The Global Programming System (GPS), Implementing Partners User Guide

GPS IP USER GUIDE
2017

The Global Programming System
(GPS)

Implementing Partners User Guide

Version 1
July 2017

This document is optimized to be used in electronic format.
Contains hyperlinks and bookmarks.
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Table of Contents
!! Welcome to the Global Programming System !!
1. Accessing GPS.
1.1 ATLAS User Account for IP
1.1.1 Requesting account
1.1.2 User account creation
1.1.3 Changing the password of the account
1.1.4 Incorrect or forgotten password.
1.2 GPS home screen
1.3 The eFACE Management page
2. The IP Setup Page
3.Direct Cash Transfer (DCT) FACE Request
3.1 Cash Advance Request
3.1.1 Cash advance request data entry and IP Submission
3.2 Expense Report
3.2.1 Expense report data entry and IP Submission
4. Workplan Progress Reports
4.1 WPR Data Entry
4.1.1 Workplan Indicators
4.1.2 Activities
4.1.3 The ‘No Progress to Report’ button
4.2 WPR submission
4.3 WPR Approval/Rejection
5. Direct Payment
5.1 DPR Data Entry
6 Reimbursement
6.1 Reimbursement Data Entry
Glossary of terms
Annex 1: Nature of Transaction

!! Welcome to the Global Programming System !!
The Global Programming System -GPS- is UNFPA’s electronic workplan management system. Within GPS, the Implementing Partners -IPs- have access to dedicated pages for:

1. Preparation and submission of Financial Authorization and Certificate of Expenditure -FACE- Forms
2. Preparation and submission of Direct Payment Requests -DPR-
3. Preparation and submission of Workplan Progress Reports -WPR-

The GPS works as a component of a larger computer system, called ATLAS. Consequently, to use the GPS pages, the IPs require ATLAS user accounts. ATLAS user accounts are created by UNFPA staff and provided to registered IPs only.

The GPS is a cloud-based system, which means the IPs don’t need to install special software to make use of the GPS. The only requirement is a computer with an internet connection and an internet browser. Any of the major internet browsers will work well with GPS (e.g. Google Chrome, Mozilla Firefox, Internet Explorer, Opera, Safari). However, UNFPA recommends the use of Google Chrome or Mozilla Firefox in case problems are experienced using a different browser.

Although GPS functions well in Tablets and other portable devices, the use of a desktop or laptop computer is recommended for a better visualization of the GPS pages, which are usually too big for tablets and small devices. For the same reason, usage of GPS on mobile phones is discouraged.

The following diagram presents the main GPS components, and the respective section of this User Guide:

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1. Accessing GPS.
An ATLAS user account is required for accessing GPS. Your UNFPA counterpart will assist you in the creation and administration of your ATLAS account.

1.1 ATLAS User Account for IP
UNFPA will create one user account for each IP. The user account can be shared by as many IP personnel as necessary. The GPS does not allow for electronic approvals / electronic signatures, so each IP is free to decide who enters the information in GPS as long as the signature in the printout document is that of an authorized officer as per the IP Agreement. The user account can be kept active for many years. There is no need to obtain a different user account every time a workplan is signed.

1.1.1 Requesting account
The IP can request from their UNFPA counterpart the creation of a User Account. The request can be made verbally or in writing. When requesting the account, the implementing partner needs to designate one of its personnel as Focal Point for the user account. Passwords and other information related to the management of the user account will be sent to the email address of the focal point.

The UNFPA counterpart will process the request and will proceed to the creation of the account. Please allow two-three business days for the request to be processed.

1.1.2 User account creation
As soon as the UNFPA office has created the account, an email will be sent to the email address of the designated user account focal point. The email will be sent from a no-reply UNFPA email account. When expecting the notification, make sure to check your email ‘spam’ folder, some email providers may classify the email message as such.

The email will contain the User ID and the Password required to accessing GPS. Please make sure to take note of those:
* User ID: This is the User ID assigned to your user account. You will use this every time you log into GPS. An example of a User ID is ‘PN6018.John.Smith’ Please note that ‘PN6018’, ‘John’ and ‘Smith’ are separated using periods (.)
* Password: This is the password for your User ID.

The message will also include a hyperlink to the login page for GPS. Click on the hyperlink and you will be taken to the eSupplier system, which is the subcomponent of ATLAS used to access GPS. To increase security, UNFPA requests that you change your password the first time you use the system.

1.1.3 Changing the password of the account
The following steps will guide you through the steps for changing the password:

1. In the login page, click on the ‘Change Password’ hyperlink.

2. The Password Change Request page will open. Enter the username provided in the email (User name and User ID are the same thing)
3. Enter the password provided in the email
4. Enter a New Password for the account. The new password has the following rules: It must be 8-16 characters in length, must contain at least 2 letters, 1 uppercase and 1 lowercase, and at least 1 digit.
5. Type the New Password once again.
6. Click on the Change Password button to complete the process.

ATLAS will notify you if there was any error in the information you entered. Otherwise, it will confirm that the password change was successful.

Click continue to be taken to the entry screen for GPS.

Box 1: Periodical change of password.
For security reasons, Atlas passwords expire every 90 days. After the password has expired, the next time you try to login the system will automatically take you to the Password Change Request page. Passwords cannot be re-used, you will need to enter a different password after each 90-day period.
1.1.4 Incorrect or forgotten password.
If an incorrect Atlas password is entered three times consecutively, Atlas will automatically block the account. Un-blocking an account is a time consuming process. For that reason, extreme caution should be observed when login fails due to incorrect password.

If the password is forgotten or it ceases to work, the IP will need to request their UNFPA counterpart to provide a new password for the account. The new password will be provided in an email addressed to the IP Focal Point for the account.

IMPORTANT: For security reasons, the ‘Forgotten Password’ link in the ATLAS login page will be ineffective for the IP accounts. Only the UNFPA GPS administrators can reset the passwords for IPs

1.2 GPS home screen
Once you enter the User ID and Password in the login page, ATLAS will take you to the GPS home screen. Continue with the following steps:

1. In the left hand side you will see the menu, which will include only one element called ‘UNFPA – eFACE.’ Click on it.

2. A new menu will come on the screen, which will also have only one element called ‘eFACE Management.’ Click on it.

3. GPS will take you to the eFACE Management page, which is the main page in the system.

1.3 The eFACE Management page
The eFACE Management page will provide you with the information regarding your workplan FACE forms, DPRs and WPR. The following are the contents of the eFACE Management page:

1. The name of the UNFPA department working with the IP. In case the IP has workplans with multiple UNFPA departments, the dropdown will contain the list of all departments. Select the one department for which you want to enter information.
2. The WP ID selector: If the IP is implementing more than one workplan in the year in context, the WP ID dropdown will allow the selection of the corresponding workplan.
3. The WP Amount and WP Currency fields will display the corresponding information for the workplan. This information is automatically entered by GPS. Please inform your UNFPA counterpart if the WP amount or WP currency do not match what has been agreed to in the most recent version of the workplan.
4. The Display Mode and Status drop downs are useful to filter (for visualization purposes) the information that will populate the screen after FACE Forms and DPRs are processed.
5. The year selector will let you quickly change the year in the screen.
6. The Start New FACE and Request Direct Payment buttons are used to start the creation of FACE Forms and Direct Payment Requests.
7. The Implementing Partner Setup button is used to access the GPS page where attributes for the IP are entered.
8. The Workplan Progress Report button is used to access the GPS page used for preparing and submitting WPRs.

Once FACE forms and DPRs have been processed, the eFACE Management page will start displaying the financial information for each request, as well as the summaries for those transactions. The pages accessed from clicking on f or h will be explained in greater detail in the corresponding sections of this user guide.

2. The IP Setup Page
The IP setup page is used by UNFPA staff to enter in GPS key information about the IP. The IP user can see the information in the IP Setup Page, but cannot edit it. The information is used by GPS to facilitate the IP’s interaction with the system. Some of the information in the IP setup page is relevant only to UNFPA staff, but the following sections are important for the IP user to be aware of:

* The IP authorized officials present a list with the names and titles of the IP staff who have been designated as authorized officials in the IP Agreement and its amendments. The authorized officials in the IP setup page will be those available for use in the preparation of FACE requests.
* The Vendor for DCT/Reimbursements contains the list of Vendor IDs, with their corresponding details, which will be used to populate the available vendors for the preparation of FACE requests.
* The Vendors for Direct Payments contains the list of Vendor IDs, with their corresponding details, which will be used to populate the available vendors for the preparation of Direct Payment requests in GPS.

It is good practice to review the information in the IP setup page from time to time. Please inform your UNFPA focal point if the Authorized Officials or Vendors in the IP setup page are wrong or outdated. Those fields are necessary for the preparation of FACE forms and Direct Payment Requests.
3.Direct Cash Transfer (DCT) FACE Request
eFACE request in GPS shall be used by the IP and UNFPA to request and approve all direct cash transfers. Requests for advance for funds and reporting of expenses must be completed and processed in GPS.
3.1 Cash Advance Request
All Direct Cash Transfer (DCT) requests for fund advances are done directly through GPS with the combined involvement of both the IP and UNFPA.

IP Users log into the IP Atlas Portal to access the GPS eFACE Management page. The eFACE Management page will provide a button for “Start New FACE”. Once a new FACE request has been submitted by the IP it will change status and can no longer be modified by the IP.

UNFPA users log into Atlas (employee) portal and process the request for advance into a payment. UNFPA processing goes through an internal workflow. The process is complete when the advance of funds and/or the report of expenditures are done.

In cases when the IP has no access to GPS, the UNFPA office can provide the IP with a GPS generated excel file for the collection of the data, which will then be entered in the GPS by UNFPA on behalf of the IP.
3.1.1 Cash advance request data entry and IP Submission
FACE request data entry can be made by the IP Users or by UNFPA users on behalf of the IP. The data entry by the IP on the IP supplier portal will be the same that is reflected on the UNFPA employee portal, but the IP will not have access to some UNFPA enabled features. The following are the steps for entering data into a FACE request for advances:

1. In eFACE Management page, click on the “Start New FACE request” at the bottom of the page. This will bring you to the Activities tab on a new FACE request. Each request contains three tabs: Activites, FACE and Approval. The majority of the data input will be done on the Activities tab, which is why it is defaulted as the first page. The requestID will display “New” until saved, where it will thereupon be given a specific ID.
2. Enter the advance period “from” and “to”. The calendar option can be used to input the dates. The dates are displayed in a DD/MM/YYYY format.
3. Verify that the FACE currency is correct. In most cases, the FACE currency is in line with WP currency. The FACE currency may, however, be different from the WP currency.
4. Use the “Upload Attachment” button to upload the required itemized cost estimate and any other relative documents. The button will open the upload page which allows you to upload documents and give them appropriate descriptions.
5. Expand and verify that the vendor specifications are correct in the vendor information section. The IP should contact UNFPA to request a change in vendor information.
6. Import activities into the request by clicking on the “Import Activity” button. The Import Activities page will open and allow the IP to select activities to import into the requestID. Select the appropriate WP activity(ies) for which funds are being requested for this advance period and click “Import to FACE”.
Each activity imported will be displayed as collapsed and sorted by output.

h. Use the arrow to expand an activity or use the link to expand all activities. Enter the request advance amount in the field IP:New Advance Amount : (E). This amount will populate for this activity/projectID in column E on the FACE form. Repeat for each activity [Note: Certificate of Expenditure is not used at this moment. This will come during the reporting of expenses] i. If there is a comment, it can be inserted into the comment box to be reflected in the FACE form
Once the activities have been imported and filled out click ‘Save.’

j. Click on Face Form to view the FACE form.

The FACE form tab displays the FACE header and calculates the data inputted in the Activities tab into the FACE table.
m. Select IP authorized official from the drop down box provided. If there is more than one the system will place them in alphabetical order. This list is sourced from the IP set-up page.
n. Type of modality will be defaulted based off of selection.
o. Once the FACE form meets all specifications for request for advance, click ‘Submit’ to change the status of the request to “IP Submitted.” A certification message will appear and ask the user to confirm to the certification by clicking “Yes” or “No”. If clicked “No” the request will remain status “IP Pending” and available for editing. If clicked “Yes” the request will change to “IP Submitted” and editing by the IP or UNFPA will no longer be available. The request will have to be sent back by UNFPA if any changes are required after the request has been submitted.
p. Print FACE form by clicking on the ‘Print FACE’ button at the bottom of the screen. This will generate a .pdf document. The FACE form printout will reflect exactly what is on the FACE form tab. This pdf document must be signed.

The Print FACE button can be utilized prior to submission. In this case, it will read with a draft watermark, the certification will not be automatically checked and the date of submission will be left blank.

Click on Approval tab to upload the FACE signed pdf.

Once the FACE form has been submitted, UNFPA will begin processing it. At any point in time, the IP user can see the expenditure and disbursements accepted by UNFPA by looking at the FACE form tab for the submitted request.

3.2 Expense Report
All Direct Cash Transfer (DCT) requests for reporting fund expenses are done directly through GPS with the combined involvement of both the IP and UNFPA. IP Users log into the IP Atlas Portal to access the GPS eFACE Management page. The eFACE Management page will provide a button for “Start New FACE”. Once a new FACE request has been submitted by the IP it will change status. UNFPA users log into Atlas (employee) portal and process the request for advance into a payment. In cases when the IP has no access to GPS, the UNFPA office can provide the IP with a GPS generated excel file for the collection of the data, which will then be entered in the GPS by UNFPA on behalf of the IP.

The IP must complete FACE forms to report expenditures at least quarterly unless no expenditures have occurred and no further cash advances are requested. Unless otherwise agreed between UNFPA and IP in the IP agreement, the IP should submit FACE forms reporting expenditures no later than 15 calendar days after the end of every quarter as per schedule below:

* Calendar quarter for reporting expenses: 1 January to 31 March Due Date: 15 April
* Calendar quarter for reporting expenses: 1 April to 30 June Due Date: 15 July
* Calendar quarter for reporting expenses: 1 July to 31 September Due Date: 15 October
* Calendar quarter for reporting expenses: 1 October to 31 December Due Date: 15 January

3.2.1 Expense report data entry and IP Submission
FACE request data entry can be made by the IP Users or by UNFPA users. The data entry by the IP on the IP supplier portal will be the same that is reflected on the UNFPA employee portal, but the IP will not have access to some UNFPA enabled features.

The following are the steps for entering data into a FACE request for reporting of expenses:
1. In eFACE Management page, click on the ”Start New FACE request” at the bottom of the page. This will bring you to the Activities tab on a new FACE request.
2. Enter the expense period “from” and “to.”
3. Verify that the FACE currency is correct.
4. Use the “Upload Attachment” button to upload the expense transaction list and any other relative documents. The button will open the upload page which allows you to upload documents and give them appropriate descriptions.
5. Import activities into the request by clicking on the “Import Activity” button. The Import Activities page will open and allow the IP to select activities to import into the requestID. Select the appropriate WP activity(ies) for which funds were expensed for this advance period and click “Import to FACE.”

Activities with OFA balance will be preselected and cannot be un-selected. This will ensure that all activities with OFA balance will be forced imported into the request so that the fund balance can be accurately reflected.

6. Each activity imported will be displayed as collapsed and sorted by output.
7. Use the arrow to expand an activity or use the link to expand all activities. Enter the reported expense amount in the Certificate of Expenditure section. Each amount needs to correspond to a Nature of Transaction. Each amount needs to be repeated for each activity.
8. If there is a comment it can be inserted into the comment box to be reflected in the FACE form
9. Once the activities have been imported and filled out click ‘Save’.
10. Click on Face Form to view the FACE form.
11. The FACE form tab displays the FACE header and calculates the data inputted in the Activities tab into the FACE table.
12. Select IP authorized official from the dropdown box provided. If there is more than one the system will place them in alphabetical order. This list is sourced from the IP set-up page.
13. Type of modality will be defaulted based off of selection.
14. Once the FACE form meets all specifications for request for advance, click ‘Submit’ to change the status of the request to “IP Submitted.” A certification message will appear and ask the user to confirm to the certification by clicking “Yes” or “No”. If clicked “No” the request will remain status “IP Pending” and available for editing. If clicked “Yes” the request will change to “IP Submitted” and editing by the IP or UNFPA will no longer be available.
15. Print FACE form by clicking on the ‘Print FACE’ button at the bottom of the screen. This will generate a .pdf document. The FACE form printout will reflect exactly what is on the FACE form tab. This pdf document must be signed.

The Print FACE button can be utilized prior to submission. In this case, it will read with a draft watermark, the certification will not be automatically checked and the date of submission will be left blank.

4. Workplan Progress Reports
The Workplan Progress Report (WPR) captures details on the programmatic progress of the implementation of the workplans. The completion of the WPR is mandatory for all workplans. The IP Users have access to the WPR page, allowing entry of the required data directly in the system.

The WPRs follow the global calendar for FACE forms, thus, WPRs are prepared at the end of each calendar year quarter. A typical one-year workplan will have four WPRs: Q1, Q2, Q3 and Q4. The due dates for WPRs are two weeks after the end of the quarter: Q1 is due on April 15, Q2 is due on July 15, Q3 is due on October 15 and Q4 WPRs are due in January 15 of the following year. However, the definitive number of WPRs depends on the Start and End dates of the Workplan, for example:

* A workplan starting on May 1st and ending on December 31st will have three reports only: Q2, Q3 and Q4.
* A workplan starting on June 1st and ending on September 30th will have two reports only: Q2 and Q3.
* A workplan starting on July 1st and ending on August 30th will have only one report: Q3.

Box X: Linkage between Workplans (WP) and Workplan Progress Reports (WPR)
The WPRs are based on the Workplan. WPR pages become available in GPS only after the Workplan creation cycle has been fully completed by your UNFPA counterpart. Furthermore, the outputs, indicators and activities in the WPR page are directly sourced from the Workplan. GPS will automatically reflect revisions to the Workplans as soon as they are entered into GPS by your UNFPA counterpart. In those cases when multiple Workplan IDs have been created for the same IP, each Workplan ID has its own separate WPR page.

The following diagram illustrates the workflow of the WPR:

The status of the each WPR will vary depending on where in the workflow that particular WPR is, as follows:

* Open: The report is open for data entry by the IP and has not been submitted yet.
* Submitted/Pending Approval: The report has been submitted by the IP and is awaiting approval by UNFPA.
* Approved: The report has been approved by UNFPA.

When the previous report has not been approved by UNFPA, a report will maintain the status Not yet open.

4.1 WPR Data Entry
To access the WPR page, click in the the WPR icon available in the eFACE management page.

The WPR page will be pre-populated by GPS with the outputs, indicators and activities agreed to in the workplan. For each of the outputs, information will need to be entered for the indicators and the activities.

4.1.1 Workplan Indicators
Indicators in the WPR can be (i) Numeric; (ii) Percentage, or; (iii) Alphanumeric. GPS will validate the entered data against the indicator type. See below an example for each type of indicator:

The WPR will require you to enter the value of the indicator as of the report date, which means that indicator reporting is of cumulative nature. The following examples help to illustrate:

Indicator: ‘Number of midwives trained’. Should be reported as follows:
50 midwives were trained during Q1, then the value to report in WPR for Q1 = 50
75 midwives were trained during Q2, then the value to report in WPR for Q2 = 125
No midwives were trained during Q3, then the value to report in WPR for Q3 = 125

Indicator: ‘Percentage of shelters reached to implement the GBV prevention strategy’. Should be reported as follows:
5 out of 20 shelters reached during Q1, then the value to report in WPR for Q1 = 25%.
10 additional shelters reached during Q2, bringing the total to 15 out of 20, then the value to report in WPR for Q2 = 75%
0 additional shelters reached in Q3, then the value to report for Q3 = 75%

The WPR indicators should allow UNFPA to assess the progress in the achievement of the goals set for the workplan (reaching the target value for the indicators). Consequently, changes in the value of the indicators should always be closely linked with the implementation of the workplan activities.

4.1.2 Activities
The activities in the WPR page are automatically pre-populated by GPS (with all their details). GPS will include the activities for the Department-IP based on the following criteria:

* All activities in the current version of the workplan, excluding activities implemented directly by UNFPA
* Activities for which entries exist in the WPR tables. For example, activities that were included in Report for Q1, but have since been removed from the Workplan will continue to be included in all subsequent reports.
* All activities for which advances or expenditures have been recorded in FACE forms or Direct Payment requests.

However, GPS will automatically exclude the support cost activity. The reason for the exclusion is that Support Cost activities are not of programmatic nature, hence programmatic reporting for them is not required.

For each of the activities, the WPR requests two fields: Progress Implementing the Activity and Programmatic Completion (%).

* Progress implementing the activity: is text field for narrative information about the progress achieved in the quarter being reported on (i.e., not cumulative). The information entered in this field should be concise and provide a clear description of the actions implemented for the activity. Only the last report for the year should be of cumulative nature, to facilitate UNFPA corporate reporting. Because of the subjective nature of quality assurance for the reported information, your UNFPA counterpart will work with you to set the adequate standards for the narratives.

* Programmatic completion (%): is a percent field to indicate the estimated programmatic completion of the activity as of the date of the report. The value to be reported should be of a cumulative nature. This field is not to be confused with the financial completion of the activity, which is reported using the FACE form. Because of the subjective nature of quality assurance for the reported information, your UNFPA counterpart will work with you to set the adequate standards for the narratives.

The information reported in the WPR should allow the UNFPA office to assess the level of success in the implementation of the workplan and provide support for decision-making regarding workplan revisions and overall reporting.

4.1.3 The ‘No Progress to Report’ button
The WPR page includes a button at the bottom called No Progress to Report. This button has been built to facilitate completing a WPR in those cases when the workplan was not implemented during the quarter and, consequently, there is no progress to report (e.g. the implementation of the workplan has been delayed and no action took place during the period covered by the report). When the No Progress to Report button is clicked, GPS will provide the user with a small box to type in a reason why no progress was made. The text entered by the user will then populate the progress implementing activity for all activities in the WPR, and the value for all indicators will be set to 0, as well as the % of programmatic completion.

4.2 WPR submission
Once all data has been entered, the IP user clicks on the submit button at the bottom of the page. The submit button will trigger the following validations:

* Alphanumeric indicators cannot be left blank. Empty alphanumeric indicators will be in red, indicating an entry is required before the report is submitted.
* Numeric and percentage indicators that have been left as 0 (zero) will be highlighted in yellow to alert the user. The system will allow 0% if the user confirms that 0 is indeed the correct value to be reported.
* Progress implementing Activity cannot be left blank. Empty fields will be highlighted in red, indicating an entry is required before the report is submitted. If no progress has been achieved, the activity has not been implemented yet, or the activity is no longer in the workplan, indicate it in the field.
* Programmatic completion (%) that have been left as 0 (zero) will be highlighted in yellow to alert the user. The system will allow 0% if the user confirms that 0 is indeed the correct value to be reported.

A confirmation message will pop-up to confirm that the user intends to submit the report. If the user clicks Yes, the status of the report will be changed to ‘submitted/pending approval’ and the fields for the report will be grayed out.

4.3 WPR Approval/Rejection
The approval/rejection step takes place after the WPR has been submitted and will be performed by UNFPA. To inform your UNFPA counterpart that the report has been submitted, you can either use the GPS notify function, which will ask you to enter the email address and message that you want to use in the notification, or use any other communication channel of your preference. Agree with your UNFPA counterpart on the preferred method.

It is important to notice that the approval of the WPR is a prerequisite for the processing of the issuance of new advances or the processing of Direct Payments after the period covered by the WPR has ended. (e.g. Q1 WPR must be approved before Expenditure for Q1 and Advances for Q2 are processed, or Direct Payments past the end of Q1 are processed.

5. Direct Payment
All Direct Payment Request (DPR) must be processed utilizing GPS. DPR represents funds that UNFPA disburses directly to the vendor of goods/services procured by the IP to implement the activities agreed to in the signed workplan.
5.1 DPR Data Entry
DPR data entry can be made by the IP Users or by UNFPA users. The data entry by the IP on the IP supplier portal will be the same that is reflected on the UNFPA employee portal, but the IP will not have access to some UNFPA enabled features. The following are the steps for entering data in a DPR:

a. In eFACE Management page, click on the ”Request Direct Payment” button at the bottom of the page. This will bring you to the Activities tab on a new DPR. Just like as FACE request, each request contains three tabs: Activites, FACE and Approval. The majority of the data input will be done on the Activities tab, which is why it is defaulted as the first page. The requestID will display “New” until saved, where it will thereupon be given a specific ID.
b. Clone request can be used to copy existing data into a new DPR request. This is useful when multiple payments are made throughout the year to the same vendor.
c. The FACE currency is defaulted to that of the WP, however it can be changed to reflect whatever the DPR will be made in.
d. Use the “Upload Invoice” button to upload the required invoice and any other relative documents. The button will open the upload page which allows you to upload documents and give them appropriate descriptions.
e. Verify that the vendor specifications are correct in the vendor information section. This section will be expanded by default. If the vendor information is not correct, then the IP needs to contact UNFPA to add the vendor to the dropdown menu.
f. Payment Information – All the fields are mandatory
f. Import activities into the request by clicking on the “Import Activity” button. The Import Activities page will open and allow the IP to select activities to import into the requestID. Select the appropriate WP activity(ies) for which funds are being used and click “Import to FACE.”

Only those activities that are assigned in the most recently approved and agreed to with the IP version of the Workplan will be listed in the Import page.

h. Each activity imported will be displayed as collapsed and sorted by output. Use the arrow to expand an activity or use the link to expand all activities. Enter the reported expense amount in the Certificate of Expenditure section. Each amount needs to correspond to a Nature of Transaction.
1. If there is a comment, it can be inserted into the comment box to be reflected in the FACE form
2. Once the activities have been imported and filled out click ‘Save’.
3. Click on Face Form to view the FACE form.
4. The FACE form tab displays the FACE header and calculates the data inputted in the Activities tab into the FACE table.
5. Select IP authorized official from the dropdown box provided. If there is more than one the system will place them in alphabetical order. This list is sourced from the IP set-up page.
6. Type of modality will be checked to Direct Payment and will not be available for editing.
7. Once the FACE form meets all specifications for DPR, click ‘Submit’ to change the status of the request to “IP Submitted.” A certification message will appear and ask the user to confirm to the certification by clicking “Yes” or “No”. If clicked “No” the request will remain status “IP Pending” and available for editing. If clicked “Yes” the request will change to “IP Submitted” and editing by the IP or UNFPA will no longer be available.
8. Print FACE form by clicking on the ‘Print FACE’ button at the bottom of the screen. This will generate a .pdf document. The FACE form printout will reflect exactly what is on the FACE form tab. This pdf document must be signed.

The Print FACE button can be utilized prior to submission. In this case, it will read with a draft watermark, the certification will not be automatically checked and the date of submission will be left blank.

6 Reimbursement
All reimbursement requests must be processed utilizing GPS. However, IPs must obtain written authorization from UNFPA prior to implementing programme activities and incurring any programme implementation related obligations or expenses under the reimbursement modality. Said requests are submitted by IPs manually, outside of the GPS e-FACE. Once the request has been approved, the IP will utilize GPS to submit the FACE form asking for the reimbursement.
6.1 Reimbursement Data Entry
Reimbursement data entry can be made by the IP Users or by UNFPA users. The data entry by the IP on the IP supplier portal will be the same that is reflected on the UNFPA employee portal, but the IP will not have access to some UNFPA enabled features. To enter data for a reimbursement request, follow the same steps for reporting expenses.
7. Refund
Unspent OFA balances should be refunded by the IPs to UNFPA as soon as possible upon completion or cancellation of the activities agreed to in the workplan. Refunds of outstanding OFA balances should be promptly recorded in Atlas upon receipt. Year-end OFA refunds should be recorded by 31st January of the following year.
The following process should be followed in case the IP has to refund OFA balances to UNFPA:
* UNFPA and IPs should agree on the exact amounts to be refunded (normally equal to the balance reported in Column D of the last FACE forms);
* UNFPA should provide the IPs with bank account details to deposit the monies. If possible, IPs should clearly indicate in the deposit reference information that the funds are for UNFPA along with any other information that would help to determine the origin and purpose of the deposit once it is credited in the bank account.

7.1 Refund data entry and IP Submission
When submitting the FACE form, the IP has to indicate the amount which has been refunded to UNFPA. During the IP Pending stage, the IP can indicate how much OFA balance has been refunded utilizing the Refund Section on the activities tab. There is no need for the IP to reflect the refund amount on the FACE form against each activity.

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Glossary of terms
Term
Meaning
GPS
Global Programming System: UNFPA’s electronic workplan management system.
ATLAS
UNFPA’s Financial and Programmatic Computer system. Has many components, including GPS.
FACE
Financial Authorization and Certificate of Expenditure form: Used by Implementing Partners to request monetary advances and report on the expenditures incurred in the implementation of workplans.
WPR
Workplan Progress Report: Prepared and submitted by the Implementing Partners, the WPRs contain information on the progress of the indicators and the activities in the workplans.
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Annex 1: Nature of Transaction
#
Nature of transaction (drop down menu)
UNFPA Account (For UNFPA use only)
Description
1
Employee salaries
71450
Salaries paid to Implementing Partner's employees.
2
Individual consultants honoraria/fees
71450
Honoraria / fees for consultancy services rendered by individuals; this category should not be used for consultants hired to serve as trainers / facilitators (Category xxxx should be used in these cases) or for consultancy services rendered by companies (Category xxx should be used in these cases).
3
Services contracted from companies
72120
Services contracted from companies.
4
Purchase of medical equipment & supplies
72330
Medical equipment and supplies, purchase of which should be pre-approved by UNFPA, such as hospital equipment; hospital furniture; anatomical models; diagnostic equipment; surgical instruments; medical electrical equipment; medical devices, utensils, attire and linen; anesthesia and resuscitation equipment, etc. Expenses for sampling / testing of medical equipment should also be reported here.
5
Purchase of pharmaceutical products
72335
Expenses for various pharmaceutical products purchase of which is pre-approved by UNFPA. Associated testing and inspection costs should also be recorded here.
6
Purchase of hygiene/dignity kits
72399
Expenses for hygiene and dignity kits.
7
Purchase of transportation equipment
72215
Purchases of any transportation means (i.e. bicycles, motorcycles, ambulances, buses, trucks, programme vehicles, etc.).
8
Purchase of ICT, Audio equipment and software
72805
Purchases of any ICT (information and communication technology) equipment, such as computers, UPS, printers, phones, VSAT, radios, etc., & related software.
9
Purchase of furniture
72220
Purchases of any furniture items such as chairs, filing cabinets, tables, bookcases, desks, etc.
10
Purchase of any other equipment
72205
Purchases of any non-ICT (information and communication technology) equipment such as generators, air conditioners, security equipment, etc.
11
Purchase of office & IT supplies
72505
Purchase of stationery, office and IT supplies, etc.
12
Purchase of printing and media services and publications
74210
Expenses for creation and broadcasting of audio & video products (videos, radio shows, theater, etc.); design and printing of materials; purchase of books, publications and magazine subscriptions; creation of promotional materials and advertisements.
13
Facilities rental costs
73105
Rent and related insurance fees for office space. Rent of space for any non-training / capacity development-related events should also be recorded here. Warehouse rental costs should be recorded under the 'transportation and distribution' costs category.
14
Facilities maintenance, utilities and cleaning services
73120
Facility occupancy costs, including utilities (water, electricity, heating, etc), building maintenance, cleaning and custodial services, etc.
15
Telephony services
72425
Expenses for usage of land, mobile and satellite phone lines.
16
Internet, connectivity and post and courier services costs
72440
Expenses for internet, email and other connectivity costs such as mail and courier charges.
17
Facilities construction and refurbishing costs
73216
Materials and labour costs for any facilities construction or renovation work.
18
Rental, repair & maintenance of non-transport equipment
73406
Rental, repair & maintenance of any non-transport equipment (e.g. laptops, desktops, photocopiers, fax machines, sat phones, VSAT, generators, chairs, desks, etc.)
19
Rental, repair & maintenance of transportation means
73410
Rental, repair and maintenance of transportation means (vehicles, motorcycles, bicycles, etc.), including payments for hired vehicles such as taxis.
20
Purchase of fuel, petroleum and other oils
72311
Expenses for fuel, petroleum, kerosene, diesel fuel and other oils.
21
Transportation and distribution costs
74710
Freight, shipping, handling and storage for supplies, commodities and materials, equipment, and other goods procured (e.g. transit insurance, loading / unloading, custom clearance, warehouse fees, etc.)
22
Bank charges
74510
Bank charges & fees.
23
Training and capacity building activities: travel costs
75709
Travel-related expenses associated with training & capacity development of IP personnel, government officials, beneficiaries, civil society etc., e.g. air tickets, subsistence allowances, visas, etc. It should also be used to cover travel-related expenses for capacity building of enumerators during censuses or similar projects.
24
Training and capacity building activities: other costs (other than travel)
75710
Non-travel-related expenses associated with training and capacity development of IP personnel, government officials, beneficiaries, civil society etc. e.g. trainer's fees, venue rental, catering, production of training materials, etc. It should be also used to cover non-travel-related expenses for capacity building of enumerators during censuses or similar projects.
25
Participation of programme counterparts: travel costs
75709
Travel related expenses associated with participation of beneficiaries, civil society and other stakeholders in programme activities such as awareness / communication campaigns and events, round table discussions, policy debates, rallies, competitions, parades, fairground consultations, etc.
26
Participation of programme counterparts: other costs (other than travel)
75710
Non-travel related expenses associated with participation of beneficiaries, civil society and other stakeholders in programme activities such as awareness / communication campaigns and events, round table discussions, policy debates, rallies, competitions, parades, fairground consultations, etc. Eligible costs to be included in this category are venue rental, catering, facilitator fee, etc.
27
Travel: tickets (not related to training and capacity building / counterpart participation)
71610
Travel tickets to events / activities that are not related to capacity building or counterpart participation.
28
Travel: accommodation, perdiem & incidentals (not related to capacity building / counterpart participation)
71620
Meals, accommodation & incidentals for travel to events / activities that are not related to capacity building or counterpart participation.
29
IP support costs
75105
Support costs as agreed to in the WP.
30
Grants issued by IPs

(THIS NATURE OF TRANSACTION/ACCOUNT CODE HAS BEEN REMOVED AND CAN NOT LONGER BE USED EFF 15/3/18)
72635
Expenses for grants issued by UNFPA's implementing partners to their grantees.

(THIS NATURE OF TRANSACTION/ACCOUNT CODE HAS BEEN REMOVED AND CAN NOT LONGER BE USED EFF 15/3/18).
31
Reimbursable VAT
14056
VAT paid by the IP on expenses incurred and reported to UNFPA that could be claimed for reimbursement from the tax authorities.
32
Interest Income Return to UNFPA
53075
Interest earned on UNFPA cash advance unspent balances.
33
Prepayment/Advance – Direct Payments Only (authorization required)
16007
Prepayment or Advance payment under direct payment modality. Prior authorization from UNFPA will be required before using this nature of transaction.

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