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Revision of sub allotment advices

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(n) Field IOVs

UNDP has agreed to record adjustments of 5.5 million.

As a result, UNOPS no longer uses the inter office voucher account.

After a certain date, the reseller exclusively requested credit notes.

He noted with satisfaction the improvement in the Organization's financial situation and the announcement that the major contributor would make a payment of 300 million in the near future, which would allow the Organization to end the year with a positive cash balance.

98. The Board noted delays in the issue of sub allotment advices by the Field Operations Division to field missions.

Some months later, the reseller filed a law suit, claiming the sums carried in the credit notes.

To the extent possible, sub allotment advices should be issued to the missions prior to incurring expenditures.

To the extent possible, sub allotment advices should be issued prior to incurring expenditures quot .

The inter office voucher account was used for the imprest account transactions effected by UNDP on behalf of UNOPS.

To the extent possible, sub allotment advices should be issued prior to incurring expenditures (see para. 101)

The supporting documents for the UNDP inter office voucher accounts were located at its Asia office and were not being transferred to New York.

32. Administrative budget and project related payment vouchers issued at Headquarters shall be prepared and approved by UNOPS staff at the Office.

(c) Except where a paid cheque is returned by the bank or a debit advice is received from the bank, a payee's written receipt shall be obtained for all disbursements.

101. The Board noted that those budget overruns were approved by the Controller in the light of particular circumstances and were revised, ex post facto, by the issue of allotment advices.

The Board confirmed that UNOPS had not reconciled the imprest, inter office voucher and inter fund accounts for the biennium 2002 2003.

The Board is, therefore, not in a position to validate whether the opening balances in Atlas are valid, accurate and complete as no validation could be performed on the inter office voucher account.

The Board apos s main concern is that the late issue of sub allotment advices and inadequate monitoring of expenditures erodes the effectiveness of the allotment system as a tool for the control of expenditure.

In its report on the biennium 2002 2003, the Board noted that no supporting documentation had been provided for the inter office voucher clearing account credit balance.

A number of final users, claiming the microprocessors were fake, returned them to the reseller, who returned them to the first seller, receiving in return in some cases replacements, and in other cases credit notes.

22. The control of expenditure by allotment is rendered ineffective by the late issue of sub allotment advices, untimely redeployment of funds and inadequate expenditure monitoring (see paras. 98 100).

The Board notes that no reconciliations have since been performed by UNOPS for the inter fund balances reported as it has been unable to produce a valid, accurate and complete general ledger from the time of its migration to Atlas.

The backlog of unprocessed field inter office vouchers (IOVs) of 8,473,317 brought forward from the previous year, together with a total of 19,863,927 inter office vouchers received for the year 2004 was reduced to 4,528,761 ( 3,337,697) by 31 December 2004.

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