Vendor creation and Banking
Volunteer Vendor Bank Information Creation in ATLAS Finance (UNV10 Business Unit) IUNV/NUNV
1. Responsible person/party - Candidate - Enter bank details in UVP - When an offer is accepted, complete the task ‘Add bank information’. Enter bank details in UVP under ‘My banking’ and submit.
a. Operations Associate (OA) - Request vendor profile for NUNV (exceptional) - For exceptional cases when NUNV vendor creation and update is required, OA can submit a request from candidate profile -à candidate banking. Edit banking information. Click submit. Select Atlas Finance from the dropdown.
NUNV can also submit their banking information in the pre-deployment stage, the status will change to "In progress-pending Hiring". This new status allows national UN Volunteers to update banking information as many times they want until they are hired in HCM. The status remains "In Progress-pending Hiring".
(This applies if NUNV needs to receive payment by vouchers in exceptional cases. Vendor creation not related to volunteers' entitlements should not be processed through UVP and it should be through UNDP country offices to GSSU KL directly. GSSU KL will create the vendor for the mission travel under the local BU (like; AFG10 or FIJI10 or LBN10)
2. System (UVP) - Notification - Send an automatic notification email to GSSU and create a task on the GSSU dashboard
3. GSSU - Review banking task in UVP - Open task. Review bank information in UVP.
4. GSSU - Create vendor profile and complete task - Confirm creation of Vendor Profile in ATLAS Finance by completing ‘Review banking information’ task in UVP. Indicate the Vendor number in the vendor ID field on the candidate details page.
5. OA- Unsuccessful case and follow up with volunteer - OA to follow up with the candidate and ask them to clarify the request and respond to GSSU (putting OA in copy). UVP also sends a generic email to candidates with case outcomes.
6. System - Notification - UVP sends a generic email to the requestor, candidate, and GSSU with the case outcome.
B. Automated notification to request entry of banking info in Atlas HCM at hiring (all volunteers)
1. NUNV/IUNV - Enter bank details in UVP - When offer is accepted, complete the task ‘Add bank information’. Enter bank details in UVP under ‘My banking’ and submit.
2. OA - Hire in Atlas - Hire UN Volunteer in Atlas
3. System - Automatic notification - Send automatic notification to GSSU and create task on GSSU dashboard
4. GSSU - Enter banking information in Atlas HCM - Enter banking information in Atlas HCM as per current banking information in UVP
5. GSSU - Confirm task complete - Complete ‘review banking information’ task
A. UN Volunteer self-service updates during assignment and repatriation (including when IUNVs open local bank account)
1. System (UVP) - Notify UN Volunteer - One week after contract start date, notify UN Volunteer with instructions to update bank information once local account opened.
2. Volunteer - Update bank information and submit - Update banking information in UVP and submit. Add additional bank account if needed and choose the percentage split between the accounts.
Note:
Volunteers are allowed two changes in bank information per year.
Changes due to reassignment or unavoidable bank detail changes (banks merging, changing IBAN numbers or SWIFTs etc.) do not count towards these two changes.
3. System - Automatic notification - Send automatic notification to GSSU and create task on GSSU dashboard
Note: Intermediary bank account for Atlas HCM can only be entered by GSSC Copenhagen. GSSU to request from GSSC Copenhagen directly.
4. GSSU - Request clarification/correction - In case clarification/correction is needed:
Contact candidate using ‘request edit’ function in UVP (sends automated email to candidate). Or directly by email if needed (e.g. to request proof of banking).
If no response from candidate:
- Send a reminder after 24 hours and final reminder 48 hours. If no response within 96 hours, email OA at VSC and mark case as pending. After sending an email to OA, GSSU will close the case after 48 hours if there is no response.
Note: If the verification portal (Routing, IBAN and Swift) does not match with vendor form-GSSU will proceed with data from the portal if the branch name did not match with bank information form.
5. Volunteer - Send clarification to GSSU - Volunteer sends clarification ( missing information) to GSSU.
6. OA - Unsuccessful case and follow up with volunteer - OA to follow up with candidate and ask them to clarify the request and respond to GSSU (putting OA in copy). UVP also sends generic email to candidate with case outcome.
7. GSSU - Confirm task complete - Complete ‘review banking information’ task
Note: Volunteers can request update of their bank information/VLA distribution twice in year (every month) and the process will be the same as before (B: Step 1-5)
Monthly Statistical Report (IUNV and NUNV)
1. GSSU - Monthly reports - GSSU provides monthly reports to UNV (VSS Onsite Programme Associates and Chief of Finance and Budget Section and VSC Team Leader) on volume and informs about issues that cause delays in creation and update of vendor form.