …

Content Type: Document Document Type: Policy Effective Date: 31-12-2011 Planned Review Date: 01-06-2019 Policy Area: Financial Resources Management Policy Chapter: Expense Management Policy: Hospitality Expense

Hospitality expense F10-Voucher for Reimbursement of Expenses

F.10 (8-04)-E UNITED NATIONS NATIONS UNIES VOUCHER FOR REIMBURSEMENT OF EXPENSES To be completed by Finance: Amount: Cheque No. Examiner: Currency: Voucher No.: Bank No. Approving Officer: Country: Date: To be completed by the Claimant (Please type or print) Payee: Index no.: Category: R ei m b u rs em e n t Reimbursement through Payroll Duty Station: Direct deposit to Bank Account: Bank name & …

Content Type: Document Document Type: Template Policy Area: Financial Resources Management Policy Chapter: Expense Management Policy: Hospitality Expense

Interim Quick Guide for General Ledger Journal Creation Steps

Interim Quick Guide for General Ledger Journal Creation Steps for DES in Quantum (DES: Delivery Enabling Services, formerly known as DPC/Direct Project Cost) To create a journal for DES, navigate to General Accounting > Journals. In the Journal Main page, look for the Task Icon on the right. Click on the Task icon and select Create Journal. Create Journal Journals in Quantum can be categorized by …

Content Type: Document Document Type: Guide Policy Area: Financial Resources Management Policy Chapter: Expense Management Policy: Quantum Financial Closure Instructions

Prepayments

Prepayments 1. A prepayment is used when a supplier requires partial or full payment for goods or services prior to the delivery/provision of the goods or services. When paid, prepayments reflect as amounts due to UNDP and are recorded in the asset account 16065 (Prepaid Voucher Modality). As the goods or services are provided, the prepaid asset balance must be reduced, and an expense must …

Content Type: Document Document Type: Policy Effective Date: 31-12-2011 Planned Review Date: 09-01-2026 Policy Area: Financial Resources Management Policy Chapter: Expense Management Policy: Prepayments

Purchase Orders (Obligations, Maintenance and Closure)

Purchase Orders (Obligations, Maintenance and Closure) 1. An obligation creates a legal obligation arising from a contract, agreement, or other form of undertaking by UNDP or based on a liability recognized by UNDP. Such obligations are represented in Quantum by Purchase Orders (PO) . 2. Quantum uses the Document Styles for Contracts and Purchase Orders: a) Purchase Order a. Funds reservation b. …

Content Type: Document Document Type: Policy Effective Date: 01-02-2021 Planned Review Date: 01-02-2024 Policy Area: Financial Resources Management Policy Chapter: Expense Management Policy: Purchase Orders (Obligations, Maintenance and Closure)

Quantum Financial Closure Instructions

Quantum Financial Closure Instructions 1. Quantum Financial Closure Instructions refers to the process of completing the input of all accounting entries to the UNDP general ledger. This includes the recording of all business transactions for the period as well as any corrections and adjustments pertaining to prior periods. Since the general ledger forms the basis of the financial statements as …

Content Type: Document Document Type: Policy Effective Date: 29-11-2016 Planned Review Date: 17-01-2026 Policy Area: Financial Resources Management Policy Chapter: Expense Management Policy: Quantum Financial Closure Instructions

Raising E-requisitions

Raising E-requisitions 1. E-requisition is used to request procurement of goods or services, defining the specifications and covering other details such as what is needed, when it is needed, and where it is needed. From the e-requisition, a buyer will source the necessary goods or services, evaluate the offers of relevant suppliers, and conclude the process by placing a Purchase Order with a …

Content Type: Document Document Type: Policy Effective Date: 25-09-2018 Planned Review Date: 25-09-2024 Policy Area: Financial Resources Management Policy Chapter: Expense Management Policy: Raising E-requisitions

Policy Areas

Programme and Project Management

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Financial Resources Management

Human Resources Management

Procurement

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Administrative Services

Accountability

Information and Communications Technology

Security