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Property, Plant and Equipment | Acquisition and Maintenance (Furniture and Equipment) | Depreciation, Reconciliations Reports and Centralized Functions (Furniture and Equipment) | Disposal and Write-Off (Furniture and Equipment) | Acquisition and Maintenance (Plant and Property) | Depreciation, Reconciliations Reports and Centralized Functions (Plant and Property) | Disposal and Write-Off (Plant and Property) | Acquisition and Maintenance (Leasehold Improvements) | Depreciation, Reconciliations Reports and Centralized Functions (Leasehold Improvements) | Disposal and Write-Off (Leasehold Improvements) | Corporate Purchasing Card | Type of Leases and Treatment in UNDP Books | Acquisition, Renewal and Termination of Premise Leases | Equipment Leases | Developing a Business Case for Local Presence | Clearing a Local Presence | Setting Up a Local Presence | Closing a Local Presence | Authorizing Official Business Travel | UN Travel Documents and National Passport | Route, Mode of Transportation, and Standard of Accommodation | Visas at Headquarters (New York) | Vehicle Management

Property, Plant and Equipment | Acquisition and Maintenance (Furniture and Equipment) | Depreciation, Reconciliations Reports and Centralized Functions (Furniture and Equipment) | Disposal and Write-Off (Furniture and Equipment) | Acquisition and Maintenance (Plant and Property) | Depreciation, Reconciliations Reports and Centralized Functions (Plant and Property) | Disposal and Write-Off (Plant and Property) | Acquisition and Maintenance (Leasehold Improvements) | Depreciation, Reconciliations Reports and Centralized Functions (Leasehold Improvements) | Disposal and Write-Off (Leasehold Improvements) | Corporate Purchasing Card | Type of Leases and Treatment in UNDP Books | Acquisition, Renewal and Termination of Premise Leases | Equipment Leases | Developing a Business Case for Local Presence | Clearing a Local Presence | Setting Up a Local Presence | Closing a Local Presence | Authorizing Official Business Travel | UN Travel Documents and National Passport | Route, Mode of Transportation, and Standard of Accommodation | Visas at Headquarters (New York) | Vehicle Management

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9 January 2023

The following policies have been updated to reflect UNDP’s transition to its new cloud-based management platform Quantum in January 2023, replacing its previous ATLAS system. Asset Management - Property, Plant and EquipmentAsset Management Property Plant Equipment PPE Furniture and EquipmentAcquisition and Maintenance (Furniture and Equipment)Depreciation, Reconciliations Reports and Centralized Functions (Furniture and Equipment)Disposal and Write-Off (Furniture and Equipment) Plant and PropertyAcquisition and Maintenance (Plant and Property)Depreciation, Reconciliations Reports and Centra ...

The following policies have been updated to reflect UNDP’s transition to its new cloud-based management platform Quantum in January 2023, replacing its previous ATLAS system. Asset Management - Property, Plant and EquipmentAsset Management Property Plant Equipment PPE Furniture and EquipmentAcquisition and Maintenance (Furniture and Equipment)Depreciation, Reconciliations Reports and Centralized Functions (Furniture and Equipment)Disposal and Write-Off (Furniture and Equipment) Plant and PropertyAcquisition and Maintenance (Plant and Property)Depreciation, Reconciliations Reports and Centralized Functions (Plant and Property)Disposal and Write-Off (Plant and Property) Leasehold Improvements Acquisition and Maintenance (Leasehold Improvements) Depreciation, Reconciliations Reports and Centralized Functions (Leasehold Improvements) Disposal and Write-Off (Leasehold Improvements) Corporate Purchasing Card Corporate Purchasing Card Lease Management (Premises and Equipment) Type of Leases and Treatment in UNDP Books Acquisition, Renewal and Termination of Premise Leases Equipment Leases Management of Local Presences Developing a Business Case for Local Presence Clearing a Local Presence Setting Up a Local PresenceClosing a Local Presence Duty TravelAuthorizing Official Business TravelPost travelUN Travel Documents and National Passport (policy and procedures)Route, Mode of Transportation, and Standard of AccommodationVisas at Headquarters (New York) (policy and procedures) Vehicle ManagementVehicle Management

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Authorizing Official Business Travel

11 December 2020

Duty Travel

The updated Atlas Travel and Expense User Guidelines document (POPP-11-3379) is now available in the Authorizing Official Business Travel policy document. This user guide describes step by step procedures on how to process duty travel including the travel request, travel claim, and ticket reconciliation.

Authorizing Official Business Travel

20 September 2019

Duty Travel

The Authorizing Official Business Travel policy has been amended to reflect the latest changes on amount limits for group travel.Group Travel Option:- For one-time workshop participants of 20 or more who are non-staff members that do not hold a Service Contract and when:- the total travel payment (e.g. DSA and/or terminal expense) for individual participants are less than $500- UNDP provides conference organization services to, partners, donors and other UN agencies, and is requested by these donors/UN agencies to affect a payment to participants in cash at a location where banking ser ...

The Authorizing Official Business Travel policy has been amended to reflect the latest changes on amount limits for group travel.

Group Travel Option:

- For one-time workshop participants of 20 or more who are non-staff members that do not hold a Service Contract and when:
- the total travel payment (e.g. DSA and/or terminal expense) for individual participants are less than $500
- UNDP provides conference organization services to, partners, donors and other UN agencies, and is requested by these donors/UN agencies to affect a payment to participants in cash at a location where banking services are not available
- partners, donors and UN Agencies do not mandate the payment of a travel advance (80%) with the balance (20%) processed post travel through a travel claim

For workshops that meet the standard outlined above it is not compulsory to process the travel through the T&E module of Atlas. Offices should seek bank cash delivery options where available. In the absence of a bank delivery option the Project Cash Advance arrangement can be followed.

With the aim to reduce costs as well as the administrative burden, offices should treat group travel of 20 or more participants as a separate project and plan accordingly. The workshop planning should include the identification and contracting of the venue and negotiation of preferential rates, the cost savings of which will be passed on to UNDP.

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Authorizing Official Business Travel

1 August 2019

Duty Travel

Eliminated references to processing travel through the AP module. Eliminated need to obtain supervisor approval for travel 'in writing' to reflect the introduction of e-services (absence management) which now includes duty travel. Updated link to T&E user guide.

Authorizing Official Business Travel

11 May 2018

Duty Travel

One of the duty travel responsible party roles changed from "certifying officer" to "travel processor" to better reflect their duties.

Authorizing Official Business Travel

1 January 2018

Duty Travel

The policy’s ‘Templates and Guidelines’ section features the latest Atlas Travel and Expense Guidelines.

Route, Mode of Transportation, and Standard of Accommodation | Daily Subsistence Allowance (DSA) | Authorizing Official Business Travel | Other Travel Allowances and Expenses | UN Travel Documents and National Passport

Route, Mode of Transportation, and Standard of Accommodation | Daily Subsistence Allowance (DSA) | Authorizing Official Business Travel | Other Travel Allowances and Expenses | UN Travel Documents and National Passport

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12 March 2014

Duty Travel | Travel Requirements

A full review and revision of duty travel policies and procedures include the following changes: 1. Official air travel will be provided through purchasing the lowest fare in the applicable class of service, including restricted and non-refundable fares. Any changes or cancellations could require the re-purchasing of tickets, so travel plans should be confirmed prior to issuing tickets. 2. Tickets may be purchased for travel at any time during the travel day based upon business requirements, replacing the present practice of ticketing fares between the hours of 9 am to 9 pm. If security rest ...

A full review and revision of duty travel policies and procedures include the following changes: 1. Official air travel will be provided through purchasing the lowest fare in the applicable class of service, including restricted and non-refundable fares. Any changes or cancellations could require the re-purchasing of tickets, so travel plans should be confirmed prior to issuing tickets. 2. Tickets may be purchased for travel at any time during the travel day based upon business requirements, replacing the present practice of ticketing fares between the hours of 9 am to 9 pm. If security restrictions exist they will be communicated to the traveler by UNDSS during the travel security clearance process. If the office deems they are unable to arrange appropriate transportation or are unable to address the staff member’s personal security concerns due to the timing or flight arrival or departure, an exception must documented (e.g. TR at HQ) and approved by an authorizing official. 3. Eliminate cabin class downgrading for the purpose of personal side trips. 4. Leverage economies of scale: For groups of 20 or more, offices are required to secure preferential rates for participant’s hotel accommodation. The benefits will be passed on to UNDP by establishing an ad-hoc DSA rate. Heads of Bureau shall review the location selection process and authorize the most economical option, including transportation, DSA and facilities costs. 5. Minimize the need for travel by requiring senior management approval for delegations of two or more staff in a similar substantive role, per Bureau, to participate in UN meetings, including for delegations led by ASG and above. 6. Strongly encourage the early purchase of tickets at least 21 days prior to travel to secure cheaper fares, and strongly discourage itinerary changes that result in change fees and higher airfares. 7. Consider Travel Alternatives/Go Green by a) strongly encouraging the use of virtual technology as a means of communication, and require the certification by managers that there are no alternative means which are feasible to meet the objectives of the proposed travel; b) strongly encouraging the use of public transport when the duration of the journey is less than five hours (e.g., train) when it results in cost savings; c) applying provisions of the sustainable procurement policy, when finalized, to the procurement of conference and hotel facilities for UNDP conferences; and d) encouraging staff to stay at “green” hotels, e.g. through local arrangement of corporate preferential rates in frequent destinations. 8. Withdraw the entitlement for overnight DSA while traveling on a plane, and commence paying DSA from the time that the traveler arrives at the destination. Early check-in fees are reimbursable for overnight fliers, up to a maximum of 50% of the applicable DSA rate for the location. 9. Reduce transit time currently included in determining business class entitlement from four hours to two hours. 10. Establish economy class as the mode of travel for learning and personal development, irrespective of the duration of the journey 11. For staff at the ASG level, provide economy class travel for journeys of four hours or less within the same continent (excluding overnight travel when the traveler must work upon arrival). 12. Provide 100% travel advance for SC holders up to a maximum of one month’s travel entitlements, provided the value of the advance does not exceed the remaining value of the SC contract. If the travel entitlement exceeds the value of the SC contract, 80% will be paid in advance. 13. Abolish the payment of terminal allowance when transportation is provided to the traveler. 14. Limit reimbursement for costs relating to obtaining a national passport to local staff required to travel outside of the country on official business travel. 15. Eliminate the requirement for purchase orders for business travel for Country Offices and Other Units Outside of HQ in New York.

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