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)
General Operating expenses covers the following types of services/expenses
*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*
| Field Name | Steps for Input | Best Practices | Example |
|---|---|---|---|
| General Operating Expenses | Description |
|---|---|
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.
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.
