Expense Reports Flashcards
In addition to the list of transactions, what are the other mandatory expense justifications that an IP must upload into GPS? Can this list be shared with us? Thanks
Depends: WPR, justification
If more than one expense report is submitted per quarter, how can we assess the validity of the progress report as it is submitted by the end of the quarter ?
Firstly, in making decision for multiple expense reporting during the quarter, the office needs to consider the associated transactional workload, especially ensuring that same expenses were not reported twice. If multiple expense reports are received, then the office may utilize the following approach: for interim FACE forms, the office may use monitoring and other information in possession of the office. For the end quarter FACE form, review the consistency of workplan progress report and the cumulative expenses reported during the quarter.
What % can be exceeded than the estimated itemized cost
Please refer to the policy for management of cash transfers to IPs (para 73) that requires additional review if expenses reported by IPs for any workplan activity or expense category exceed the itemized cost estimates by more than $10,000. This is threshold can be reduced by offices based on the local context.
When is the differential approach done? Is it done During the FACE review by Programme colleague ? What will be Operations Colleagues’ role?
Differentiated approach is applied for expense review. Checklists, that are available in the policy for management of cash transfers to IPs, suggest elements for programme review and operations review.
What do we do in the instance IPs did not submit FACE forms after the year accounts are closed. This often happens for fiscal year countries because for the IP, they are still in the same WP period.
It is very important to record FACE forms on a timely manner, especially at the year-end. Failure to do so will negatively impact corporate reporting and expose UNFPA to audit observations. If CO is experiencing such delays, please liaise with GMAT focal point for advice OFA@unfpa.org).
Do the IPs need to record expenses by date of invoice, or only if the payment is finalized too?
Assumption is that the question relates to expense reporting. If so, general terms and conditions for IP agreements (ref. 9.1.12) explains that expenditures and may not be reported on the FACE form prior to the conclusion of the implementation of the activity. It means that if activity is completed and goods/services received, IP can report expense.
Due to the donor fund timeline difference, IP have to report FACE form before end of quarters and UNFPA have to advance the fund, however there are some balances from other fund and GPS system not allow to process the cash advance due to the high balance. How can we proceed? Is there any change to give IP for advance or we need to wait till the other fund expenditure reported?
The restrictions for issuance of cash advances are specified in the policy for management of cash transfers to IPs (para 22-24, annex III). The restrictions apply only to aged OFA balances. The policy further explains that if restriction exists, then approval can be requested (para 24).
“is it allowed to combine expense reporting and reimbursement on the same eface?
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It is permissible to combine expenses related to cash advance and reimbursement in the same FACE form.
What to do if IP submits reimbursement of support costs after the accounts closure?
On support costs, the office needs to verify correct calculation at the time of FACE review. If the office noted that IP reported support costs not in line with the agreed rate, FACE form should be returned to IP for revision. This will allow preventing such instances in the future. However, if this is already happened, the office will need to absorb this expense from the current year budget. For such instances please alert GMAT focal point at OFA@unfpa.org as soon as the office becomes aware of such situation.
“What is the role of programme and finance colleagues in expense review / liquidation?
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Checklists, that are available in the policy for management of cash transfers to IPs, suggest elements for programme review and operations review.
“Is it appropriate for IP’s to produce progressive expense reports as per the approved planned activities and ICE, on schedule dates upon completion of activity and how long should it take for IP to compile these reports upon activity completion?
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Expense reports are submitted via FACE form. More than one FACE form can be submitted during the period however offices need to keep in mind that the processing of each FACE form is associated with the transactional workload both at IP and UNFPA side.
What are supporting docs required from IP for reimbursement modality?
Policy and procedures for management of cash transfers to IPs provides minimum requirements in relation to reimbursement modality (refer to para 43-53). For example the policy specifies the need for reimbursement authorization request accompanied by itemized cost estimate. Review of expenses follow the same procedure as for regular expense reporting by IPs (refer to para 54-76).
