By decision of the Secretary General, the
following policy guidelines are established for authorizing
disbursements away from headquarters. They apply to all financial
accounts of the General Secretariat, which include the Regular Fund, the
Specific Funds, and the Trust Funds.
A. Obligating Funds
It is the policy of the General Secretariat that funds must be
obligated in the ("GS/OAS") Oracle financial system before
commitments are formalized with third parties away from headquarters.
Funds must be pre-obligated in the system through a Requisition
in the GS/OAS Oracle Purchasing Module by the Dependencies of the
GS/OAS. For planning purposes, it is suggested that Requisitions be
prepared to reserve funds at a global level for the activities of a
project that will take place away from headquarters.
When the purchase of goods and services away from headquarters is
defined, Requisitions with global pre-obligations may be cancelled and
in their place Requisitions made to real suppliers or general suppliers
can be created, pre-obligated, and approved by the Program Manager.
From the approved requisition, the Office of Procurement
Management Services ("OPMS") will create and approve a
Purchase Order obligating funds of the General Secretariat. The Purchase
Order will become the authorizing document for disbursements away from
United States dollars should be the currency used in all
Requisitions and Purchase Orders.
Suppliers away form Headquarters
Requisitions for the purchase of goods and services away from
headquarters should be made to specific known suppliers.
However, if the supplier is not known, a Dependency of the GS/OAS
may prepare requisitions made to the following general suppliers:
Approved Purchase Orders made to general suppliers will expire
and be cancelled automatically after three (3) months of their approval
date or at the end of the fiscal year, whichever comes first. General
suppliers are for the exclusive use of the Offices Away from
Both unexpended and partially expended Purchase Orders made
to general suppliers will be cancelled automatically at their expiration
date. During the course of the fiscal year, the Dependencies of the
GS/OAS may create new Requisition(s) to replace Purchase Orders that
have been cancelled. However, at the year-end, requisitions that are
cancelled may not be replaced.
Separate Requisitions lines and sites should be created for
authorizations to be sent to different GS/OAS Offices Away from
Headquarters even if they are using the same general supplier and belong
to the same project.
The Department of Financial Services ("DFS") will
transmit electronically approved Purchase Orders to GS/OAS Offices Away
from Headquarters. However, in accordance with the policy of
decentralization of the authority and responsibility to record
obligations for goods and services,
DFS may delegate to the Dependencies of the GS/OAS the function of
electronically transmitting the approved Purchase Orders.
All Purchase Orders made for the GS/OAS Offices Away from
Headquarters will bear an electronic stamp indicating that the
originating Dependency of GS/OAS will certify the receipts of goods and
services and will notify the GS/OAS Offices Away from Headquarters prior
to the disbursements of funds.
After disbursing funds, the GS/OAS Offices Away from Headquarters
will remit to DFS expenditure information for matching the Purchase
Order in the system and submit copies of the checks bearing their
Purchase Order numbers with supporting documentation for review.
If a Purchase Order has to be cancelled, the requesting
Dependency of the GS/OAS should send an e-mail to OPMS requesting the
cancellation of the Purchase Order. Copy should be forwarded to DFS
requesting notification of the cancellation to the GS/OAS Office Away
way of this administrative memorandum, all administrative memoranda,
instructions, and practices of the General Secretariat that run counter
to these provisions are hereby rescinded.
ENTRY INTO FORCE:
This administrative memorandum shall enter into
force on the date of its signature.
Assistant Secretary for
September 01, 2000