Allocation Letter and Allocation Table

Allocation Letter

Allocation Table

Allocation Letter TOP

     I) What is the Allocation Letter and when should it be generated?
         a. GMS Focus: Allocation Letter for UN Agencies and for NGOs/Red Cross Red Crescent societies  
         b. How to access the Allocation Letter page on the GMS 

     II) How to generate an Allocation Letter? 

     III) How to generate the Allocation Letter Annexure? 

     

     I) What is the Allocation Letter and when should it be generated? 

         a. GMS Focus : Allocation Letter for UN Agencies and for NGOs/Red Cross Red Crescent societies

The Allocation Letter is ONLY REQUIRED FOR MPTF Funds. It must be generated and included in the FTR Report. (You will find more information on FTR Reports HERE

You can find below the Allocation workflow for MPTF Funds. The workflow stage highlighted in red (‘Under FTR and Allocation Letter preparation’) represents the stage when the HFU should generate the Allocation Letter. 
The Allocation workflow for MPTF Funds.

GMS Focus: The Allocation Letter process: UN Agencies vs. NGOs/Other 

The Allocation letter must be included in the FTR Report and signed by the Humanitarian Coordinator as an official letter to confirm the disbursement of funding from MPTF to OCHA (for NGO/RC projects) or to UN agencies (for UN projects). The process hence varies depending on the organization type of the funded partner.  

Please carefully read the following guidance on how to generate allocation letters for UN Agencies and for NGOs/Other organization types! 

For NGOs and other non-UN partners projects funded under the same allocation 
The HFU can include several (or all) NGOs/other projects (under the same allocation type) into one Allocation Letter, that should be attached to their respective FTR Report. 

In this case, since the funds will be transferred from MPTF to OCHA (to then be disbursed by OCHA to NGOs/other organization types), the Allocation Letter will be signed by the Humanitarian Coordinator first, and addressed to OCHA’s Executive Officer. 

For UN Agency projects funded under the same allocation 
The HFU is required to generate one Allocation Letter per UN Agency. 

One UN Agency = One Allocation Letter (the AL can however include several projects submitted by the one UN Agency under the same allocation type). 

Since MPTF will disburse the funding directly to the UN Agency, the Allocation letter will be signed by the Humanitarian Coordinator first and addressed to the Head of the UN Agency being funded.  

         b. How to access the Allocation Letter page on the GMS 

To generate an allocation letter, that you will then be able to upload in the FTR report at FTR preparation phase , follow this navigation. 

Navigation: Report > Report > Allocation Letter
To access the Allocation Letter page, click on report, then report and Allocation Letter

     II) How to generate an Allocation Letter?

In the Allocation Report page, apply the filters relevant to the projects for which you want to generate the allocation letter.
In the Allocation Report page, apply relevant filters and click on Filter on the left-hand side.

Filter description:  

  • Allocation type (drop-down, mandatory): The allocation type filter enables you to choose only one allocation. It is a mandatory filter. 
  • Agency type (mandatory): Select from this filter the organization type.  
  • Organization (mandatory if you previously selected UN Agency in the Organization type filter): Select from this filter the organization(s) by ticking their boxes. The system will not allow you to tick the boxes of multiple UN Agencies. This is because you are required to generate one allocation letter per UN Agency. To learn more on the different processes depending on Organization type, please refer to this section of this article
  • Status: Select from this filter the project(s)’s status.

Click on [Filter].
Select from the list of results the project(s) for which you will generate the allocation letter (and its annexure, if relevant). You can select multiple projects. 
Tick the box on the left side of the table next to the series number to select the project(s) for which you will generate the allocation letter

Please note, to select all projects from the list, you can tick the box in the table’s header.
Tick the box on the left side of the table's header to select all the projects

After selecting the projects, select the format, whether word or PDF. 
..

Then click on [Generate Report]. 
In the pop-up window, you will need to enter all mandatory fields (description beneath the screenshot).
Click on Generate Report above the table

Pop-up Fields Description:  

  • Report Date (mandatory): Enter the date of the Allocation Letter.  
  • Recommended Date (mandatory): Enter the date when the Advisory Board endorsed the projects up for funding.  
  • Reference (mandatory): Enter the Allocation’s reference name (e.g. 2020 First Standard Allocation) 
  • ​​​​​​​Agency Head Name (mandatory):  
    • ​​​​​​​For UN Agency project(s), enter the name of the UN Agency Head. 
    • ​​​​​​​For non-UN Agency project(s) (e.g. NGO), enter the name of OCHA’s Executive Officer. 
  • ​​​​​​​OCHA Head Details (mandatory):  
    • For UN Agency project(s), enter the details (e.g. position) of the UN Agency Head. 
    • ​​​​​​​For non-UN Agency project(s) (e.g. NGO), insert “OCHA Executive Officer”. 
  • Word or PDF (mandatory): Select the allocation letter’s format, whether word or PDF. 
  • ​​​​​​​English or French (mandatory): Select the Allocation Letter’s language, whether English or French (French should be selected for CAR, DRC, Niger, and Burkina Faso Funds). 

Then click on [Save and generate] OR [Generate]. The Allocation Letter will be downloaded on your computer. 
*Please note: For non-UN Agency Allocation Letters, the letter will need to be signed by the EO during the FTR Report process (i.e. when the FTR is sent to the Finance Unit for review). To learn more about the FTR Report process, please refer to this article

     III) How to generate the Allocation Letter Annexure?

To generate the Allocation Letter’s annexure, select the same projects than those linked to the Allocation Letter you just generated, select the format (whether Word or PDF), and click on [Generate Annexure in English] or [Generate Annexure in French] (for CAR and DRC funds). 
The button [Generate Annexure in English] or [Generate Annexure in French] are above the table

Allocation Table TOP

Navigation: Report > Report > Allocation Table

Purpose: To generate an Allocation Table

Usage:

  • To generate an Allocation Table, select Allocation Type, Agency Type, Organisation, and Status, then click the [Filter] button; Select the desired project's checkbox or checkboxes, and click on [Generate Report] button.

Field Descriptions:

  • Allocation Type: Allocation Type
  • Agency Type: Agency Name
  • Organization: Organization Name
  • Status: Project Status