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1. College Introduction ……………………………………………………………………03
1.1 The College Finance Section acknowledges the vital roles played by its strategic partners and other key
stakeholders in jointly managing the College’s finances in a challenging and dynamic environment.
1.2 The College Vision: To be globally recognised for excellent health sciences research, education,
training and clinical practice which is relevant to our local context and is undertaken in a collegial and effective environment.
1.3 The College Mission: To transform into a college of first choice for students and staff wanting to
engage in learning and research in the Health Sciences, by creating a collegial and welcoming
academic environment, which is engaged with and respected by its stakeholders and community, and
for which the staff, student and alumni become ambassadors of its success. The College will facilitate
and ensure high quality research, which will underpin and inform teaching, clinical practice and
community service, generate credibility with stakeholders, and build global recognition for innovative
solutions to health issues and problems.
1.4 College Finance Section: The College Finance Section is wholly committed to provide an efficient
support service function that, in turn, will contribute to the College to meet its Vision and Mission.
In pursuit of the UNIVERSITY OF KWAZULU-NATAL vision, we will strive to be the leading financial services team through:
• Adopting the REACH Principles in all engagements with our stakeholders
• Recruiting professionally competent, innovative and demographically representative staff
• Networking efficiently and effectively within and beyond the university community;
• Ensuring optimally resourced structures and systems are in place.
Together, these will promote and facilitate sound financial governance, sustainability and service excellence.
2. Purpose and explanation of booklet…………………………………………………04
2.1. The information detailed in this booklet is for the guidance of employees in College of Health
Sciences, including affiliated bodies, units and institutes.
2.2. The relevant financial policies and procedures must be followed by all staff, whether employed in
a permanent, temporary or casual capacity, and are equally applicable to all funds administered by the
University, irrespective of the source, or the purpose for which they have been paid in to or donated
to the University.
2.3. To facilitate a better understanding of the respective policies and their application, reference should be
made to the definitions detailed in paragraph 2 as shown below.
2.4. Any departures from these policies, or variations to the prescribed procedures, must be subject to the
specific prior motivation and endorsement of the Dean and Head of School to be finally approved by
the Director Professional Services (DPS)/Deputy Vice-Chancellor (DVC) AND Head of College to
enable consideration of payment.
2.5. Should specific conditions prescribed by a donor or sponsor be in conflict with University policy,
the donor’s conditions will have precedence in relation to the administration of the funds concerned.
Such variances must be drawn to the attention of the Chief Finance Officer prior to the relevant financial
transactions being initiated.
3.1. “Schools” shall mean all College disciplines, schools, units, centers and professional support
service sections in Durban and Pietermaritzburg and shall also include all affiliated bodies and institutions
whether legally autonomous or not, whose financial records are, by agreement, maintained within the University’s
Financial Accounting System.
3.2. “FUNDS” shall mean all monies received, administered and controlled within the University’s Financial
Accounting System, irrespective of the purpose for which they are received or donated.
3.3. “EXPENSES” Include all reimbursive expenses incurred and paid for by members of the University staff in relation to:-
? Travelling – i.e. use of own vehicle for University purposes;
? Overnight accommodation, daily and/or local subsistence;
? Other expenses
3.4. “PAYMENTS” shall mean all payments and disbursement processed through the medium of the following forms, documents and processes :-
– Payment Requisitions (Petty cash and electronic payments including FOREX payments)
– Salary Appointment Form
– Examiners’ Claims
– Reimbursement of Expenses Claims.
3.5. Payments “REQUISITIONS (Manual and Electronic)” shall mean all transactions which cause a School to incur
expenditure and shall include, but is not restricted to, the following documents :-
– Purchase Requisitions (Manual requisitions for values more than R500 000)
– Inter-Departmental Requisitions (IDRs)
– Printing Requisitions
– I-Enabler transactions
– Bursary payment transactions
Section A – Reimbursement of Expenses
1.1 The rates for reimbursement of expenses are reviewed annually and applied to the College when it is approved by
the University Finance Committee. The information which follows is primarily for the guidance of employees and sets
out the policies and procedures to be followed for the reimbursement of expenses incurred wholly, exclusively and
necessarily in the performance of the duties of their employment. It is intended also to clarify and simplify the
University’s responsibilities in complying with the requirement of the Income Tax Act in relation to reimburse allowances.
1.2 Except as otherwise indicated, no additional tax liability should arise to employees, provided that claims
for the reimbursement of expenses are completed strictly in accordance with the procedures specified in this booklet,
and it should not be necessary for employees to provide details thereof to South African Revenue Services on their
personal tax returns.
1.3 In the event of an expense or claim being contemplated in respect of any item not included in this booklet,
or there being any query relating to the reimbursement of expenses under this policy, the matter should be referred
in this first instance to the relevant School Operations Manager, who should, if necessary, consult the appropriate
member of the College Finance Office.
1.4 Staff members travelling abroad should refer to paragraph 7 which relates specifically to foreign travel.
2. Reimbursement Policy ………………………………………………………………….06
2.1 he University will reimburse members of staff for the costs of travelling, and subsistence which are incurred wholly,
exclusively and necessarily in relation to the performance of their duties.
2.2 Employees are expected to minimise costs, without impairing the efficiency of University activities,
as well as avoiding any unnecessary costs to the University.
2.3 Claims will not be paid to third parties, nor will credit or charge card accounts be paid on behalf of staff members
3. Travel Expenses ………………………………………………………………………….06
For the purposes of this policy, travelling expenses are deemed to relate to the use of employees’
own vehicles for University purposes.
3.1 Claims for reimbursement of the cost of employees using their own vehicles for travel necessarily
undertaken on University business should be furnished on the Expenses Claim form (ANNEXURE D).
Reimbursement will be made at the rate per kilometer prescribed by the Ministry of Finance as being
the rate exempt from the imposition of employees tax ( “PAYE”) and declaration for Income Tax purposes (See Annexure A).
3.2 In cases involving overtime, members of staff who are not entitled to payment for overtime may,
when the period of overtime worked over a weekend or on a public holiday exceeds 3 hours in one day,
claim reimbursement for the cost of one return journey between their home and normal place of work.
In all other cases, staff members must personally bear the cost of travelling between home and their
normal place of work. In exceptional circumstances and where, in the opinion of the School Operations Manager,
the reimbursement of travelling expenses is justified, the approval of the Dean and Head of School with
responsibility for Finance must be obtained.
3.3 Reimbursement claims in respect of all return journeys between the University’s Durban and
Pietermaritzburg Campuses will be based on 160 kilometers. Westville to Howard 20 kilometers return,
Medical School to Howard College 6 kilometers return Medical School to Westville 26 kilometers,
Westville to Edgewood 30 kilometers return, Howard College Edgewood 40 Kilometers return,
Medical School to Edgewood 40 kilometers and Medical School to Chief Nkosi Albert Luthuli Hospital 12 kilometers.
3.4 The cost of journeys between the University’s Campuses should be charged as highlighted in 3.3.
3.5 Reimbursement will always be based on the most cost-effective means of travel – i.e. the cost of travelling
by road will not be reimbursed where it exceeds the cost of flying. Any road travel exceeding 300 kilometers will be
reimbursed at University approved car hire rates for the same journey. However, if for budget purposes, the schools
need to reduce these kilometers the decision will need to be taken by the school board/MANCO. Claimants must ensure supporting
documentation (Confirmation of meeting, hired car fuel top up – Car hire voucher) is provided with the claim.
This is to ensure that employees minimize costs without impairing the University’s efficiency (see Paragraph 2.2 page 3)
Staff members wishing to make use of the car hire facility should have prior approval from School Operations Managers.
3.6 All journeys away from the staff member’s normal center of employment for University purposes will be
regarded as business journeys, except that where a journey begins or ends at home, the employee may only claim
the cost of the lesser of;
(a) The actual distance travelled, or
(b) The distance which would have been travelled if the journey had started and ended at the employee’s normal place of work.
3.7 Claims for the reimbursement of the cost of toll fees must be supported by receipts for the amounts claimed.
3.8 Staff members should ensure that the cover provided by their personal insurance policies extends to traveling on University business.
3.9 Where, in addition or as an alternative to the reimbursement of travelling expenses, members of staff have been
granted travel allowance, the university is obliged to reflect on their employees’ (IRP5) tax certificates at the end
of each tax year, not only the amount of the travel allowance itself, but also all other amounts reimbursed to employees
using their own vehicles on University business. In all other cases, provided that employees travel less than 8 000 kilometers
per annum (i.e. per tax year, ending annually in February) and have been reimbursed at a rate per kilometer not exceeding that
referred to in (Annexure A), no employees’ tax (PAYE) is required to be deducted from the expenses thus reimbursed. The amounts
reimbursed are, however, required to be disclosed on employees’ tax (IRP5) certificates.
3.10 Staff members employed on the January 2012 Conditions of Services qualify to claim for trips over 150 kilometers one way.
Anything less than 150 kilometers DO NOT QUALIFY FOR REIMBURSEMENT.
4. Subsistence ……………………………………………………………………………….08
4.1 Overnight Accommodation and Subsistence
4.1.1 Where employees are, by reason of their duties, required to spend at least one night away from their usual place of residence
on University business, an overnight or daily subsistence allowance may, depending upon the circumstances described below, be claimed.
One of two situations may arise, as follows:
Employees who, as an alternative to making use of hotel or other accommodation booked and paid for on their behalf by the
University (see 4.3 below), elect rather to stay with friends or relatives may claim an all-inclusive overnight allowance in
lieu of actual expenses;
Or In cases where overnight accommodation is to be paid for by the University, a daily subsistence allowance in respect of incidental expenses and meals not paid for by the University may be claimed in lieu of actual expenses.
4.1.2 The University will reimburse claimants for the cost of meals and incidental expenses by way of a non-taxable allowance
up to the maximum allowed (see (Annexure A). Expense receipts are not required to be submitted.
4.2 Claims for reimbursement of overnight and daily subsistence allowances in cases where employees are required to work away
from their normal place of work on University business should be furnished on the Expenses Claim form (ANNEXURE D).
4.3 Members of staff who require overnight accommodation when working away from their regular place of work on University
business should make the necessary hotel reservations through the University’s appointed travel agents.
4.3.1 The University will bear the cost of the hotel accommodation (including breakfast), together with the reasonable
cost of an evening meal. Any additional costs must be settled directly with the hotel by the staff member and deducted from the account.
4.3.2 Should meals taken NOT be paid for by the University, the staff member may claim a daily subsistence allowance
under the provisions set out in 4.1.1 above.
4.4 Local Subsistence
4.4.1 Employees who, during their normal working day, are required to be more than fifty kilometers away from their usual
place of work for periods exceeding five or ten hours respectively, may claim reimbursement for the cost of one or two meals.
Such claims, referred to as “local subsistence” claims, must be substantiated by supporting vouchers and are subject to the
prescribed maxima set out in (Annexure A).
4.4.2 Members of staff who, with the prior approval of the School Operations Manager, work overtime at their normal
place of work over a weekend or on a public holiday, and who are not entitled to payment for such overtime, may claim local
subsistence on the same basis as set out in 4.4.1 above, subject to such overtime being in excess of five hours and spanning a
4.4.3 Similarly, members of staff who work for a maximum of three hours beyond either the official close of
working hours or approved flexi-time (whichever is the later) and who are not entitled to payment for such overtime,
may also claim the actual cost of a meal, suitably substantiated with vouchers, not exceeding the prescribed maximum (see Annexure A).
For the purpose of 4.4.2 and 4.4.3 above, “time off in lieu of overtime” will NOT be considered as falling within the definition of “paid overtime”.
4.5 Members of staff attending courses, conferences, seminars or other functions will only be reimbursed for those meals and/or
accommodation costs which are not included in the related fees. Conference itineraries are to be attached as supporting documents.
5. Conferences and Seminars …………………………………………………………….09
5.1 Academic staff who receive funds for presenting at a conference (local or overseas) must declare these funds. These funds
must be deposited in the University cost centre which bears the travel expenditure for the conference attended. This will
prevent “double dipping”.
5.2 In all other cases, where such awards are paid into research codes, the funds must be disbursed in accordance with
University prescribed Financial Polices and the relevant procedures as appropriate.
6. Foreign Travel …………………………………………………………………………….09
6.1 The provisions of paragraphs 1 (Introduction), 2 (Reimbursement Policy) and 3 (Travel Expenses) of this booklet apply
equally to claims in respect of foreign travel.
7. Procedure for Reimbursement of Expenses ………………………………………..09
7.1 Reimbursement of expenses will be made only on presentation of all relevant supporting documentation, comprising (where relevant);
7.1.1 A supplier’s invoice (on which each item must be individually priced), which in exceptional cases was approved to be claimed as a reimbursement.
7.1.2 Acceptable evidence of payment in form of a cash receipt, credit card statement extract (or a statement in the name of the claimant which
reflects the transactions in question).
7.2 Consolidated claim forms must be completed and authorized in accordance with the Authorisation of Payments Policy and Procedure, the salient
details of which are set out in SECTION B of this booklet.
7.3 Claim forms authorised by the Schools, together with supporting vouchers and correspondence, must be forwarded directly to College Finance
Office for processing.
7.4 Upon receipt, the College Finance Office will check claim for school authorization, compliance with policy requirements, availability of
funds, accuracy of code(s) to be charged, completeness and inclusion of necessary vouchers. Once these requirements have all been met, claims
will be approved for processing.
7.5 Approved claims will be processed by Central Finance.
7.6 Any attempt to submit a false or inflated claim will be regarded as a serious disciplinary offence.
8. Electronic Funds Transfers (EFT) payment requisitions …………………………10
8.1 All payments for goods and services rendered must be initially channeled via the procurement and creditors section. If for any reason,
the order cannot be processed, then a justification form needs to be completed. The completed justification form authorized by Procurement
Officer through email must be attached with the invoice to a yellow EFT payment requisition and submitted to the College Finance office for
processing of payment.
8.2 In cases of conference registration, training, subscriptions, membership fees, and prizes awarded to students, justification forms
are not required, however, necessary supporting documents shall be required.
8.3 Only tax invoices addressed to the University of KwaZulu-Natal will be processed for payment. Quotations, and proforma invoices
are not accepted as supporting documents for local EFT payment requisitions.
9. Foreign Electronic Funds transfer (FOREX) payment requisitions ……………..10
9.1 All conditions that apply for local EFT payment requisitions above apply when processing FOREX payment requisitions. However,
in exceptional cases, proforma invoices may be accepted as supporting documents for payment, with the supplier providing reasons for not issuing a tax invoice.
9.2 Foreign Payments Banking Details form should be attached on all FOREX payment requisitions.
10. Cash Advances …………………………………………………………………………10
10.1 Cash advances are allowed for field trips and/or patient travel. The cash advance form (Annexure L) must be completed and attached
to EFT yellow payment requisition form for payment. On return from the trip all receipts must be returned to the Finance office with proper reconciliation.
10.2 Cash advance will not be approved if the previous advance has not been returned and accounted for. Prior arrangements need to be made with
cashiers for cash availability for cash advances in excess of R2 000. No cash advances for subsistence, air ticket, and accommodation shall be processed.
11. DOs and DONTs ………………………………………………………………………..10
• Always attach procurement justification form together with approval email from Procurement Officer on all payment requisitions except for
payment of conferences, training, subscriptions and membership fees
• Use correct General Ledger Accounts (GLA) allocations – check the University’s chart of accounts
• The form should be authorized as per the authorization provisions as per Section B
• Always attach required original supporting documents
• Do not process consultants (individuals) invoices through EFT payment requisition – these should be processed through Human Resources
online appointments (fixed term appointment)
• Quotation is not accepted as supporting document for EFT payment requisition
• Do not keep cash advances for staff travel
• Do not request for new cash advance without returning and accounting for the previous cash advance issued
• Do not attach invoice without UNIVERSITY OF KWAZULU-NATAL VAT registration number – 4860209305, especially for invoice values of more than R3 000
12. Exclusions ……………………………………………………………………………….11
The foregoing procedures must not be used for:
12.1 Assets, which must be procured in terms of the Procurement policy.
12.2 The purchase of flight tickets for air travel undertaken on behalf of the University. These must be procured in terms of the Online Travel System.
12.3 Local vehicle hire, which must also be procured in terms of the Online Travel System.
12.5.1 All remuneration must be paid through the University Payroll. Advice for the correct procedure to be followed in specific circumstances should be obtained from the College Human Resources office, the Payroll and/or Taxation Manager.
12.5.2 Individuals engaged in the capacity of Independent Contractors are required to sign a Declaration for Income Tax Purposes (see Annexure H)
The Revenue authorities will be advised of all payments in respect of such contracts at the end of each tax year.
12.5.4 In terms of the Income Tax Act, the cash equivalent of any benefit, gift or any alternative form of payment in kind granted to persons in
lieu of remuneration for services rendered will be regarded as a taxable benefit.
Section B – Authorisation of payment ………………………………………………….12
1.1 The function of the Authorisation of Payments Policy is to prescribe principles and procedures under which payment, requisitions and
related transactions are to be authorized.
1.2 All funds received by the University must be administered and controlled in terms of approved University Policies and Procedures in
recognition of the University’s trusteeship role with regards to such funds.
2.1 In terms of the University’s Financial Regulations, the DVC and Head of College as defined is responsible for the management of the
College financial affairs, including all funds entrusted to members of staff for University teaching, research and support services.
The DVC and Head of College delegate any of his/her duties in this regard, but shall not abrogate any of his/her responsibilities.
2.2 All payments and requisitions must therefore be authorized by designated signatories of the schools.
2.3 Except as provided for in paragraph 3.2 below, one signatory is required to serve as authorization for any given payment/requisition.
3. Authorised Signatories
3.1 Lists of Authorised Signatories
3.1.1 Dean and Heads of School shall be required periodically to submit lists of authorized signatories to the College Finance Office on the
prescribed form (see ANNEXURE V).
3.1.2 Deans and Heads of Schools are required to certify signatory lists and, in so doing, to confirm that staff members who are delegated signing authority:-
• Are in a position to effectively challenge the authenticity of all vouchers submitted for authorization with particular reference to necessity for, or the legitimacy of, the expenditure in question; and
• Acknowledge that they understand fully their duties and responsibilities when signing payment requisitions on behalf of the University and that they may be called upon to account for any loss resulting from the abuse of their signing powers.
• Deans and Heads of Schools will, at least once a year, be required to inform that authorised signatory lists continue to be valid for their schools
or to furnish the College Finance Office with details of any changes thereto.
• Deans and Heads of Schools shall approve the lists of authorised signatories, as well as all subsequent changes to signatories, for all cost
centers under their control.
3.2 Authorisation Levels and Conditions
• Any transaction in the excess of R10 000 shall require two authorised signatures for manual forms.
• Any electronic/online (i-Enabler) transactions in the excess of R50 000 shall require two approvers.
• Deans and Heads of School have, in the case of transactions below R10 000, a discretion as to whether one or two signatures are required in
respect of their school.
• An authorised signatory certifying a Goods Received Voucher / Invoice for payments must be different from the member of staff responsible
for / authorised to sign the related Purchase Requisition.
3.3. Reimbursive Payments to Authorised Signatories
Individual members of staff who are authorised signatories in terms of 3.1 above may NOT authorise payment (reimbursement) claims where they are
the claimant / payee. Such expense claims must be authorised by a signatory of a more senior status to the applicant. In the case of Deans and
Heads of Schools, the approval of the DVC and Head of College must be obtained, or, in his / her absence, his/her acting incumbent.
4. Availability of Funds
In terms of the policy of devolution of authority, responsibility and accountability to schools, it is incumbent on the School
Operations Managers to ensure that sufficient funds are available on the codes reflected on payment and other disbursement documentation,
to cover the full amount indicated thereon.
5. Supporting Vouchers
All monies expended must be supported by authentic vouchers attached to the relevant payment / reimbursement requisition form.
In terms of prevailing Value Added Taxation (VAT) legislation, a supporting voucher must be an original document, for example a valid
tax invoice, made out of the University of KwaZulu-Natal. In exceptional circumstances, a photocopy of the original invoice may be
attached as supporting documentation, but must be suitably certified as the true copy by the supplier.
Requisition forms must be fully completed and properly authorised.
Section C – Assets ………………………………………………………………………….14
1. PROCEDURES AND GUIDELINES FOR IMPLEMENTATION
1.1 All staff are required to apply due care and accountability for all assets procured. The responsibility for the physical control of assets
rests with the relevant schools responsible for the specific asset. The College Finance Office must financially substantiate the assets as per
financial records and participate in the process of physical control to achieve accurate and reliable asset information with regards to purchases,
write-offs, transfers, donations and locations of the assets.
1.2 Assets verification and replacement values
1.2.1 The Assets Officer must be advised immediately by the schools of all moveable assets reported stolen, lost or irreparably damaged which
are, or may be, subject to insurance claims. The insurance claim procedures must be followed as set out in the University Insurance Guide.
1.2.2 Schools are required to verify their Moveable Asset Register at least annually. The Assets Officer will provide each School with a
copy of its Moveable Asset Register. The school must verify the existence of individual assets and check that key information
(such as asset number, location, quantity, acquisition value, replacement value) is correctly recorded. Any amendments shall be endorsed on
the Schools Moveable Asset Register, which must be signed by the Dean and Head of School and returned to the Assets Officer.
1.3 Asset transfers
1.3.1 Documentation supporting the transfer from one cost centre to another must be authorised by School Operations Manager and forwarded to the Assets Officer.
1.3.2 The above process should be followed for all assets that are transferred within schools (between disciplines) including disciplines which
may have different locations within the schools.
1.4 Loan of Equipment
1.4.1 The School Operations Manager must authorise all equipment that is loaned and must ensure that the equipment is returned at the end of
the agreed loan period. Any loan equipment that is lost or damaged whilst on loan must be replaced by the person responsible for the custodianship
and use of the equipment on loan.(Annexure S)
1.5 Repairs of Equipment
1.5.1 The School Operations Manager is responsible for all equipment that is sent for repairs and must take reasonable measures to ensure
that the equipment is returned intact and sound working order upon completion of the repairs.
1.6 Sale, trade-in and Donations
1.6.1 Any asset that will be required to be sold traded in or donated to an organization/school/individual must be approved by the Director
Professional Services. In the case of deposing of the asset through a sale, a bidding committee shall be set up and approved by the Director
Professional Services. The advertisement for the vehicle sale bid shall be placed on the University’s website.
1.6.2 The disposal of moveable assets, whether by sale, trade-in, or dismantling for parts, requires the prior authorisation of
the Director Professional Services.
1.6.3 Moveable assets which are reported stolen, lost or irreparably damaged will also be treated as disposals in terms of this policy.
The relevant centralised procedures on fixed assets must be followed to ensure that the proceeds of disposal, if any, are properly and fully
accounted for, and that the University’s Financial Accounting records are correctly maintained.
1.7.4 Assets GLAs for use by schools are in Annexure Y.
1.8 Assets DOs and DONTs
• Use correct asset GLA’s to ensure that assets are correctly accounted for.
• Ensure the price per item is taken into account when applying the correct GLA (refer to list of asset account codes, Annexure Y)
• When the assets are received ensure the asset tag form is updated and return to the Asset Officer.
• Ensure the correct asset tag is attached to the correct asset
• Inform the Assets Officer for any stolen equipment to update the register.
• Do not use the 30000- series GLA’s for assets.
• Do not have equipment that is more than R5 000 in your possession that is not tagged.
• Do not keep asset tags in your desk drawer as this presents a risk when claiming for insurance purposes.
• Do not move assets to another location without informing the Asset Officer.
• Do not use repairs and maintenance GLA’s for assets procured.
Section D – Procurement ………………………………………………………………….16
1.1 In terms of the University Procurement Policy, all goods and/or services required by the schools must be ordered through the
College Finance Office with an official order number. Prior approval must be obtained for any purchases done via other payment methods
ie. EFT Payment requisition or credit card payments.
1.2 CYCLE OF A REQUISITION
1.3 Requestors must ensure requests are captured correctly (quantity / category number / delivery details) and in good time with
proper specifications to enable the procurement officer to process these requests timeously and carry out commercial process where necessary.
All incorrect / incomplete requests received cause delays in the processing of the request.
1.4 The following thresholds apply to the procurement of goods and services :
Any amount up to R10 000
• 1 quotation required
Amounts between R10 000 to R500 000
• 3 quotations required
Amounts between R500 000 to R1.2 million (requires manual purchase requisition), subject to:
• 5 written quotations
• Consideration of Functionality, Price and BBEEE
• The Finance Manager (College / Central) must be part of the decision-making process
• A set of specifications must be made available to the 5 potential suppliers
• The transaction must be approved by the budget holder
Any amount exceeding R1.2 million (requires manual purchase requisition),
• to go out to tender/Request for Proposal (RFP)/Request for Bid (RFB)
1.5 The i-Enabler delegation of authority is as follows:
• Orders below R50 000 routes to first approver only (School Operations Manager)/or delegated backup approver.
• Order requisitions for R50 000 and over routes to first approver (Schools Operations Manager)/or delegated backup approver,
and second approver (Dean and Head of School)/or delegated backup approver.
1.6 Delegation of Authority of Justification Forms
• Justification forms below R50 000 must be authorised by user and School Operations Managers.
• Justification forms over R50 000 must have 3 signatures; User, School Operations Manager and Dean.
1.7 Items that are on contract must only be purchased from specific suppliers as per the PURCO contracts in place.
Where there is more than one supplier for the supply and service of a particular commodity, users must ensure that an equal
opportunity is given to all suppliers ie. Spread of business. The Procurement Officer may change suppliers upon consultations
with School Operations Manager. The thresholds relating to quotations required ( above 1.4) do not apply if the items
purchased are on contract. One quote is sufficient.
1.8 End users must refrain from sourcing or making any commitments to service providers whether verbal or in writing
with any supplier without an official order. In these instances, the individual will be personally responsible for the
payment of the goods and services to the supplier.
2 JUSTIFICATION FORM (ANNEXURE I)
2.1 The justification form is not intended to replace the Procurement Policy but rather to facilitate the process where
there is a deviation from the Procurement Policy as per one of the reasons as listed on the form (Annexure I)
Requestors must ensure the justification form is signed as per the delegation of authority and is uploaded with all supporting documentation.
3 UNIVERSITY SUPPLIER DATABASE FORMS (ANNEXURE X)
3.1 Any supplier who approaches the University to supply goods or services will be afforded the opportunity to apply for inclusion in the
Potential Supplier Database. Completion of the creditor application forms DOES NOT guarantee inclusion onto the University Supplier database.
The following criteria are included in the approval of the UNIVERSITY OF KWAZULU-NATAL supplier database
a. Providing a valid tax clearance certificate / company registration document / BEE certificate
b. Quantity of suppliers within that commodity/service already listed on the database
c. The B-BBEE level of the supplier
d. The past experience
e. The supplier’s capacity
f. Market related pricing of the supplier
3.2 All new requests for suppliers to be added to the approved supplier database must be fully motivated (justification form, Annexure I)
as to why an existing approved supplier cannot be utilised. The motivation and application is processed by the Central Procurement office.
4 Team Building and entertainment
4.1 Procurement process must be followed for all orders including team building expenditure
4.2 In the event an order was not processed through the procurement office, endorsement must be provided by Procurement Officer confirming
expenditure to be reimbursed.
4.3 The primary purpose of team building is to get staff to engage in some type of collaborative effort. Collaboration which will stimulate
creative thinking and lead to new ideas to increase output. Collaboration should reflect staff been unified towards common tasks and/or goals.
The Team building exercise should show team members were participating in motivation, support and accountability to each other. All team building
exercises must have prior approval of the School Operations Manager and Dean and Head of School. Team Building exercises may include the use of a
professional consultant. In cases when suppliers are not on the University’s suppliers’ database, justification form will need to be filled and
approved by School Operations Manager and the Dean and Head of School, prior to event.
4.4 Entertainment is afforded to external stakeholders, unless provided by the College. The act of entertaining is something affording pleasure,
diversion, or amusement, especially a performance of some kind: It may include the hospitable provision for the needs and wants of guests.
5 My Market: BCD Travel Online: The following steps must be taken in setting up BCD Travel for schools
• The School Operations Manager must ensure that I-enabler setup is done before College Finance Office can setup on the BCD Travel.
• The School Operations Manager and Dean and Head of School approval is required to setup and link to My Market system
• Linking of cost centres and users is done by the College Finance Office Super User on the My Market travel system
• The College Finance Office Super User will be able to assist in restarting workflows if the bookings have escalated.
• Travel booking queries should be directed to BCD Travel.
• Payment and cancellation of bookings are done at Central Finance.
6 Procurement DOs and DON’Ts
– Capture neatly and accurately to avoid time delays for clarification
– Ensure correct cost centre’s and GLA’s are used for expenditure to reflect correctly on cost centre reports
– Only upload correct/complete supporting documentation to avoid confusion and enable prompt processing
– Ensure uploaded documents are clear and legible
– Ensure appropriate signatures as per delegation of authority are obtained on justification forms
– Ensure delivery details are captures correctly and completely
– Do not capture ‘as per attached’, ensure full and complete information is uploaded
– Do not confirm orders with suppliers without an official order / order number, as you will be held personally liable for the account
– Do not process request for functions which are deemed to be personal in nature (these include farewells, baby showers, bridal showers,
birthdays etc) as these are not University approved expenses
Section E – Creditors ………………………………………………………………………20
1 Creditors Guidelines
1.1 The procedures for making all payments shall be in accordance with the Procurement Policy.
1.2 Suppliers are required to submit invoices for goods and/or services directly to the user.
1.3 Invoices that do not quote a valid University Purchase Order number will be returned unpaid.
1.4 Goods Received Vouchers (GRVs) must be certified for payment within five working days of receipt of goods and/or services
by the user to ensure the timely processing and payment of suppliers in accordance with the relevant payment terms specified in the Procurement Policy.
1.5 The following guidelines and processes must be applied to support the financial principles reflected above, for accounts payable procedures.
1.5.1 When items are received from the supplier, appropriate documentation (Delivery note or invoice) should be checked by the person
receiving the order. Any missing items must be clearly marked on the delivery note/Invoice, making sure the supplier is advised immediately of any discrepancies.
1.5.2 A valid invoice must include the following;
• Addressed to UNIVERSITY OF KWAZULU-NATAL
• Predominately written Tax Invoice / Invoice
• The date of the invoice,
• The invoice number,
• The invoice total,
• UNIVERSITY OF KWAZULU-NATAL VAT number – 4860209305
• The Supplier’s Address
• UNIVERSITY OF KWAZULU-NATAL Order number
• Description and quantity of goods and services
• Signature of the person who received the goods and services
• The Supplier VAT number – if the supplier is a VAT vendor
1.5.3 Upon verification of the supplier invoice, the user must upload the GRV along with the invoice onto the i-Enabler system for payment.
1.5.4 The payment principle is to take full advantage of payment terms or discounts offered by the supplier. An example of this is,
suppliers will not be paid before the due date stated on their invoices. If the supplier is offering installment payments without additional
service charges, the University shall take advantage of the additional time to pay in order to maintain an optimal cash flow.
1.5.5 Processing of payments to suppliers is solely based on valid supplier invoice, not the total amount on the supplier’s statement.
1.5.6 Credit notes issued by a supplier shall be credited to the supplier’s account and taken into account when payment is made to the supplier.
1.5.7 Supplier’s monthly statements shall be reconciled to the suppliers/creditor account to ensure that all entries are valid and that all payments
have been recorded by the supplier.
1.5.8 Adherence to monthly creditors’ payments deadlines regarding uploading of GRV’s and invoices onto the iEnabler System for month end payments is required.
1.6 Photocopier rental /copies and courier charges are paid by invoice only and no order is created as such services are on contract.
1.7 Payments to suppliers are 30 days from date of invoice. This means an invoice dated January will only be paid on the last working day of February.
Essential services which may include catering, transport, venue hire and audit fees will be paid within the month where possible.
1.8 Upon request by a supplier, their respective remittance advice shall be issued.
1.9 Creditors’ Master file is maintained at Central Finance. Amendments to the supplier master file must be submitted to the College Finance office
with supporting documentation. These will be forwarded to central finance for processing.
1.10 Creditors DOs and DON’Ts
• Always attach invoice to the GRV to complete the GRV processing
• Always sign the invoices
• Create the GRV’s for the goods received immediately to assist in timeous payment
• Upload the clear invoices when creating the GRV to assist in timeous payment
• Invoices must be addressed to UNIVERSITY OF KWAZULU-NATAL to effect payment
• Always ensure that UNIVERSITY OF KWAZULU-NATAL VAT number 486 020 9305 is reflected on supplier’s invoice.
• VAT must be correctly calculated for the supplier’s invoice to be valid.
• Adhere to GRV deadlines of the college to avoid accounts on hold
• Ensure all invoices have order numbers quoted
• When uploading multiple invoices in one order change the GRV from quantity to monetary
• Don’t promise suppliers early payments outside the payment terms as this creates unrealistic expectations
• Don’t upload the unsigned invoices as it will invalidate the invoice
• Don’t upload the unclear invoices
• For part payments do not mark the order complete as the remaining invoices will not be GRV’d (no commitment outstanding)
Section F – Petty Cash …………………………………………………………………….22
1 PETTY CASH GUIDELINES
1.1 The Petty Cash Guide provides additional information to support the University’s Policies and Procedures of the Financial Regulations
and aims to assist the College of Health Sciences custodians of petty cash to successfully manage schools petty cash float. A school maintains
the petty cash float to make immediate purchases of minor operational expenses only where the use of established University Purchasing Procedures is not possible.
1.2 Petty cash custodian responsibilities are as follows;
• Maintaining an appropriate level of cash in the float, usually equivalent to one month expected petty cash expenditures.
• Safeguarding cash, including keeping petty cash in an appropriate, lockable secure box which is kept in a secure drawer or secure cupboard.
• Regularly reconciling the petty cash float and verifying the complete amount of the float.
• Reporting the loss or theft of the petty cash float to the appropriate authorities.
• The petty cash float custodian may be held personally liable for losses caused by negligence or malfeasance.
1.3 The petty cash float custodian is the line manager (School Operations Manager), or designer, is responsible for the following:
• Approving the request to establish a petty cash float.
• Periodically verifying that the petty cash float is in the float custodian’s possession. Prior to approval of the Petty Cash reimbursement,
a reconciliation of petty cash form must be completed and attached
• Ensuring the proper handover of a petty cash float upon a change in custodianship
1.4 Process for the establishment of a float
1. For a new petty cash complete the Petty Cash Motivation form (Annexure K)
2. Complete the Payment Requisition Form and attach the completed Petty Cash Motivation Form.
3. Submit both forms to the College Finance Office.
4. The form upon approval will be forwarded to the Cashiers Supervisor for approval and implementation.
5. After the request is approved, the Payment Requisition Form is forwarded to the Campus Cashier for initial payment.
1.5 Maintaining the float
• The Payment Requisition Form is used to establish the petty cash float and the replenishment of petty cash which is cashed at any of the Campus Cashier’s Office.
1.6 Increasing or decreasing the amount of the float
• For increases a formal request is reviewed and approved, by the School Operations Manager
• Submit the approved request with the payment requisition form authorised by the School Operations Manager to College Finance office.
• For decreases: Prepare the excess cash for deposit at the Campus Cashiers Office and complete a General Deposit Slip, available at the Cashier’s office. Pay particular attention to the following:
o For Description, enter “Decrease petty cash float¨
o Complete the cost centre code and general ledger account (50910)
o Notify the School office and the College Finance Office
1.7 Allowable petty cash float uses
1.7.1 Here are some examples of minor purchases that can be purchased with petty cash floats, when circumstances do not allow for
using standard University purchasing procedures:
• Local parking and toll fees for schools vehicles for business purposes only.
• Stamps and postage (Express mail)
• Air time for field workers who are not on UNIVERSITY OF KWAZULU-NATAL payroll.
1.8 Unallowable petty cash float uses
1.8.1 Petty cash floats may not be used to pay for the following:
• Restricted goods and services, including firearms, explosives, tobacco products, ethyl alcohol, controlled substances, hazardous materials,
and lease or rental of vehicles or equipment
• Awards and gifts
• Travel expenses, except as allowed above
• Entertainment event expenses, including catering services
• Alcoholic beverages
• Payroll payments or payroll advances
• Independent contractor or consultant charges and expenses
• Parking fines
• Subscriptions or membership fees
• Personal obligations
1.9 Documentation requirements
1. Obtain an original cash register receipt or a detailed manual receipt marked “paid” that includes the following information:
• Transaction date
• Vendor name
• Item(s) purchased
• Unit price and quantity (if applicable)
• Total amount paid
2. Retain the receipt(s).
3. Attach receipt(s) to the Petty Cash Voucher (if applicable). Store the documentation in the cash float until a petty cash float
reimbursement request is processed.
1.10 Obtaining a petty cash float reimbursement
1.10.1 Reimbursement of a petty cash float occurs as often as is necessary, but at least on a monthly basis to ensure
the timely recording of expenses. For year-end purposes the petty cash float must be deposited with Cashiers by the end of
November. The following procedure shall be followed to obtain reimbursement for expenditures made from a petty cash float.
1. Compile all receipts
2. Complete a UNIVERSITY OF KWAZULU-NATAL Petty Cash Account Form (ANNEXURE J) paying particular attention to the following:
• For Payment Amount, enter the total amount of the petty cash receipt
• Complete the Payee, Cost centre, General Ledger Account (GLA) and details of the nature of Expense.
• Ensure the correct GLA is used (e.g. for meetings: 30188 not 30120)
• For related amount information enter the information appropriate for each of the various expenditures the total of the receipt
entries must equal the reimbursement amount being requested.
• Complete the petty cash reconciliation
3. Sign the Petty Cash Account form and attach signed receipts
4. Forward the form and supporting documents to the School Operations Manager or individual authorized in the School to
approve the reimbursement and related accounting information.
• The reviewer examines each expenditure transaction and supporting documentation for validity, appropriateness,
and proper accounting coding; and verifies the accuracy of the requested reimbursement amount.
5. Submit the form and supporting documents to the College Finance Office.
6. Submit the form and supporting documents to the College Finance Office.
7. The Payment Requisition form is released by the College Finance Office to the float custodian.
• The Payment Requisition form is used to retrieve cash at the Campus Cashier’s Office.
1.11 Reconciliation and reporting requirements
1.11.1 Required Reporting
Petty cash floats must be reconciled on a regular schedule by the petty cash float custodian and their supervisor.
1. Frequency of the petty cash float reconciliation process is as follows:
• Petty Cash Float
o At least monthly reconciliation is required (as of the last day of each month)
o For higher volume petty cash float more frequent reconciliations are required.
2. The School Operations Manager who is the custodian’s supervisor must conduct surprise counts of the float each week/month.
3. The custodian must complete a reconciliation of petty cash floats at every request for reimbursement. The supervisor’s
(or designee’s) signature on the form provides verification that the petty cash float (cash and/or receipts) is in the possession
of the petty cash float custodian and that the amount of the float is correct.
4. The completed verification form is to be maintained in the schools files for a period of five years, unless expenditures
are charged to contract and grant floats that may have a longer retention requirements.
1.12 Special situations
1.12.1 Changing the Float Custodian
Follow these steps to change a float custodian:
1. Approval to be sort from School Operations Manager
2. Submit a formal notification of a Change Float Custodian with the signatory form to the College Finance Office.
1.13 Closing a Float or Terminating Custodianship
1.13.1 Follow these steps to close a petty cash float:
1. Prepare the currency and coin in the full amount of the petty cash float for deposit at the Campus Cashies Office,
and complete a General Deposit Slip, which is available at the Cashiers office paying particular attention to the following:
• For Details, enter “Close petty cash float”
• For General Ledger Code: complete the cost centre and GLA (50910)
• Further assistance is available from the College Finance Office.
2. Deposit the cash at the Campus Cashiers Office.
3. Complete a Petty Cash Account Form and submit all unreimbursed petty cash vouchers with supporting receipts to the College Finance Office
4. Submit the Formal notification of the closure of the Petty Cash Account to the College Finance Office.
1.14 Theft of a Petty Cash Float
1.14.1 Follow these steps if a petty cash float is stolen:
1. Notify the University Risk Management Services and file a report.
2. Notify the School Operations Manager and College Finance Office.
3. Submit the following information to the College Finance Office:
• Type of float involved, i.e. petty cash float
• Approximate date and time of theft
• Amount of missing cash
• Description of circumstances
• Reference number assigned by the Risk Management Services
• Description of preventative measures to be implemented
• A completed Payment Requisition Form requesting replenishment of petty cash float
4. The schools expense provided on the form will be charged in the amount of the replenishment.
1.15 Common oversights
1.15.1 Ensure a trouble-free experience by avoiding these common errors.
• Forgetting to obtain the School Operations Manager’s (or designees) signature on the Petty Cash Account Form.
• Forgetting to notify the College Finance Office of a change in petty cash float custodian.
Petty Cash DOs and DON’Ts
• Always attach petty cash motivation form when requesting it for the first time/ to increase the float.
• Always use GLA 50910.
• Always attach original receipts for capturing.
• School Operations Manager & the administrator must sign white petty cash form.
• Always put the date, details and correct GLA for each transaction occurred.
• Always do the reconciliation.
• Return petty cash float at the end of the year to cashiers and the receipts to College Finance Office.
• Do not attach petty cash motivation form when requesting it on the following year.
• Do not attach copies of receipts.
• Do not return white petty cash form without signatories.
Section G – Bursaries ………………………………………………………………………27
1 Scholarships are intended to attract the highest-caliber students to the College, to retain these students in current and future programmes, and to reward prior and current academic excellence. They are also offered in the context of advancing the University’s mission, vision and transformation imperatives.
2 Scholarship funding is made available to Masters, PhD and Post Doctorial students.
4 The administration of the College bursaries shall be administered at the office of the College Dean of Research. This includes the awarding of the bursaries to students, and the renewal of such bursaries.
5 Masters and PhD students can be awarded stipend and/or research operation expenses. Research operating expenses are credited to the student’s supervisor’s cost center, dedicated for the respective awards. Once a student has been issued with a bursary award letter, they will need to sign the letter as acknowledgement of the bursary award, have the School Operations Manager and the student supervisor sign on the letter as well.
6 Upon registration, stipend for both Masters and PhD students is paid directly to the student’s account. Subsequent payments will be made based on satisfactory progress reports. Masters students are entitled to 18 months stipend while PhD students receive stipend for a maximum of 3 years. Postdoctoral students are paid through HR on a monthly basis.
7 Operational funds for students including Postdocs are transferred to the supervisors cost centre and the supervisor will be responsible for accounting for use of these funds for individual students on an annual basis and upon lapsing of the scholarship. Allowable costs for operational funds are listed below.
2. Small items of equipment
3. Specialist services which are outside of the competence of the student such as testing services
4. Books and library expenses
6. Laptops (only for PhD and Postdoctoral students)
9. Cost of photocopying/printing of questionnaires
10. Other running expenses
Note that fees, cost of typing and printing thesis and attendance of international conferences are not allowed
8 Below is the document flow for the College issued bursaries
Section H – Research Guidelines and General Information …………………………29
1. GENERAL INFORMATION AND CHECK LIST FOR PAYMENTS
1.1 The College Finance Office will only process payment requisition and expense claim forms provided that such forms are supported with original supporting documents (receipts/invoices). This is a control to ensure that payments are not duplicated, e.g. payments may be made on a copy of an invoice and paid again on an original invoice.
1.2 Payment of Invoices, Section E creditors cover this area
1.3 All payments for goods and services rendered must be initially channelled via the procurement and creditors section. If for any reason, the order cannot be processed, then a justification form needs to be completed. The completed justification form authorized by the Procurement Officer must be attached along with the invoice to a yellow payment requisition and sent to the finance office for payment.
1.4 Foreign creditor payments are processed on a yellow payment requisition form and include payments for registration fees (workshops/training/conferences), subscriptions, memberships etc. The necessary documents must be attached.
1.5 Foreign Creditor Payments are subject to the guidelines and rules of the South African Reserve Bank. Signed contracts must be attached for foreign payments in respect of sub-contract grant agreements.
2 Travel and Subsistence Allowance:
Staff travelling on university business using their own vehicles must submit a claim for travel only after undertaking such travel. An exception is made where staff members who travel for conferences, workshops, research etc to destinations such as Johannesburg / Cape Town together with other staff members or students using their own vehicles. If a staff member submits a travel claim based on kilometres travelled, a comparison of car hire and flight costs to the equivalent cost of kilometres travelled is required. The cheaper option is reimbursed to the staff member. The travel rate applicable refer to (Annexure A) and (Annexure B)
Staff members on January 2012 Conditions of Service (TRP) are not allowed to claim travel unless the trip exceeds 150km one way.
2.1 Foreign Subsistence Allowance, the following documents must be provided to process claims which must be submitted at least 4 weeks prior to your departure.
– Conference documents to verify dates for which subsistence is claimed.
– Copy of air ticket / itinerary to prove travel.
– Copy of your registration or acceptance of papers which you may present at the conference.
– Any invitation from conference organizations or other institutions that you may visit.
– If you are visiting other institutions or universities in addition to your conference, you must provide official letter to this effect detailing the institutions and people/staff you are visiting, dates and intentions or purpose of such visits for e.g. research collaboration, networking, seminar presentations or guest lecturing. The claim for subsistence will be based on the dates in your letter and verified with the invitations received.
– In planning official overseas travel, the University’s appointed travel agency must be used to book accommodation.
– Staff who make their own arrangement for foreign accommodation will not be reimbursed by the University. Their respective subsistence allowance will be deemed to include cost of accommodation and meal. In exceptional circumstance where the University travel agent is not able to provide accommodation, staff will be reimbursed provided written confirmation form the travel agent.
2.1.1 Calculation of subsistence
– The travelling time on outbound and inbound flights from and on return flights to South Africa is excluded when calculating the number of eligible nights.
– Rates, a daily allowance for meals and incidental costs for which receipts need not be provided. As per SARS List (Annexure A and Annexure B)
– The approved SARS rates may be reduced at the discretion of the funds/grand holder
3 Reimbursement of other expenses: Staff members who have a valid university staff number must complete a blue expense claim form to claim for reimbursement of expenses.
– Where a credit card is used to make payment for other expenses, credit card statement must be attached to the expense claim to approve such payment
– A claim will be rejected if there is no proof of payment for example an invoice is only attached to the claim and no receipt/credit card statement to indicate that this invoice has been paid.
– Reimbursement of expenses incurred for use of alternate travel agents is not allowed unless prior approval is obtained from the University travel agent. Please attach email/justification form to your claim.
4 EFT yellow payment requisition
4.1 Claims for Honorary Research Associates (HRA), Joint Medical Establishment (JME) staff, Visiting Professors and Fellows and students must submit completed yellow EFT Payment Form for reimbursement. The form must clearly indicate the type of staff claiming, for example HRA, JHE
4.2 Visiting Professors and Fellows from international universities/institutions will be reimbursed for travel and subsistence claims in cash. A copy of their passports, flight itinerary, letter of invitation and / or other correspondence, must be attached to their claims. Staff must plan in advance for the required information to be submitted for timeous processing of claims
4.3 The following documents are required for the processing of stipends, accommodation/subsistence etc for students who are studying or completing their research overseas;
– Letter of invitation from overseas institution or university
– Signed contracts and agreements.
– The budget or grant funds allowing such expenditure.
4.4 Prizes paid to students must have the supporting letter confirming the award from the school or if the prize is awarded by an external donor, the donor’s letter awarding such prizes.
4.5 Payment requisitions (cheque and cash advance), expense claims, journals, IDR’s etc with amounts greater than R 10 000 must have two (2) authorized signatures. In the case of Dean and Head of School submitting claims for reimbursement, their claims must be authorized/approved by DVC and Head of College.
4.6 i-Enabler approvals with amounts greater than R50 000 must have two (2) approvers. Ensure sufficient funding is available in the cost centre prior to sending all documents for processing.
4.7 Cash Advances are allowed for field trips/ patient travel. There is a cash advance form (Annexure M) that must be completed and attached to Yellow EFT payment requisition form for payment. On return from the trip all receipts must be returned to the Finance office with the proper reconciliation. Strictly no advances for subsistence, air tickets and accommodation.
5 Invoices: Schools must prepare invoice requisitions with the exception to Medical Research Council (MRC) and Self Initiating Research (SIR) grants. Invoice requisition must be submitted to Central Finance Debtors –PMB, for generating an invoice. It is the schools responsibility to ensure that the funds are paid to the University by the external stakeholder. Upon confirmation of receipt of funds, the school must follow up with central finance debtors to ensure the funds are transferred to the relevant cost centre
6 Population of funds: Creating and linking post of numbers for the current year is undertaken by Human Resources.
The following information is required for the College Finance Office to populate funds:
– Post number
– Cost centre
– Total cost of appointment
7 National Research Foundation – NRF – An annual audit of the grant is undertaken by Central Research Office
To support the audit process a dedicated cost centre is allocated for each grant. NRF funds are transferred to the cost centre when funding is released by NRF. All queries relating to releasing of funds must be directed via the Central Research Office to NRF. The processing of NRF claims can only be done on currents years’ actual expenditure. All orders must be processed by December (note year end cut off dates) to ensure claims are processes within NRF deadlines. Failure to adhere to this time frame will result in expenditure not been claimed from NRF.
NRF – NATIONAL RESEARCH FOUNDATION
The following diagram depicts the NRF Funding processes;
• Applications are made via Central Research Office for NRF funding
• Approval and release of funding by NRF
• The allocation and administration of funds and is done by the College Finance Office.
• Claims to NRF are done by the College Finance office
• Approval of carry forward funds are done at the College Finance Office
• Audits are done at Central Research Office with assistance from the College Finance Office.
Section I – New Cost Centres Applications Process …………………………………32
The following steps must be followed for new cost centre applications
1. Applications must be completed by the cost centre owner.
2. The application must be approved by the Dean/Head of School
3. College finance office to check and approve application
4. Application to be reviewed and approved by the Central Research office
5. Application to be reviewed and approved by the Central Finance VAT section
6. Application processed and created at Central; Finance systems section
Cost centre applications will only be approved if they are accompanied by a sign contract or agreement (MOU) by UNIVERSITY OF KWAZULU-NATAL. In the case of productivity awards, the award letter from Research Office is required.
All foreign Research Projects, Local Research Projects more than a 1 million Rand are administered at UNIVERSITY OF KWAZULU-NATAL Inqubate.
The allocations of Productivity pay-out awards are processed by Central Research Office and the administration of cost centres for these funds is provided by the College Finance Office.
his process will take a minimum of 10 working days as per the cost centre application form(Annexure W).
Click here for all the Annexure
Annexures (Annexure A) – Reimbursement Rates : Travel, Accommodation, and Subsistence (Annexure B) – SARS Subsistence Allowance Rates – Foreign Travel (Annexure C) – EFT Payment Requisition Form (yellow form) (Annexure D) – Expense Claim Form – for travel, subsistence and reimbursement of other expenses (Annexure E) – General Ledger Journal (Annexure F) – Inter-Departmental Requisition (Annexure G) – Departmental/General Deposit Slip (Annexure H) – Declaration by Service Providers for South African Revenue Services (Annexure I) – Justification Form (Annexure J) – Petty Cash Float Form (Annexure K) – Petty Cash Float Motivation Form (Annexure L) – Cash Advance Form (Annexure M) – Cash Advance Reconciliation Form (Annexure N) – Memorandum for the Issue of Asset Tag's (Annexure O) – Disposal/Deletion Form Asset Register Form (Annexure P) – Transfer/Movement of Assets (Annexure Q) – Credit Order Instruction Form (Annexure R) – Foreign Payments Banking Details Form (Annexure S) – Asset Loan Declaration Form (Annexure T) – Procurement Form (Annexure U) – Bursary Payment Form (Annexure V) – Authorised Signatories Form (Annexure W) – Cost Centre Application Form (Annexure X) – Application for Prospective Suppliers and Service Providers Form (Annexure Y) – Assets Cost Centers