CHED Finance

A list of year end deadlines for circulation to all SAP Users by Finance Dept., but I think it's important that all our staff know what's happening here.

* * * * * * * * * Individuals most likely to be affected are

those expecting to need subsistence or travel monies,

or any other cash advances in the New Year. * * * * * * * 

Please note that SAP will be unavailable from 12h00 Thursday 5th January 2012 to 08h00 Wednesday 11th January 2012.

YEAR END PROCESSING DEADLINES

Please note that NO purchase orders can be placed from Sunday, 1st January until Wednesday, 11th January 2012. Refer to the note below for the emergency purchase order procedure.

UCT's Procurement and Payment Services Dept issues a number of policies, and useful guidelines, which all CHED fundholders and admin staff are encouraged to look at. Particularly important are the 'threshold values for purchasing'; and the associated list of 'delegated authorities', which specifies the amounts above which the authorisation of the Dean, or in some cases the Executive Director (Finance) or Registrar need to be sought.

These issues become particularly important when it comes to contracts for consultants, or the sourcing of high value goods or services.

Thanks to CDP for the tip on Al-Dente Catering.  They did an excellent opening function at the Irma Stern Museum for  a COL International group from the University of Texas, and a first-class braai for their farewell.  They also catered the CHED tea last Thursday.  The owner/manager is Michael [tel. 021 904 4336]

In accordance with the allowable SARS rates, the subsistence and travel rates applicable to UCT business trips have increased with effect from 1 March 2010:

Allowances for 2010 (Acting Allowances, HoDs, Deputy Deans, Cell Phones etc.) have been processed at the 2009 rates, though unfortunately allowances for January will not be paid until February.

The Dean will review all such allowances when we have an agreed overall salary increase figure for 2010. 

David and Leigh are busy preparing financial reports for the 2009 year, which are due for submission to Bremner on 12th February.  An early view of the figures suggests that we should be pretty much on track, with the only significant variance to our faculty target being the monies we had to pay over to the other faculties in respect of the Third Term activities.  We will be happy to provide reports to individual areas later in February.

Somebody in SARS must be really short of work to do. Whatever . . . . . effective 1st March we now have country specific limits to the amount of subsistence available for travel outside of South Africa. Always remember that these rates are the MAXIMUM allowed without tax consequences. The actual rate claimed is at the fund holder's discretion.

UCT has taken the opportunity to revise its own policy on subsistence and travel. In particular

• the reference to 3* hotels (or equivalent) has been expanded (section C)
• the UCT policy now includes a statement that the day of departure and arrival can, at the fund holders discretion, be included in the S&T claim (section D)
• form FM032 has been split into the S&T allowance/advance, with a new form FM033 to be used to clear all advances (i.e. travel, sundry or fieldwork advances)

UCT has a problem of an ever increasing list of Catering vendors being used across campus (invariably being paid as One Time vendors, which poses special risks and costs to the University.)

Procurement Services have created a list of preferred catering vendors, and we are asked to use these if at all possible. If you encounter any problems with these caterers, whether it's bad service or anything else, please advise Linda Harrower. 

In accordance with the allowable SARS rates, the local subsistence and travel rates applicable to UCT business trips have increased with effect from 1 March 2009:

New rates:

Local - Incidental costs only: R80

Local - Meals and incidental costs: R260

NB: These rates are the MAXIMUM allowed without tax consequences. The actual rate claimed is at the fund holder's discretion.