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S T PaymentShort-Term PaymentA primer for short-term consultants (STCs) and shortterm temporaries (STTs)ContentsOverview of the Payment Request Form for Short-Term Payment. 2What is the Payment Request Form? . 2What are the benefits of using ST Request? . 2What are the prerequisites for using ST Request? . 2What is the payment process for consultants or temporaries? . 3What are the key policies on short-term appointments? . 3Access ST Payment System . 5ST Request Home: Current Assignments . 8View Mailing Address and Bank Account Details. 9Select a Task to Enter Time . 10Resubmit a Rejected Payment Request (if applicable) . 13Payment Request Form. 14Review Project Details . 15Complete a Payment Request. 16Submit Overtime (for Temporaries Only) . 19

S T PaymentFor Official Use OnlyShort-Term PaymentOverview of the Payment Request Form for Short-Term PaymentWhat is the Payment Request Form?The Payment Request Form is available on the ST Request site (http://strequest.worldbank.org). Thisform allows short term consultants and temporaries (STCs/STTs) to enter and submit their paymentrequests online.In countries where web access is limited (for example, remote areas or fragile states), Form 2370 orRequest 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 SESis 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 Requestoutside of headquarters or country offices.Provides automatic validation of available days or hours of the STC/STT’s commitment notedagainst a purchase order and source of funding. This feature is particularly helpful when anSTC/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 AccountSubmit accurate and complete bank accountdetails to the administrative contact. Full name and street address of bankbranch Bank account number and/or IBAN number(for certain banks outside the United States) For banks in the United States: ABA orrouting number For banks outside the United States: Bankrouting number or SWIFT code*International Bank Account Number**Routing information is not required for BankFund Staff Federal Credit Union (BFSFCU) accountholders.Email Account Submit only one personal E-mail addressto the administrative contact.If the hiring unit activates a Lotus Notesaccount, then this account overrides thepersonal E-mail account.Payment updates are sent by E-mail. Notificationsalso include actions taken by the TTL/reviewer onyour payment request (for example,approve/reject) and delegation of theTTL/reviewer or administrative contact.Short-Term (ST) Payment for Consultants and TemporariesUpdated June 11, 20152

S T PaymentFor Official Use OnlyShort-Term PaymentWhat is the payment process for consultants or temporaries?By E-Mail1In ST Payment23In SAP4Issue Letter ofAppointment (LOA)Complete and SubmitPayment RequestApprove or RejectPayment RequestApprove or RejectPaymentHuman Resources ServiceCenter (HRSSC) or CountryOffice HR Administrator orOfficerConsultant or TemporaryTask Team Leader (TTL)/ReviewerManager Specify the terms andconditions ofemployment. Trigger the creation ofaccounts (for example,UPI, PassKey, Lotus Notes)through the hiring unit. Apasskey is required toaccess select World BankGroup websites. Provide the contractdetails to access STRequest online. Ensure LOA is signed andsubmitted. This is a onetime verification at thestart of a contract. Enter payment requestfor specific task. Describeservices rendered anddeliverables. Validate bank accountinformation. Track submitted paymentrequests. Review payment requestwith correspondingdeliverables. Enter comments forrejected paymentrequests. Reassign paymentrequests to alternateTTL/reviewer (ifapplicable). Review SES in SAP. An SESis automatically createdwhen the TTL/reviewerapproves the paymentrequest. Approve or rejectpayment.What are the key policies on short-term appointments?1. Appointment Status – As an STC/STT, you hold a staff appointment. Consequently, you cannotbe 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 BankGroup 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 hasreceived the signed letter of appointment issued to you. Failure to comply with this policyexposes 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.Short-Term (ST) Payment for Consultants and TemporariesUpdated June 11, 20153

S T PaymentFor Official Use OnlyShort-Term Payment4. 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 beforeJune 30. Your access to ST Request will automatically be revoked on July 1, and you will nolonger be able to enter your timesheet.(b) Direct Deposit – Payments are made to a commercial bank account or a Credit Unionaccount.Submit your bank account information to the administrative contact assigned to yourcontract. This information is mandatory for HQ consultants and temporaries.Exception: Local consultants in the country office, who may not have access to directdeposit, can call or send an E-mail to the administrative contact (or country officeaccountant).(c) Advance Fees – You can request for advance payment of fees to cover travel subsistencecosts and services beyond June 30. These advance payments must be charged to the currentfiscal 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 foradvance fees.(d) Record keeping – Keep a record of your time against each project, particularly if you areworking 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 theadministrative contact.Short-Term (ST) Payment for Consultants and TemporariesUpdated June 11, 20154

S T PaymentFor Official Use OnlyShort-Term PaymentAccess ST Payment SystemConsultants and TemporariesCreate a PasskeyTo access the ST Payment system for the first time, you must create a passkey. The steps to create apasskey depends on whether you have a World Bank Group email address. Click the relevant link forinstructions: I have a Bank Group email address I do not have a Bank Group email addressI have a Bank Group email address1. Go to: https://strequest, if you are using the intranet within the Bank Group offices. 2.3.4.5.6.7.8.https://strequest.worldbank.org, if you are using the internet, that is, if you are not on theBank Group network. Internet Explorer version 8 or higher is a requirement.On the Sign In page, click the ‘Forgot/Request Password’ link.Enter the Bank Group email address in the ‘Enter Email Address’ field.Enter the characters displayed for ‘Registration Verification’.Click the Submit button. You will receive an email.Click the link in the email. The Change Password page displays.Create your passkey using the instructions in the email.Click the Submit button. A confirmation message displays.I do not have a Bank Group email address1. Contact the relevant service center: For IBRD/MIGA, call the ITS Global Support Center at (202) 473-2121. For IFC, call the IFC Helpdesk at (202) 522-3000.The service center will provide you a temporary passkey after confirming your personal details.2. Go to: https://strequest, if you are using the intranet within the Bank Group offices. https://strequest.worldbank.org, if you are using the internet, that is, if you are not on theBank Group network. Internet Explorer version 8 or higher is a requirement.3. Enter your UPI in the ‘User ID’ field.4. Enter the temporary passkey in the ‘PassKey’ field.5. Click the Submit button. The Change Password page displays.6. Change your passkey using the instructions on the page.7. Click the Submit button. A confirmation message displays.Short-Term (ST) Payment for Consultants and TemporariesUpdated June 11, 20155

S T PaymentFor Official Use OnlyShort-Term PaymentLog on to the ST Payment systemOnce you have a passkey, complete the following steps to log on to the ST Payment system:1. Go to: https://strequest, if you are using the intranet within the Bank Group offices. https://strequest.worldbank.org, if you are using the internet, that is, if you are not on theBank Group network. Internet Explorer version 8 or higher is a requirement.2. On the Sign In page, log in using your UPI—not your email address—and the passkey that youcreated.Allowed Actions Verify mailing address and bank detailsAttach a deliverable Submit a payment requestAssistanceFor questions related to Contact LoginThe ITS Global Support Center at (202) 473-2121 forIBRD/MIGA.The IFC Helpdesk at (202) 522-3000 for IFC.Service centers are available 24 hours a day, 7 days a week.Submitting a payment requestThe administrative contact listed in the letter of appointmentTask Team Leaders (TTLs) or ReviewersLog on to the ST Payment system1. Go to https://stapprove.2. On the Sign In page, log in using your UPI and passkey.Allowed Actions Approve or reject a payment requestDelegate approving authority to another TTL or reviewer for a specific periodShort-Term (ST) Payment for Consultants and TemporariesUpdated June 11, 20156

S T PaymentFor Official Use OnlyShort-Term PaymentAdministrative ContactsLog on to the ST Payment system1. Go to https://stapprove.2. On the Sign In page, log in using your UPI and passkey.Allowed Actions Monitor status of a submitted payment requestReassign a submitted payment request to another TTL when the primary TTL is not availableShort-Term (ST) Payment for Consultants and TemporariesUpdated June 11, 20157

S T PaymentFor Official Use OnlyShort-Term PaymentQuick Reference Guide for Consultants and TemporariesST Request Home: Current Assignments1234Contents1View Mailing Address and Bank Account Details2Select Task to Enter Time3Display a Submitted Payment Request4Resubmit a Rejected Payment Request (if applicable)Short-Term (ST) Payment for Consultants and TemporariesUpdated June 11, 20158

S T PaymentFor Official Use OnlyShort-Term PaymentProfileView Mailing Address and Bank Account Details1. 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 ismandatory 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 informationmust contain: Full name and street address of bank branch Bank account number and/or IBAN* number (for certain banks outside the UnitedStates) 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.*InShort-Term (ST) Payment for Consultants and TemporariesUpdated June 11, 20159

S T PaymentFor Official Use OnlyShort-Term PaymentCurrent Assignments SectionSelect a Task to Enter TimeABCLabelABDFieldPODLineStart Date andEnd DateDescriptionETask Team LeadCFDays/HrsGCharge CodeHActionsEFGHDescriptionA purchase order (PO) number is generated in SAP*. A PO is a legaldocument specifying the type of services, conditions,predetermined rate, and delivery dates.An Overtime icon displays next to the PO number for preauthorized overtime. This applies only to temporaries.PO line item number in SAP*Duration of each task or PO line itemBrief description of the assignment(s) or task(s) to be performedDesignated approver of your payment request and deliverables (ifany) in ST Payment.Note that manager approval in SAP is still required for paymentto be processed.The number of days or hours depends on the terms of yourcontract. Total hours or days allocated for each task or PO line item. Available balance is the maximum number of hours or daysthat can be claimed against the task or PO line item.Indicates how the PO is funded or where services are charged.A PO may be broken down into various line items chargedagainst different charge codes. Enter Time – to enter timesheet details Open Draft – to modify details in a timesheet that was saved asdraft*SAP is the financial and accounting system used by the World Bank Group.Short-Term (ST) Payment for Consultants and TemporariesUpdated June 11, 201510

S T PaymentFor Official Use OnlyShort-Term Payment1. Review the fields under Current Assignments to ensure that you enter time against the correcttask for the current fiscal year.For additional information, check with the administrative contact listed in your Letter ofAppointment.2.Click Enter Time or Open Draft against the relevant task under the Actions column. ThePayment Request Form displays.Submitted Timesheets SectionProfA2BCDEFGHIJDisplay a Submitted Payment RequestLabelFieldAPR NumberBPO NumberCDLineDescriptionEDateFClaimed QtyGPayment AmtDescriptionA payment request (PR) number is generated when the consultantor temporary submits the request.A purchase order (PO) number is generated in SAP*. A PO is a legaldocument specifying the type of services, conditions,predetermined rate, and delivery dates.An Overtime icon displays next to the PO number for preauthorized overtime. This applies only to temporaries.PO line item number in SAP*Brief description of the assignment(s) or task(s) to be performed From and To indicate the period specified in the paymentrequest for the completed work. Submitted is the date when the payment request is sent for TTLapproval.Number of days or hours claimed against a task or PO line itemAutomatically displays the amount based on the Claimed Quantitymultiplied by the rateShort-Term (ST) Payment for Consultants and TemporariesUpdated June 11, 201511

S T PaymentFor Official Use OnlyShort-Term PaymentLabelHFieldDescriptionDesignated approver of your payment request and deliverables (ifany) in ST PaymentTTL NameIStatusJActionsNote that manager approval in SAP* is still required for paymentto 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) areincomplete 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 pendingmanager approval. ! Request Failed: Contact Admin – SES** creation failed in SAP.Check with the administrative contact for information. Mgr Approved – SES** approved by manager and awaitingpayment processing. ! Mgr Rejected: Contact Admin – SES** rejected by themanager. Check with the administrative contact forinformation. ! Request Canceled: Contact Admin – SES** approval canceledby manager. Check with the administrative contact forinformation. Payment Processed –payment processing is completed.Click View to display a payment request or Edit to modify apayment 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 toexpand 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 dropdownlists 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.Short-Term (ST) Payment for Consultants and TemporariesUpdated June 11, 201512

S T PaymentFor Official Use OnlyShort-Term PaymentResubmit 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 anddeliverables (if any) are then resubmitted to the TTL/reviewer. Click Cancel Without Saving to close the payment request without saving your changes.Short-Term (ST) Payment for Consultants and TemporariesUpdated June 11, 201513

S T PaymentFor Official Use OnlyShort-Term PaymentQuick Reference Guide for Consultants and TemporariesPayment Request Form312Contents1Review Project Details2Complete a Payment Request3Submit Overtime (for Temporaries Only)Short-Term (ST) Payment for Consultants and TemporariesUpdated June 11, 201514

S T PaymentFor Official Use OnlyShort-Term PaymentPO Details SectionReview Project DetailsField PO – Line NumberProject DescriptionCharge CodeProject DurationUnitCurrencyTotal Days/HrsAvailable Days/Hrs DescriptionA project may consist of multiple deliverables. A purchase order (PO)line item is created in SAP* for each deliverable.The last two digits indicate the line number.An Overtime icon displays next to the PO number for preauthorized overtime. This applies only to temporaries.Task descriptionIndicates how the PO is funded or where services are charged.A PO may be broken down into various line items charged againstdifferent charge codes.Contract start and end datesIndicates whether the contract is set up in days or hoursCurrency in which payment is to be madeIndicates the