UNDP Financial Regulations and Rules - UNDP :: …

1 undp Financial Regulations and Rules table of Contents A. Applicability 1. Applicability B. Accountability 2. Accountability 3. Internal control 4. Audit C. Resources 5. General framework 6. Voluntary contributions to Regular Resources 7. Cost-sharing contributions to Other Resources 8. Trust fund contributions to Other Resources 9. Other contributions and revenue D. Resource Panning and Financial Authorization 10. General framework 11. Programme activities: Distribution of resources 12. Programme activities: Resource assignment 13. Institutional budget: Submission and approval 14.

2 Institutional support budget: Appropriations 15. Support services E. Utilization of Resources by Executing Entities and Implementing Partners 16. General framework 17. Designation, selection and termination of the executing entity and implementing partner 18. Financial oversight of the executing entity and implementing partner functions 19. Grants F. Utilization of Resources by undp 20. General framework 21. Procurement of goods and services 22. Verification for payments 23. Ex gratia payments G. Administration of Resources 24. Management of Supplies, Property, Plant and Equipment and other Assets 25.

3 Cash management 26. Accounting H. Definitions 27. Definitions 2 Chapter A: Applicability Document Name Financial Regulations and Rules Language(s) English Responsible (unit) Office of Finance and Administration (OFA) Creator (individual) Darshak Shah Subject (Taxonomy) Financial Resources Management Date created 1 January 2012 (as per Executive Board decision 2011/33) Mandatory Review To be amended at the time when policy changes associated with the Financial Regulations and Rules are recommended to the Executive Board Audience These undp Financial Regulations and Rules are to be used by all undp staff who are performing duties in the Financial management of undp operations, both at Headquarters, in the Country Offices and at other offices worldwide.

4 Applicability This component describes the Financial Regulations and Rules applicable to all undp operations, at Headquarters, at the Country Offices and at other undp offices worldwide. Replaces Replaces the version of 1 March 2005 Is part of Financial Regulations and Rules Related documents UN Record Ref. Version Date Author(s) Revision Notes NA 01/01/2012 OFA Reg amended to include new effective date of the Financial Regulations and Rules and Reg updated to reflect the entities to which the Financial Regulations and Rules apply. Provide feedback/ask questions: Article 1: Applicability Regulation : These Regulations shall govern the Financial management of the United Nations Development Programme ( undp ) and shall, unless otherwise provided by the General Assembly or the Executive Board or as otherwise specified in these Regulations and the annexes thereto, apply to all resources administered by undp and to all the Funds and Programmes administered by the Administrator.

5 Regulation : Amendments and exceptions to these Regulations may be made only by the Executive Board, after review by the Advisory Committee on Administrative and Budgetary Questions. Regulation : These Regulations shall become effective on 1 January 2012. Regulation : 3 In regard to any matter not specifically covered by these Regulations , the appropriate provisions of the United Nations Financial Regulations shall apply. Regulation : (a) Unless otherwise specified in (b) below, the undp Financial Regulations and Rules shall apply to all resources administered by the United Nations Capital Development Fund, by the United Nations Revolving Fund for Natural Resources Exploration, by the United Nations Fund for Science and Technology for Development and by the United Nations Volunteers Programme.

6 (b) Additions or amendments to the undp Financial Regulations and Rules , which shall be applicable to the United Nations Capital Development Fund and to the United Nations Revolving Fund for Natural Resources Exploration and which are necessary in order to take account of the special requirements of their operations, are contained in the relevant annex to the undp Financial Regulations and Rules . Rule : (a) These Rules shall apply to the Financial administration of all activities of undp except as may otherwise be provided by the General Assembly or the Executive Board.

7 (b) In regard to any matter not specifically covered by these Rules , the appropriate provisions of the United Nations Financial Regulations and Rules shall apply. 4 Chapter B: Accountability Document Name Financial Regulations and Rules Language(s) English Responsible (unit) Office of Finance and Administration (OFA) Creator (individual) Darshak Shah Subject (Taxonomy) Financial Resources Management Date created 1 January 2012 (as per Executive Board decision 2011/33) Mandatory Review To be amended at the time when policy changes associated with the Financial Regulations and Rules are recommended to the Executive Board Audience These undp Financial Regulations and Rules are to be used by all undp staff who are performing duties in the Financial management of undp operations, both at Headquarters, in the Country Offices and at other offices worldwide.

8 Applicability This component describes the Financial Regulations and Rules applicable to all undp operations, at Headquarters, at the Country Offices and at other undp offices worldwide. Replaces Replaces the version of 1 March 2005 Is part of Financial Regulations and Rules Related documents UN Record Ref. Version Date Author(s) Revision Notes N/A 01/01/2012 OFA Regs , and relates to IPSAS changes in terminology N/A 01/01/2012 OPB Reg relates to changes as a result of the Institutional Budget and the new cost classifications N/A 01/01/2012 OFA Rule updated for current undp structures and Article 4 updated for Audit changes Provide feedback/ask questions: Article 2: Accountability Regulation : The Administrator of undp is fully responsible and accountable to the Executive Board for all phases and aspects of undp activities.

9 Regulation : (a) The Administrator shall issue detailed Financial Rules and procedures in order to ensure effective Financial administration and the exercise of economy; the Administrator shall circulate the Financial Rules to the members of the Executive Board for information at least 30 days before they become effective; (b) The Administrator may amend the Financial Rules and shall circulate amendments to these Rules to the members of the Executive Board for information at least 30 days before they become effective; 5 (c) The Administrator may, when he/she deems it necessary, suspend the application of any of these Financial Rules and shall circulate suspensions of these Rules to the members of the Executive Board for information as soon as they become effective.

10 Regulation : There shall be established undp accounts in which all resources administered and utilized by undp should be recorded. Regulation : The period for the purpose of the utilization of the institutional budget shall consist of two consecutive calendar years (hereinafter referred to as the budget period), the first of which shall be an even year. Rule : (a) Powers and responsibilities delegated by the Administrator to other undp staff shall follow these Rules . A record of such delegations shall be maintained by the Assistant Administrator, Bureau of Management.