General Operation Expense Section

This guidance provides steps and examples to fill out the General Operating Expenses Form, ensuring the form is accurately completed and aligned with operational needs.

Step 1 of 3: Add a General Operating Expense

Step 2 of 3: Input the details*

*SAVE after every input to avoid loss of data

Detailed instructions and examples on how to use the form (Step 2 of 3)

Field Name	Steps for Input	Best Practices	Example
Type of Expense	Select the appropriate type of expense from the drop-down list	Choose the most relevant expense category. Use “Other” only if no other category fits.	-Rental of Premises -Utilities (if paid separately from rent) -Vehicle Rental -Other
Type of Service	Select the specific type of service based on the chosen expense type.	Ensure the service type matches the nature of the expense and is accurately categorized.	-Rental of Premises: "Cost-Shared Common Premises" -Utilities: "Electricity Charges" - Vehicle Rental: "Vehicle rental charges, Vehicle maintenance (car wash) -Other: "Service fees to ESCAP"
Service Provider	Enter the service provider's name (e.g., FAO, UNDP, or a commercial vendor).	Ensure that the provider is verified and complies with procurement policies.	"FAO”, "Local utility company"
Additional Notes	Provide any relevant notes or justifications for the expense.	Include details like frequency of service, scope of rental, or brief information on shared agreements.	-"Office rental cost shared among RCO, FAO and UNDP." -"Electricity bill paid directly to the utility company." -"Rental vehicle to support staff travel for project field visits." -"Admin fees to ESCAP."
Cost per Month/Unit (USD)	Enter the estimated or agreed cost per month or unit.	Obtain multiple quotes to ensure competitive pricing or use standard market rates.	-Rental: "$3,000" per month -Utilities: "$500" per month -Vehicle Rental: "$1,500" per month/occasion - Vehicle Maintenance: "$100" per month (Car wash)
Number of Months/Units	Input the number of months or units required for the service.	Ensure the duration or quantity matches the agreement and operational requirements.	“12 months” or “1 occasion”
Total Cost (USD)	Calculates the cost per month/unit times the number of months/units.	Verify the total aligns with the request. Double-check calculations for errors.

General Operating expenses covers the following types of services/expenses

General Operating Expenses	Description
Communication Services	Services related to communication infrastructure and equipment, including telephone, mobile, and network support.
Freight and Postage Services	Includes postal services, pouches, shipping and freight-related logistics.
Insurance costs	Various types of insurance, including transport, property, and general liability insurance.
IT Services	Covers IT equipment rentals, leasing, and maintenance
Legal and Financial Services	Legal services, audit services, and financial administrative services, including for Service Level Agreements (SLAs).
Medical Services	Medical services, equipment rental, and insurance services.
Premises-related services	Maintenance, security, cleaning, gardening, and other services for premises.
Rental of Premises	Rental services for equipment, premises, and conference facilities.
Transport Services	Transport services, including rental and maintenance of vehicles.
UN Agency Services	Fees related to services offered by UN agencies, funds and programmes.
Utilities	Electricity, water, and waste management services.

*Ensure to assign one or multiple AWP activities and the total of all weightages adds up to 100%.

Step 3 of 3: Assign one or multiple AWP activities*

AWP Activity Sub Section