World Bank St Payment Request PDF Details

The World Bank St Payment Request Form is a document used to request payments from the World Bank. The form can be used by individuals or organizations, and must be submitted in either English or French. Payments requested through the form can be for goods, services, or other expenses related to undertaking projects or activities funded by the World Bank. In order to submit a payment request, you must first create a user account on the World Bank's website. If you have any questions about using the form, please consult the instructions on the World Bank's website.

You might find it helpful to know the amount of time you will need to prepare this world bank st payment request and just how long this document is.

QuestionAnswer
Form NameWorld Bank St Payment Request
Form Length20 pages
Fillable?No
Fillable fields0
Avg. time to fill out5 min
Other namesstrequest, http strequest worldbank org, strequest worldbank, st request

Form Preview Example

S T Payment

Short-Term Payment

Contents

A primer for short-term consultants (STCs) and short-term temporaries (STTs)

Overview of the Payment Request Form for Short-Term Payment

2

What is the Payment Request Form?

2

What are the benefits of using ST Request?

2

What are the prerequisites for using ST Request?

2

What is the payment process for consultants or temporaries?

3

What are the key policies on short-term appointments?

3

Access Short-Term Payment

5

Activate Your PassKey

5

Log on to ST Payment

6

ST Request Home: Current Assignments

7

View Mailing Address and Bank Account Details

8

Select a Task to Enter Time

9

Resubmit a Rejected Payment Request (if applicable)

12

Payment Request Form

13

Review Project Details

14

Complete a Payment Request

15

Submit Overtime (for Temporaries Only)

18

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Overview of the Payment Request Form for Short-Term Payment

What is the Payment Request Form?

The Payment Request Form is available on the ST Request site (http://strequest.worldbank.org). This form allows short term consultants and temporaries (STCs/STTs) to enter and submit their payment requests online.

In countries where web access is limited (for example, remote areas or fragile states), Form 2370 or Request for Payment (RFP) will continue to be accepted. Approval of the task team leader (TTL)/ reviewer is required. The administrative contact then creates a service entry sheet (SES) in SAP. The SES is automatically routed to the approving manager.

What are the benefits of using ST Request?

Streamlines the payment process by automating payment request entry and approval.

Provides online tracking of payment status.

Maintains confidentiality through a secure passkey, whether you are accessing ST Request outside of headquarters or country offices.

Provides automatic validation of available days or hours of the STC/STT’s commitment noted against a purchase order and source of funding. This feature is particularly helpful when an STC/STT is working on multiple projects.

Displays submitted payment requests, enabling you to filter by project and duration.

What are the prerequisites for using ST Request?

Bank Account

 

Email Account

 

 

 

Submit accurate and complete bank account details to the administrative contact.

Full name and street address of bank branch

Bank account number and/or IBAN number (for certain banks outside the United States)

For banks in the United States: ABA or routing number

For banks outside the United States: Bank routing number or SWIFT code

*International Bank Account Number

**Routing information is not required for Bank Fund Staff Federal Credit Union (BFSFCU) account holders.

Submit only one personal E-mail address to the administrative contact.

If the hiring unit activates a Lotus Notes account, then this account overrides the personal E-mail account.

Payment updates are sent by E-mail. Notifications also include actions taken by the TTL/reviewer on your payment request (for example, approve/reject) and delegation of the TTL/reviewer or administrative contact.

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What is the payment process for consultants or temporaries?

By E-Mail

 

 

 

In ST Payment

 

 

 

 

 

 

 

In SAP

1

Issue Letter of Appointment (LOA)

Human Resources Service Center (HRSSC) or Country Office HR Administrator or Officer

Specify the terms and conditions of employment.

Trigger the creation of accounts (for example, UPI, PassKey, Lotus Notes) through the hiring unit. A passkey is required to access select World Bank Group websites.

Provide the contract details to access ST Request online.

2

Complete and Submit Payment Request

Consultant or Temporary

Ensure LOA is signed and submitted. This is a one- time verification at the start of a contract.

Enter payment request for specific task. Describe services rendered and deliverables.

Validate bank account information.

Track submitted payment requests.

3

Approve or Reject Payment Request

Task Team Leader (TTL)/ Reviewer

Review payment request with corresponding deliverables.

Enter comments for rejected payment requests.

Reassign payment requests to alternate TTL/reviewer (if applicable).

4

Approve or Reject Payment

Manager

Review SES in SAP. An SES is automatically created when the TTL/reviewer approves the payment request.

Approve or reject payment.

What are the key policies on short-term appointments?

1.Appointment Status – As an STC/STT, you hold a staff appointment. Consequently, you cannot be hired through a firm.

2.Allowed Number of Days – The maximum number of days you can work in a given fiscal year (FY) depends on your appointment type with the World Bank Group. The fiscal year for the Bank Group begins on July 1 and ends on June 30 of the following year. For additional information, consult the TTL or refer to your LOA.

3.Start Date – You can begin work on or after the start date in the contract and only after HR has received the signed letter of appointment issued to you. Failure to comply with this policy exposes both the Bank Group and the STC/STT to serious insurance and liability issues.

Payments cannot be processed for any work done before the start date in the contract.

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4.Payment

(a)Access – Your access to the ST Request site is limited to your contract end date.

For example, if your contract ends by June 30, you must submit your timesheet on or before June 30. Your access to ST Request will automatically be revoked on July 1, and you will no longer be able to enter your timesheet.

(b)Direct Deposit – Payments are made to a commercial bank account or a Credit Union account.

Submit your bank account information to the administrative contact assigned to your contract. This information is mandatory for HQ consultants and temporaries.

Exception: Local consultants in the country office, who may not have access to direct deposit, can call or send an E-mail to the administrative contact (or country office accountant).

(c)Advance Fees – You can request for advance payment of fees to cover travel subsistence costs and services beyond June 30. These advance payments must be charged to the current fiscal year and are considered on a case-to-case basis.

Call or send an E-mail to your administrative contact to check whether you are eligible for advance fees.

(d)Record keeping – Keep a record of your time against each project, particularly if you are working on multiple assignments.

5.Overtime for Temporaries

Secure authorization in advance from your approving manager.

Verify the specific purchase order and line item for charging overtime with the administrative contact.

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Access Short-Term Payment

Activate Your PassKey

For security reasons, the ST Payment system is passkey protected. Follow these steps to activate your passkey:

1.Go to http://strequest.worldbank.org.

2.On the Sign In page, click Forgot/Request Password.

3.Enter the E-mail address you provided to the World Bank Group in the Enter Email Address field.

4.Enter the characters displayed for Registration Verification.

5.Click Submit. You will receive an E-mail that provides a temporary passkey with instructions.

Reset your password immediately for security reasons.

For Additional Assistance

For IBRD/MIGA, call ISG Global Support Center at (202) 473-2121.

For IFC, call the IFC Helpdesk at (202) 522-3000.

Service centers Service centers are available 24 hours a day, 7 days a week.

A series of personnel-related questions are asked to authenticate the caller’s identity.

A UPI is necessary to activate the account.

The PassKey site automatically:

locks you out after you type the incorrect password five times successively.

times out if you are inactive for more than one hour.

Access to the ST Payment system is tied to the start and end dates of your contract.

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Log on to ST Payment

The user profile determines the type of access and actions you can perform in the ST Payment system.

Access is confined to active projects in the current fiscal year.

Each profile (for example, consultants/temporaries, task team leader/reviewer, or administrative contact) has a unique site to carry out specific actions.

Consultants and Temporaries

Can perform these tasks online:

Verify mailing address and bank account

Review project details

Complete a payment request

Attach a deliverable

Submit overtime (for temporaries only)

Display a submitted payment request

For payment-related inquiries, check with the administrative contact.

Access is tied to the start and end dates of your contract.

Task Team Leaders (TTLs) or Reviewers

Can perform these tasks online:

Review project details

Approve or reject a payment request

Download a deliverable

Reassign TTL

Display a submitted payment request

Administrative Contacts

Can view submitted payment requests and track status for monitoring purposes

Can reassign TTL when the primary TTL is unavailable

To log on as a consultant or temporary using:

The intranet within the Bank, IFC, or MIGA offices, go to http://strequest.

External access* (from any PC or Macintosh with internet access that is not on the Bank’s network), go to http://strequest.worldbank.org.

*Requires a passkey. If you encounter any errors, contact the service center for assistance.

To log on as a TTL/reviewer using the intranet within the Bank, IFC, or MIGA offices, go to http://stapprove.

To log on and view timesheets using the intranet within the Bank, IFC, or MIGA offices, go to http://stapprove.

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Quick Reference Guide for Consultants and Temporaries

ST Request Home: Current Assignments

1

For Official Use Only

2

3

4

 

Contents

1

View Mailing Address and Bank Account Details

2

Select Task to Enter Time

3

Display a Submitted Payment Request

4Resubmit a Rejected Payment Request (if applicable)

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Profile

View Mailing Address and Bank Account Details

1.Click Profile to the right of your name on the home page.

2.Review the mailing address and bank information on the relevant tabs. Bank information is mandatory for HQ consultants and temporaries.

For security reasons, the last four digits of your Bank Account No. are displayed.

To update your records, send an E-mail to the administrative contact. Your bank information must contain:

Full name and street address of bank branch

Bank account number and/or IBAN* number (for certain banks outside the United States)

For banks in the United States – ABA or routing number**

For banks outside the United States – Bank routing number or SWIFT code

*International Bank Account Number

**Routing information is not required for Bank Fund Staff Federal Credit Union (BFSFCU) account holders.

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Current Assignments Section

Select a Task to Enter Time

A

B

C

D

E

F

G

H

 

Label

 

 

Field

Description

 

 

 

 

 

A purchase order (PO) number is generated in SAP*. A PO is a legal

 

 

 

 

 

document specifying the type of services, conditions,

 

A

 

 

PO

predetermined rate, and delivery dates.

 

 

 

 

 

 

 

 

 

An Overtime icon displays next to the PO number for pre-

 

 

 

 

 

authorized overtime. This applies only to temporaries.

 

 

 

 

 

 

 

B

 

 

Line

PO line item number in SAP*

 

C

 

 

Start Date and

Duration of each task or PO line item

 

 

 

End Date

 

 

 

 

 

 

D

 

 

Description

Brief description of the assignment(s) or task(s) to be performed

 

 

 

 

 

 

 

 

 

 

 

Designated approver of your payment request and deliverables (if

 

 

 

 

 

any) in ST Payment.

 

E

 

 

Task Team Lead

 

 

 

 

 

 

Note that manager approval in SAP is still required for payment

 

 

 

 

 

to be processed.

 

 

 

 

 

The number of days or hours depends on the terms of your

 

 

 

 

 

contract.

 

F

 

 

Days/Hrs

Total hours or days allocated for each task or PO line item.

 

 

 

 

 

Available balance is the maximum number of hours or days

 

 

 

 

 

that can be claimed against the task or PO line item.

 

 

 

 

 

 

 

 

 

 

 

Indicates how the PO is funded or where services are charged.

 

G

 

 

Charge Code

A PO may be broken down into various line items charged

 

 

 

 

 

 

 

 

 

 

against different charge codes.

 

 

 

 

 

 

 

 

 

 

 

Enter Time – to enter timesheet details

 

H

 

 

Actions

Open Draft – to modify details in a timesheet that was saved as

 

 

 

 

 

draft

*SAP is the financial and accounting system used by the World Bank Group.

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1.Review the fields under Current Assignments to ensure that you enter time against the correct task for the current fiscal year.

For additional information, check with the administrative contact listed in your Letter of Appointment.

2.Click Enter Time or Open Draft against the relevant task under the Actions column. The Payment Request Form displays.

Submitted Timesheets Section

A

B

C

D

E

F

G

H

I

J

Display a Submitted Payment Request

 

Label

Field

 

Description

 

A

PR Number

 

A payment request (PR) number is generated when the consultant

 

 

or temporary submits the request.

 

 

 

 

 

 

 

 

A purchase order (PO) number is generated in SAP*. A PO is a legal

 

 

 

 

document specifying the type of services, conditions,

 

B

PO Number

 

predetermined rate, and delivery dates.

 

 

 

 

 

 

 

An Overtime icon displays next to the PO number for pre-

 

 

 

 

authorized overtime. This applies only to temporaries.

 

 

 

 

 

 

C

Line

 

PO line item number in SAP*

 

 

 

 

 

 

D

Description

 

Brief description of the assignment(s) or task(s) to be performed

 

 

 

 

From and To indicate the period specified in the payment

 

E

Date

 

request for the completed work.

 

 

Submitted is the date when the payment request is sent for TTL

 

 

 

 

 

 

 

 

approval.

 

 

 

 

 

 

F

Claimed Qty

 

Number of days or hours claimed against a task or PO line item

 

 

 

 

 

 

G

Payment Amt

 

Automatically displays the amount based on the Claimed Quantity

 

 

multiplied by the rate

 

 

 

 

 

 

 

 

 

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Label

Field

 

Description

 

 

 

 

Designated approver of your payment request and deliverables (if

 

 

 

 

any) in ST Payment

 

H

TTL Name

 

 

 

 

 

 

Note that manager approval in SAP* is still required for payment

 

 

 

 

to be processed.

 

 

 

 

 

 

 

 

 

Submitted to TTL – payment request and deliverables (if any)

 

 

 

 

are submitted and pending TTL approval.

 

 

 

 

TTL Rejected – payment request and deliverables (if any) are

 

 

 

 

incomplete or inaccurate and rejected by the TTL.

 

 

 

 

Pending SAP Action – payment request and deliverables (if any)

 

 

 

 

are approved by the TTL and SES** creation is pending.

 

 

 

 

Pending Mgr Approval – SES** created in SAP and pending

 

 

 

 

manager approval.

 

 

 

 

! Request Failed: Contact Admin – SES** creation failed in SAP.

 

I

Status

 

Check with the administrative contact for information.

 

 

 

 

Mgr Approved – SES** approved by manager and awaiting

 

 

 

 

payment processing.

 

 

 

 

! Mgr Rejected: Contact Admin – SES** rejected by the

 

 

 

 

manager. Check with the administrative contact for

 

 

 

 

information.

 

 

 

 

! Request Canceled: Contact Admin – SES** approval canceled

 

 

 

 

by manager. Check with the administrative contact for

 

 

 

 

information.

 

 

 

 

Payment Processed –payment processing is completed.

 

J

Actions

 

Click View to display a payment request or Edit to modify a

 

 

payment request that the TTL has rejected.

 

 

 

 

*SAP is the financial and accounting system used by the World Bank Group.

**Service Entry Sheet (SES) is a system-generated document in SAP.

1.Review the relevant fields in the Submitted Payment Requests section.

Only the latest five submitted payment requests display. Click View All Payment Requests to expand the list.

2.Click View under the Actions column to display details of a specific payment request. Alternatively, click View All Payment Requests. The Filter Payment Requests section displays.

a.Enter the Payment Request, PO Number, or From Date and To Date; or use the dropdown lists to drill down by Status and TTL Name.

Enter dates using the mm/dd/yyyy format (Example: 01/15/2011 for January 15, 2011).

b.Click Go to display the results.

c.Click View under the Actions column to display the required payment request.

3. Click Exit Timesheet to return to the home page.

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Resubmit a Rejected Payment Request (if applicable)

1.Click Edit to display a payment request rejected by the task team leader (TTL)/reviewer.

2.Review the TTL’s comments explaining the reasons for rejection.

3.Select the appropriate action.

Click Submit for Approval after making the necessary corrections. The payment request and deliverables (if any) are then resubmitted to the TTL/reviewer.

Click Cancel Without Saving to close the payment request without saving your changes.

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Quick Reference Guide for Consultants and Temporaries

Payment Request Form

3

1

2

 

Contents

1

Review Project Details

2

Complete a Payment Request

3

Submit Overtime (for Temporaries Only)

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PO Details Section

Review Project Details

Field

 

 

Description

 

 

 

A project may consist of multiple deliverables. A purchase order (PO)

 

 

 

line item is created in SAP* for each deliverable.

PO – Line Number

 

 

The last two digits indicate the line number.

 

 

 

 

 

 

An Overtime icon displays next to the PO number for pre-

 

 

 

authorized overtime. This applies only to temporaries.

Project Description

 

 

Task description

 

 

 

Indicates how the PO is funded or where services are charged.

Charge Code

 

 

A PO may be broken down into various line items charged against

 

 

 

 

 

 

different charge codes.

Project Duration

 

 

Contract start and end dates

 

 

 

 

Unit

 

 

Indicates whether the contract is set up in days or hours

 

 

 

 

Currency

 

 

Currency in which payment is to be made

Total Days/Hrs

 

 

Indicates the maximum number of days or hours for each task or PO line

 

 

item

 

 

 

Available Days/Hrs

 

 

Indicates the maximum number of days or hours that can be claimed

 

 

against each task or PO line item

 

 

 

 

 

 

Designated approver and reviewer of your payment request and

 

 

 

deliverables (if any) in ST Payment

TTL Name

 

 

 

 

 

 

Note that manager approval in SAP* is still required for payment to be

 

 

processed.

Requestor Name

 

 

Name of consultant or temporary

 

 

 

Admin. Contact

 

Name of the administrative contact who serves as a resource person for

 

inquiries about your contract

 

 

 

 

 

 

Admin. Email

 

 

E-mail address of the administrative contact

 

 

 

 

*SAP is the financial and accounting system used by the World Bank Group.

1.Click Enter Time against the required project under Current Assignments on the home page. The Payment Request Form displays.

2.Review the details to ensure that you selected the correct line item.

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Payment Request Form and Authorization Sections

Complete a Payment Request

A

B

C

Label

 

 

Field

Action

 

 

 

 

Use the calendar feature to enter the start and end dates of the task

 

 

 

From

or assignment; or enter dates using the mm/dd/yyyy format

A

 

 

(Example: 01/15/2011 for January 15, 2011).

 

 

To

 

 

 

 

 

 

 

 

Ensure that dates are within the contract period.

 

 

 

 

B

 

Description of Work

Describe type of services rendered or task(s) performed.

 

Performed

 

 

 

 

 

 

 

 

 

 

 

 

Enter the amount of actual time worked.

C

 

 

No of Days/Hrs

The form displays the unit (days or hours) in which the contract is

 

 

 

 

 

 

 

 

set up.

 

 

 

 

 

1.Click Enter Time against the required project under Current Assignments on the home page. The Payment Request Form displays.

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2.Complete the required fields that are marked with an asterisk.

The Payment field automatically displays the amount based on the number of hours/days entered multiplied by the rate.

Click Add Row if you want to enter details for more than one task performed against the same PO line item. For example, a consultant may have worked on two reports against the same PO line item but with different start and end dates (that is, within the duration of the project). In such a case, the consultant can add another row in the same payment request and enter details instead of creating a new payment request.

3.Click Browse to attach deliverable(s) or document(s) if required. The Choose file window opens.

a.Locate the folder and file.

b.Click to select the required file.

c.Click Open to attach the file online.

In the Terms of Reference, the TTL/reviewer determines the types of deliverables that are required over a specific duration.

A consultant or temporary cannot view or download the files once uploaded.

Each payment request can have three deliverables. The combined size of the three files cannot exceed 10 MB.

If you cannot submit the deliverables due to file size limitation, indicate in the Requestor Comments how you are submitting them (Example: as an E-mail attachment, uploaded to a website, or by courier).

Certain files cannot be attached (Examples: .zip and .exe files).

Once a payment request is submitted, the attached deliverables cannot be retrieved from ST Payment.

4.Select the check boxes to verify that you have:

reviewed and signed the Letter of Appointment. This is a one-time verification which is required at the beginning of a contract.

submitted the details of actual time worked and will claim payment only through the World Bank Group.

5.Validate your bank account details. If the information is incorrect or outdated, send an E-mail to the administrative contact to update your records before submitting your payment request.

6.Enter Requestor Comments to highlight key points (if applicable). Include URL addresses for deliverables uploaded to websites.

7.Click the relevant button.

Submit for Approval – to submit your payment request. On submission: O the TTL/reviewer receives an E-mail notification.

O the status shows as ‘Submitted to TTL’ in the Submitted Payment Requests section on the home page.

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Once a payment request is approved by the TTL/reviewer, you cannot modify it. Request assistance from the administrative contact.

Distinguishing error and warning messages:

OError messages indicate missing or inaccurate information which prevents you from submitting a payment request. Make the corrections and then click Submit for Approval.

OWarning messages indicate that your entries require further attention. To proceed:

a.Provide a brief explanation in the Enter the comments for the above warnings. This is a mandatory field.

b.Click Submit for Approval.

Save as Draft – to retain current entries. From the Current Assignments section on the home page, click Open Draft to resume data entry.

Cancel Without Saving – to exit without saving field entries.

For delayed approvals, both the TTL/reviewer and administrative contact receive an E-mail notification that a payment request is pending approval.

The alert is sent 72 hours after the payment request is submitted for approval.

After 72 hours, subsequent reminders are sent daily by E-mail until action is taken.

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Submit Overtime (for Temporaries Only)

A

B

C

Label

 

 

Field

Action

 

 

 

 

Use the calendar feature to enter the start and end dates of the task

 

 

 

From

or assignment; or enter dates using the mm/dd/yyyy format

A

 

 

(Example: 01/15/2011 for January 15, 2011).

 

 

To

 

 

 

 

 

 

 

 

Ensure that dates are within the contract period.

B

 

Description of Work

Describe type of services rendered or task(s) performed.

 

Performed

 

 

 

 

 

 

 

Enter the amount of actual time worked.

C

 

 

No of Days/Hrs

The form displays the unit (days or hours) in which the contract is

 

 

 

 

 

 

 

 

set up.

Enter pre-authorized overtime hours only in the line that includes an Overtime icon .

1.From the Current Assignments section on the home page, click Enter Time against the line in which an Overtime icon displays next to the PO number. The Payment Request Form displays.

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2.Complete the required fields that are marked with an asterisk.

The Payment field automatically displays the amount based on the number of hours/days entered multiplied by the rate.

3.Click Browse to attach deliverable(s) or document(s) if required. The Choose file window opens.

a.Locate the folder and file.

b.Click to select the required file.

c.Click Open to attach the file online.

In the Terms of Reference, the TTL/reviewer determines the types of deliverables that are required over a specific duration.

A consultant or temporary cannot view or download the files once uploaded.

Each payment request can have three deliverables. The combined size of the three files cannot exceed 10 MB.

If you cannot submit the deliverables due to file size limitation, indicate in the Requestor Comments how you are submitting them (Example: as an E-mail attachment, uploaded to a website, or by courier).

Certain files cannot be attached (Examples: .zip and .exe files).

Once a payment request is submitted, the attached deliverables cannot be retrieved from ST Payment.

4.Select the check boxes to verify that you have:

reviewed and signed the Letter of Appointment. This is a one-time verification which is required at the beginning of a contract.

submitted the details of actual time worked and will claim payment only through the World Bank Group.

5.Validate your bank account details. If the information is incorrect or outdated, send an E-mail to the administrative contact to update your records before submitting your payment request.

6.Enter Requestor Comments to highlight key points (if applicable). Include URL addresses for deliverables uploaded to websites.

7.Click the relevant button.

Submit for Approval – to submit your payment request. On submission: O the TTL/reviewer receives an E-mail notification.

O the status shows as ‘Submitted to TTL’ in the Submitted Payment Requests section on the home page.

Once a payment request is approved by the TTL/reviewer, you cannot modify it. Request assistance from the administrative contact.

Short-Term (ST) Payment for Consultants and Temporaries

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Updated April 3, 2012

 

S

T Payment

For Official Use Only

Short-Term Payment

Distinguishing error and warning messages:

OError messages indicate missing or inaccurate information which prevents you from submitting a payment request. Make the corrections and then click Submit for Approval.

OWarning messages indicate that your entries require further attention. To proceed:

a.Provide a brief explanation in the Enter the comments for the above warnings. This is a mandatory field.

b.Click Submit for Approval.

Save as Draft – to retain current entries. From the Current Assignments section on the home page, click Open Draft to resume data entry.

Cancel Without Saving – to exit without saving field entries.

For delayed approvals, both the TTL/reviewer and administrative contact receive an E-mail notification that a payment request is pending approval.

The alert is sent 72 hours after the payment request is submitted for approval.

After 72 hours, subsequent reminders are sent daily by E-mail until action is taken.

Short-Term (ST) Payment for Consultants and Temporaries

20

Updated April 3, 2012

 

Watch World Bank St Payment Request Video Instruction

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