What is IPDS?
The International Procurement and Disbursement System (IPDS) is a webbased platform used by United Nations agencies and other multilateral organisations to manage procurement, contracts, and payments. It provides a single point of entry for suppliers to submit invoices, disbursement claims, and related documentation, ensuring transparency, consistency and faster processing.
Purpose of a Disbursement Claim
A Disbursement Claim is the formal request submitted by a vendor or service provider to receive payment for goods delivered, services rendered, or other reimbursable expenses under a signed contract. The claim must comply with the IPDS template so that the system can automatically validate the data, route it for approval, and trigger the financial transaction.
Key Elements of the Standard Format
The IPDS claim form is divided into logical sections. Each field is either mandatory () or optional (). Below is a brief description of the most critical components.
| Section | Field | Requirement | Notes |
|---|---|---|---|
| Header | Claim Number | Autogenerated by IPDS; do not edit. | |
| Contract Reference | Exact contract ID as in the award notice. | ||
| Supplier Code | Eightdigit code assigned during supplier registration. | ||
| Beneficiary Details | Bank Name | Full legal name of the receiving bank. | |
| IBAN / Account Number | Enter IBAN where applicable; otherwise, provide SWIFT and account number. | ||
| Bank Address | Optional for domestic banks. | ||
| Currency of Payment | Use ISO 4217 code (e.g., USD, EUR). | ||
| Claim Items | Item Description | Brief description matching the contract schedule. | |
| Quantity | Numeric value, two decimal places allowed. | ||
| Unit Price | Price per unit in the payment currency. | ||
| Amount | Automatically calculated: Quantity Unit Price. | ||
| Tax Code | Enter if local tax is applicable; otherwise leave blank. | ||
| Totals | Subtotal | Sum of all item amounts before tax. | |
| Tax Amount | Calculated by system if tax code provided. | ||
| Total Claim | Subtotal + Tax Amount. | ||
| Supporting Documents | Invoice / Receipt | Upload PDF, max 5MB, clear scan. | |
| Delivery Note / Acceptance Form | Optional if already attached to the contract. |
StepbyStep Submission Process
- Log in to IPDS. Use your registered username and password.
- Select Create New Claim. Choose the appropriate contract from the dropdown list.
- Fill in the header and beneficiary sections. Verify that the supplier code matches your registration.
- Enter each claim item. Use the contract schedule as a reference; the system will autopopulate the amount field.
- Upload supporting documents. Ensure files are legible and named according to the naming convention (e.g., INV_12345.pdf).
- Review and submit. A summary screen shows calculated totals; click Submit.
- Track status. The claim moves through Submitted Under Review Approved Paid. Notifications are sent by email at each stage.
Common Errors and How to Avoid Them
- Incorrect contract reference. Always copy the contract ID from the award notice; a single character error blocks validation.
- Mismatched currency. The claim currency must be the same as the contract unless a formal amendment has been approved.
- Missing mandatory documents. An invoice or receipt is required for every claim. The system will reject the submission if the file is absent or exceeds size limits.
- Duplicate claim numbers. Do not try to reuse a previously cancelled claim number; IPDS generates a new one for each submission.
- Incorrect tax code. Verify local tax obligations before entering a tax code; an invalid code will trigger an error message.
Best Practices for Faster Processing
- Keep the supplier profile up to date especially bank details.
- Use the Copy from Previous Claim feature when submitting recurring monthly invoices.
- Submit claims promptly after delivery; late submissions may be subject to additional review.
- Maintain clear, numbered supporting documents auditors often request them during contract closeout.
- Engage with the contract officer early if you anticipate variations; approved amendments reduce claim rework.
Resources & Help
For detailed guidance, consult the following documents available on the UN Procurement portal:
