Country Coordinator Knowledge Base

Climate Invest – General

 

2.1 Reset or create your password

Please navigate to Climate Invest to reset or create your password.

After clicking the link under the ’Sign in’ button, a new window will open asking for your email address. Please use the email address you were registered with in Climate Invest.

You will receive an email with a link to set a new password for your Climate Invest account. You will automatically be logged in to your account after resetting/creating your password.

Please also check your spam/junk folder for an email from Climate Invest if you do not receive it in your inbox.

 

2.2 Switch dashboards

Climate Invest is organized in dashboards. The most important dashboards for you are:

Country – PFAN Country Coordinator

Country – Internal Administration

While the ‘Country – PFAN Country Coordinator’ dashboard provides an overview of the activities in your country, you can work on your Quarterly Report and submit travel requests and invoices in the ‘Country – Internal Administration’ dashboard.

Please click the black bar on the left of your screen to switch between the dashboards. Information on how to use dashboard shortcuts can be found in the section below.

 

2.3 Add or remove a dashboard shortcut

Dashboard shortcuts enable you to quickly switch between dashboards without having to click and open on the black bar.

In order to create a dashboard shortcut, please click on the black bar on the left side of your screen, navigate to the respective dashboard and click the three-dot icon. In the three-dot menu select ‘Add to Shortcuts’ – you can either add an icon or a three letter abbreviation. Once you click ‘Save’, the shortcut will be displayed directly on the black bar on the left side of the screen.

If you want to delete a dashboard shortcut, please click on ‘Added to Shortcuts’ in the three-dot menu again. In the pop-up window, you can select ‘Remove from Shortcuts’. The dashboard shortcut will disappear after you clicked the button.

 

2.4 Update your personal information

Climate Invest stores information about users and their linked organisations. Linked organisations can be accessed through the connected data tab (see next section).

To update your personal information, please navigate to the PEOPLE card (blue icon) in the ‘Country – Internal Administration’ dashboard and click ‘Edit’ on the bottom left side of the card. Do not forget to save after updating your personal information.

Please keep your personal data on Climate Invest up to date, since it is used for the contracting and invoicing processes.

 

2.5 Connected data tab

The connected data tab shows all information connected to a specific card.

In order to see all connected information, please click the magnet sign on the top right side of the card. For example, in the PEOPLE card you can access the details of the organisation connected to a user. In order to access the organisation’s data, please click ‘Orgs’ and the overview to access the detailed information.

 

2.6 Add a bank account

Your bank account information is required to ensure smooth processing of your invoices by the PFAN team.

Please navigate to the PEOPLE card in the ‘Country – Internal Administration’ dashboard. On top of the form, click the ‘+’ sign next to the ‘Bank Accounts’ headline and insert all relevant information into the pop-up window. Be aware that the ‘Name of the Account Holder’ needs to be identical to the name stated in your contract.

You can amend the information provided by clicking the blue link that appears after saving.

 

 

 

Climate Invest – Quarterly Reports, Invoices and Travel Requests

 

3.1 Search and edit a Quarterly Report

To work on your Quarterly Report, please access the ‘Country – Internal Administration’ dashboard in Climate Invest.

You find the report in the second card of the dashboard. Detailed information can be accessed through clicking on the small overview section. To edit your Quarterly Report, click the ‘Edit’ button on the bottom left of the card.

Don’t forget to regularly save your Quarterly Report – this can be done through clicking the ‘Save’ button on the bottom right of the card.

 

3.2 Add deliverables to your Quarterly Report

Deliverables such as number of roadshows/third party events or number of network members/partners originated are crucial information in your Quarterly Report.

In order to add any of these deliverables to your Quarterly Report, please access the Quarterly Report in your dashboard (see section above). You can add a deliverable through clicking on the green ‘+’ on the right side of the card which will open pop-up window asking for more specific information regarding the deliverable.

Please provide all relevant information to the deliverables card. Documents such as the attendee’s list and agenda as well as photos for the roadshow/third party deliverable can be added on the deliverables card through clicking the green ‘+’ in the ‘Documents’ section.

 

3.3 Submit your Quarterly Report

Once you have added all relevant information and documents to your Quarterly Report, you will see the invoiceable amount on top and the relevant amounts for the sub-sections in each specific section. Please be aware that you can only invoice for the amount that has been approved by the PFAN team – you will receive an email notification once the PFAN team has reviewed your Quarterly Report.

In order to submit your Quarterly Report, please click ‘Workflow’ on the bottom left side of the card. Then click ‘Submit’ in the pop-up window and confirm by clicking the ‘OK’ button. You can see that you have successfully submitted your Quarterly Report once the status in the overview section changes from ‘New’ to ‘REEEP Review’. You will also receive an email notification confirming the submission of your Quarterly Report.

Please be aware that after submission you will not be able to edit your Quarterly Report anymore. In case you would still like to add/amend information to your Quarterly Report, you need to ask your Project Officer to send the report back to you.

 

3.4 Prepare and submit an invoice

You can prepare and submit an invoice after your Quarterly Report has been reviewed and approved by the PFAN team and the Regional Coordinator. The approved amount can be found on top of the Quarterly Report.

To start preparing an invoice, you need to navigate back to the Country Card and click the green ‘+’ to start your invoice. A pop-up window will show and display your personal details as well as your bank account information – please see section 2.6 if you have not yet added your bank account details.

Then add your invoice number and the approved amount as displayed on top of the respective Quarterly Report. Optionally, you can also add a comment to your invoice.

In order to submit your invoice, click ‘Workflow’ on the bottom left of the card, then click ‘Submit’ and confirm your selection through clicking ‘OK’.

You will receive an email notification once your invoice has been approved by the PFAN team and once the payment has been transferred from our bank accounts.

 

3.5 Prepare and edit a Travel Request

Travel requests can be prepared through clicking the green ‘+’ sign next to ‘Start your Travel Request’ on the country card. A window will pop-up asking for more details regarding your planned trip. After entering your name, you can either continue working in the pop-up window or click ‘Save’ button and continue working in the ‘Open Travel Request’ card (aircraft icon) in a bigger window.

The Travel Request can be edited through clicking ‘Edit’ on the bottom left of the card. Please do not forget to regularly save to avoid losing any data.

Relevant documents such as the PFAN Travel Guidelines are linked on the Travel Request.

 

3.6 Calculate your per diem

In the Travel Request, we ask you to calculate the expected per diem costs for your trip. Please enter your travel destination on https://icsc.un.org and select the ‘Daily Subsistence Allowance’ tab to find the relevant per diem rates for your destination. Please enter the per diem rate excluding the percentage for accommodation – PFAN will remunerate you for accommodation costs. Please see an example of the correct calculation for Bangkok below:

Per diem rate Bangkok           USD 248.00

Room as % of per diem (54%) USD 133.92

Applicable per diem for PFAN USD 114.08

 

If you would stay in Bangkok for three nights, the correct entries in the Travel Request in Climate Invest would be:

Accommodation (max amount to be spent): USD 401,76

Per diem         USD 342,24

 

3.7 Submit a Travel Request

Once you have filled out and uploaded all relevant documents to your Travel Request, please navigate to the ‘Open Travel Request’ card in the ‘Country – Internal Administration’ dashboard to submit it. You can find the ‘Workflow’ button on the bottom left of the Travel Request card. In the pop-up, choose ‘Submit’ and then confirm your selection by clicking ‘OK’.

You can see that the submission of your Travel Request was successful once the state of the request changes from ‘New’ to ‘Review of Travel Request’. You will also receive an email notification confirming your submission.

Please be aware that Travel Requests must be submitted 14 days prior to the start of the trip! You may only book your trip once the Travel Request has been approved by the Regional Coordinator and the PFAN Director.

 

3.8 Submit your travel expenses

After returning from your travel, please go ahead and submit your travel expenses. In order to access your Travel Request, navigate to the ‘Approved Travel Requests’ card in the ‘Country – Internal Administration’ dashboard.

After clicking ‘Edit’ on the bottom left of the card, you will find the relevant links to the travel expense template and the Oanda website for the currency exchange rate. Please be aware that the travel expenses document, as well as travel receipts, exchange rate and boarding passes are mandatory documents.

For more detailed information on how to prepare your travel expenses, please see the PFAN Travel Guidelines.

Once you have uploaded all relevant documents, please click ‘Workflow’, choose ‘Submit Reimbursement Claim’ and confirm your selection by clicking ‘OK’. You can see that your submission has been successful once the status of the Travel Request changes to ‘Review of Travel Expenses’. You will also receive an email notification confirming the submission of your reimbursement claim.

 

 

Photo: Courtesy EarthSpark International