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GMS Fee Set-up and Collection

19 July 2023

Cost Recovery from Programmes funded by Regular and Other Resources

The Guidance Note on GMS Setup in Quantum has been revised to provide further details on Internal Funding (e.g. ASL Fund 11507, UNDP Fund 30084) that should set to enable the burdening and that the Zero-Dollar Invoice should be used to adjust under/over-charged GMS due to exchange rate differences. The revised Guidance Note on GMS Setup in Quantum has been published in Step 2 and Step 6 of the GMS Fee Set-up and Collection procedure.

GMS Fee Set-up and Collection

20 March 2023

Cost Recovery from Programmes funded by Regular and Other Resources

Following the launch of zero-dollar invoices in the Quantum payables module to support cost-recovery including delivery enabling services (DES) costs (formerly known as direct project costs (DPC)) and replace former GLJE capabilities, the Guidance Note on GMS Setup in Quantum has been updated in step 2 of the procedures to reflect this.

GMS Fee Set-up and Collection

9 February 2023

Cost Recovery from Programmes funded by Regular and Other Resources

The Guidance Note on GMS setup in Quantum has been updated in procedure step 2 and step 6 to incorporate how to set up GMS share with COs for the global or regional projects, revising the GMS rate of a current project and impact of incorrect exchange rate applied to the GMS on payment in non-USD currency if using different Expenditure Item Date than the Invoice Date

Disbursing Funds (Making Payments) | Prepayments | Regular Maintenance Accounts Payable | Refunds to Donors | Financial Statements | Record Retention, Data Security and Contingency | Certified Financial Reports | Maintenance and Usage of Chart of Accounts | Core Contributions | Non-Core Contributions | Revenue Management for Joint Programming | US Letter of Credit (LOC) Agreements | Accounts Receivable | Government Contribution to Local Office Costs (GLOC) from LIC and MIC | Inventory Management | Designation and Responsibilities of Signatories | Establishment and Use of Electronic Banking Systems | Opening and Closing of Bank Accounts | Cash Operations | Petty Cash Fund for Management Project (PCF) | Project Cash Advance (PCA) | Project Cash on Hand for DIM Projects (PCH) | Bank Account Reconciliation | Management of Cash Planning/Forecasting of Cash Flows | Management of Zero-Balance Account System | UNFCU Share Account Management | Supplier Banking Information Set-up for IBAN | Electronic Funds Transfer Standards | Management of Petty Cash | Handling of Cash and Receipts Treasury | Project Petty Cash Fund (PPCF) | GMS Fee Set-up and Collection | Universal Price List (UPL) and Local Price List (LPL) | Multiple Funding Lines for Positions | Use of UPL and LPL | Harmonized Conceptual Funding Framework and Cost Recovery Methodology | Cost Recovery from Other Resources - GMS | Expenditure of Income Accrued from Cost Recovery | Government Contributions from Net Contributing Countries (NCCs) and High Middle-Income Countries (High-MICs) | Planning and Paying for Delivery Enabling Services to Projects | Service Clearing Account (SCA): Charging, Billing and Fee Collection | UN Agency Services | Pass-Through Fund Management: UNDP as a Participating UN Organization | Parallel Fund Management | Pass-Through Fund Management: UNDP as a Participating UN Organization | Pass-Through Management: UNDP as Administrative Agent (AA) | Pooled Fund Management

Disbursing Funds (Making Payments) | Prepayments | Regular Maintenance Accounts Payable | Refunds to Donors | Financial Statements | Record Retention, Data Security and Contingency | Certified Financial Reports | Maintenance and Usage of Chart of Accounts | Core Contributions | Non-Core Contributions | Revenue Management for Joint Programming | US Letter of Credit (LOC) Agreements | Accounts Receivable | Government Contribution to Local Office Costs (GLOC) from LIC and MIC | Inventory Management | Designation and Responsibilities of Signatories | Establishment and Use of Electronic Banking Systems | Opening and Closing of Bank Accounts | Cash Operations | Petty Cash Fund for Management Project (PCF) | Project Cash Advance (PCA) | Project Cash on Hand for DIM Projects (PCH) | Bank Account Reconciliation | Management of Cash Planning/Forecasting of Cash Flows | Management of Zero-Balance Account System | UNFCU Share Account Management | Supplier Banking Information Set-up for IBAN | Electronic Funds Transfer Standards | Management of Petty Cash | Handling of Cash and Receipts Treasury | Project Petty Cash Fund (PPCF) | GMS Fee Set-up and Collection | Universal Price List (UPL) and Local Price List (LPL) | Multiple Funding Lines for Positions | Use of UPL and LPL | Harmonized Conceptual Funding Framework and Cost Recovery Methodology | Cost Recovery from Other Resources - GMS | Expenditure of Income Accrued from Cost Recovery | Government Contributions from Net Contributing Countries (NCCs) and High Middle-Income Countries (High-MICs) | Planning and Paying for Delivery Enabling Services to Projects | Service Clearing Account (SCA): Charging, Billing and Fee Collection | UN Agency Services | Pass-Through Fund Management: UNDP as a Participating UN Organization | Parallel Fund Management | Pass-Through Fund Management: UNDP as a Participating UN Organization | Pass-Through Management: UNDP as Administrative Agent (AA) | Pooled Fund Management

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9 January 2023

The following policies and procedures have been updated to reflect UNDP's transition to its new cloud-based management platform Quantum in January 2023, replacing its previous ATLAS system. Expense Management Disbursing Funds (Making Payments) (policy and procedures)Prepayments (policy and procedures)Regular Maintenance Accounts Payable (policy and procedures) Financial Closure of Development Projects and Trust FundsRefunds to Donors (policy only) Financial Operations ManagementFinancial Statements (policy only)Record Retention, Data Security and Contingency (policy only)Certified Financial ...

The following policies and procedures have been updated to reflect UNDP's transition to its new cloud-based management platform Quantum in January 2023, replacing its previous ATLAS system. Expense Management Disbursing Funds (Making Payments) (policy and procedures)Prepayments (policy and procedures)Regular Maintenance Accounts Payable (policy and procedures) Financial Closure of Development Projects and Trust FundsRefunds to Donors (policy only) Financial Operations ManagementFinancial Statements (policy only)Record Retention, Data Security and Contingency (policy only)Certified Financial Reports (policy only)Maintenance and usage of Chart of Accounts (policy and procedures) Pipeline and Revenue ManagementCore Contributions (policy and procedures)Non-Core Contributions (policy and procedures)Revenue Management for Joint Programming (policy only)US Letter of Credit (LOC) Agreements (policy and procedures)Accounts Receivable (policy only)Government Contribution to Local Office Costs (GLOC) from LIC and MIC (policy and procedures) Inventory Management Inventory Management (policy and procedures) Cash Banking and InvestmentDesignation and Responsibilities of Signatories (policy and procedures)Establishment and Use of Electronic Banking Systems (policy and procedures)Opening and Closing of Bank Accounts (policy and procedures)Cash Operations (policy only)Petty Cash Fund for Management Project (PCF) (policy and procedures)Project Cash Advance (PCA) (policy and procedures)Project Cash on Hand for DIM Projects (PCH) (policy only)Bank Account Reconciliation (policy and procedures)Management of Cash Planning/Forecasting of Cash Flows (policy and procedures)Management of Zero-Balance Account System (procedures only)UNFCU Share Account Management (policy and procedures)Supplier Banking Information Set-up for IBAN (procedures only)Electronic Funds Transfer Standards (policy only in ICT section)Management of Petty Cash (policy only) Handling of Cash and Receipts Treasury (policy and procedures)Project Petty Cash Fund (PPCF) (policy and procedures) Resource Planning and Cost RecoveryGMS Fee Set-up and CollectionUniversal Price List (UPL) and Local Price List (LPL) (policy and procedures)Multiple Funding Lines for Positions (policy and procedures)Use of UPL and LPL (policy and procedures)Harmonized Conceptual Funding Framework and Cost Recovery MethodologyCost Recovery from Other Resources - GMSExpenditure of Income Accrued from Cost RecoveryGovernment Contributions from Net Contributing Countries (NCCs) and High Middle-Income Countries (High-MICs)Planning and Paying for Delivery Enabling Services to Projects (procedures only)Service Clearance Account (SCA), Charging, Billing and Fee Collection (policy and procedures)UN Agency Services (policy and procedures) Financial Management and Implementation ModalitiesPass-Through Fund Management: UNDP as a Participating UN Organization (policy only)Parallel Fund Management (policy only)Pass-Through Fund Management: UNDP as a Participating UN Organization (policy only)Pass-Through Management: UNDP as Administrative Agent (AA) (policy only)Pooled Fund Management (policy and procedures)

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Cost Recovery from Other Resources - GMS

14 June 2022

Cost Recovery from Programmes funded by Regular and Other Resources

The GMS rate table and contents are updated to reflect (i) Executive Board Decision on 5% for Individuals, (ii) OPG approval on applying 7% for Government Cost Sharing where UNDP provides support services to the government in its capacity as a Global Fund grant recipient, (iii) abbreviation changed from GFATM to GF, (iv) approval authority from Chief Finance Officer to BMS Director and (v) the updated table for Direct costs vs. Indirect costs from PPM.

Cost Recovery from Other Resources - GMS

14 January 2022

Cost Recovery from Programmes funded by Regular and Other Resources

The GMS rate table is updated to reflect a minimum 7% for UN Secretariat Offices, Funds and Departments identified in the UN System Chart (yellow section) under the section on UN to UN Agency Contribution Agreement.

Harmonized Conceptual Funding Framework and Cost Recovery Methodology

28 October 2021

Cost Recovery from Programmes funded by Regular and Other Resources

Paragraph 15 (b) of the policy has been updated with the links in Step 3.2 of Formulate Development Projects procedures and in Step 1.1 of ‘Formulate Development and Institutional Effectiveness Project’ procedures of the Formulate Programmes & Projects policy. The links provide guidance on what are the direct costs and indirect costs that should be included as part of the project budget. This is ‘Prepare Fully Costed Budgets for Projects’ and ‘Annex 1’.

Cost Recovery from Other Resources - GMS

27 August 2021

Cost Recovery from Programmes funded by Regular and Other Resources

Updated the links on the Related Policies section. Updated links on step 2 of the Procedures table. Added template for inter-office memorandum on step 3 of the Procedures table.

GMS Fee Set-up and Collection

11 December 2020

Cost Recovery from Programmes funded by Regular and Other Resources

Step 6 of the GMS Fee Set-up and Collection procedure table was updated with the most recent hyperlink to the actual average GMS PowerBI report, derived from actual GL expenses posted to projects. The hyperlink appears in the Explanatory Notes column of the Step 6.

Cost Recovery from Other Resources - GMS

11 June 2020

Cost Recovery from Programmes funded by Regular and Other Resources

On June 11, the EG approved BMS’ recommendation to change the policy on the application of the GMS rates for International Financial Institutions (IFIs). A GMS rate of 5% is now applicable for all IFIs with an annual volume that exceeds $50M for loan or credit guarantee implementation support. The current GMS rate of 8% will continue to apply for grant financing, and to financing from IFIs below the annual volume threshold.A Guidance Note on GMS (Indirect Costs) for International Financial Institutions is available as a hyperlink in the table under clause 7 of the Cost Recovery from Other Res ...

On June 11, the EG approved BMS’ recommendation to change the policy on the application of the GMS rates for International Financial Institutions (IFIs). A GMS rate of 5% is now applicable for all IFIs with an annual volume that exceeds $50M for loan or credit guarantee implementation support. The current GMS rate of 8% will continue to apply for grant financing, and to financing from IFIs below the annual volume threshold.

A Guidance Note on GMS (Indirect Costs) for International Financial Institutions is available as a hyperlink in the table under clause 7 of the Cost Recovery from Other Resources - GMS policy and is available in the POPP library (document ID POPP-11-3262).

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