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					                             UMnyango WezeMfundo                          Lefapha la Thuto
                             Department of Education             Departement van Onderwys



                                                                Circular 37/2006
                                                                      Date:     25 July 2006




Topic                          Procedure for and Information on
                               the Changing of Bank and Bond
                               Accounts and / or Institutions


Enclosures
                               Annexure A: Procedures
                               Annexure B: Stop Order
                               Annexure C: Pro Forma Letters




Distribution                         All Divisional Managers and Senior Managers
                                      at Head Office and District Offices
                                     All Employees
                                     All Unions and Relevant Non-Governmental
                                      Organisations




Enquiries                          Relevant HRA Officials in District / Head Office




  On request, this circular will be made available in Afrikaans, isiZulu or Sepedi within 21 days
               Also available on the GDE website at: www.education.gpg.gov.za



                        Office of the Head of Department
                     Room 1009, 111 Commissioner Street, Johannesburg, 2001
                                 PO Box 7710, Johannesburg, 2000
  Tel: (011) 355 1511 Fax: (011) 333 5546    E-mail: ceogde@gpg.gov.za OR mallelep@gpg.gov.za
PROCEDURE FOR AND INFORMATION ON THE
CHANGING OF BANK AND BOND ACCOUNTS AND / OR
INSTITUTIONS

1.     PURPOSE

The purpose of this circular is to:

1.1     Ensure the effective and timeous processing of employees’ salaries and
        bond payments into valid / correct employee bank accounts.

1.2     Ensure that all newly appointed employees and current employees are
        aware of their responsibility regarding timeous notification of changes to
        their personal circumstances such as banking details, sale of property,
        changes in bond holder, etc. and the resultant impact of failing to do so.

1.3     Ensure that personnel in HRA: Conditions of Service at the Gauteng
        Department of Education (GDE) and HR: Reward & Retain at the
        Gauteng Shared Service Centre (GSSC), who together are responsible for
        processing these changes, are aware of the impact of delays in
        implementation.

1.4     Highlight the terms of the Service Level Agreement and the time frames
        applicable to HRA Offices and GSSC to ensure that processing is done
        timeously.


2.      EFFECTS OF INCORRECT BANKING DETAILS

Where the banking details of employees are reflected incorrectly on the PERSAL
system, the following problems will arise:

2.1     Delays will occur in the payment of employee salaries, bond and third
        party payments.

2.2     The creation of unnecessary employee-related creditors in the form of the
        PERSAL housing and PERSAL ACB salary recall accounts may continue
        as long as account details are incorrect.

2.3     Additional and unnecessary departmental administrative costs will be
        incurred. Administrative resources, which could have been used more
        efficiently elsewhere, may be required for the ongoing follow-up actions of
        unpaid personnel salaries and bond payments.

2.4     The salaries and bond payments of employees will be transferred into
        closed or invalid bank accounts, resulting in debit orders and other
        deductions not being paid and the individual incurring related costs.




                                                                 English: Page 2 of 11
3.    RESPONSIBILITIES OF EMPLOYEES

3.1   It is the responsibility of the employee to timeously inform HRA:
      Conditions of Service of changes to his / her banking and / or bond details.

3.2   It is the responsibility of the employee to ensure that all documents are
      completed accurately and all supporting documents are attached and
      submitted at the same time. Individually submitted documents can not be
      processed.

3.3   It is required that the employee consult the tables in Annexure A to ensure
      that the correct procedure is followed and the correct documents are
      submitted.

3.4   Submission of documents directly to the GSSC is not permitted. The
      Gauteng Department of Education (GDE) will not take responsibility for
      such documents.

3.5   It is the responsibility of the employee to ensure that monies are
      being transferred into the new account before the old account is
      closed.


4.    RESPONSIBILITIES        OF    THE     GAUTENG        DEPARTMENT            OF
      EDUCATION (GDE)

4.1   The GDE must communicate to all new and existing employees the
      importance of informing the GDE of changes in their banking details. This
      can be done by means of departmental induction programmes,
      memorandums, circulars, etc.

4.2   The GDE must ensure that all documents are correct. Copies of correct
      documents must be made and the date of receipt must be recorded on the
      form. These copies must be filed and listed on the folio index of the file.

4.3   The GDE must advise employees in writing of incorrect / incomplete forms
      (Annexure C1).

4.4   The GDE must forward forms to the GSSC within two (2) days of receipt of
      correct / corrected forms.

4.5   Employees must be advised in writing of the date from which the account
      details have been changed (Annexure C2).


5.    ACB CREDITS (RETURNED PAYMENTS)

5.1   HRA at District Offices will receive a monthly list from Head Office
      indicating the employees whose bank accounts have been closed and
      where deposits (salary and bond) could not be made.



                                                               English: Page 3 of 11
5.2   HRA units at District Offices are required to contact these employees and
      advise them of the problem (Annexure C3 & C4).

5.3   HRA units at District Offices are responsible for documentation related to
      the re-processing of the payment.




______________________
MALLELE PETJE
HEAD OF DEPARTMENT




                                                              English: Page 4 of 11
                                                                                                                                   Annexure A (page 1)
PROCEDURE TO CHANGE BANK ACCOUNT DETAILS ONLY
                 Complete F1030. Bank completes and stamps relevant section.
                 Complete the Audit 1 form and attach a copy of the last salary
                  advice.
                 F1030, Audit 1 form, copy of salary advice and a certified copy of
                  the identity document submitted to HRA: Conditions of Service at                                          PERSAL closes on the last
                  the appropriate District Office.                                        Where possible, it is advised
                                                                                                                            Friday of the previous month
 Employee                                                                                 that the previous account is
                 The date of submission will be critical to effect the changes and                                         for salaries paid on the 15th
 consults a                                                                               not closed until a salary has
                  note must be made of the dates that PERSAL closes for salary                                              and on the Friday prior to the
   bank                                                                                   been paid into the new
                  runs.                                                                                                     15th for salaries paid at the
                                                                                          account.
                                                                                                                            end of the month.
                 A period of 25 days must be allowed for the change to be effected
                  on the salary. The change may be reflected on PERSAL, but be
                  too late for the salary run.
                 Employees are responsible for advising any third parties of the
                  changed banking details.
PROCEDURE TO CHANGE BANK ACCOUNT DETAILS WHERE ONLY THE BOND ACCOUNT NUMBER AND / OR INSTITUTION
HOLDING THE BOND HAS CHANGED
                 Complete Stop Order for Housing Loans.
                 Obtain letter stating the registration date, account number, loan        Where possible, it is advised
                  amount, monthly instalment and interest rate of the new bond.             that the previous account is
                 Obtain a statement from the previous bond account, showing a nil          not closed, but a nil balance
                  balance.                                                                  is maintained until a payment   PERSAL closes on the last
  Employee                                                                                  has been made into the new
  consults a     Stop order, statement showing nil balance, letter and a certified                                         Friday of the previous month
                  copy of identity document submitted to HRA: Conditions of                 account;                        for salaries paid on the 15th
    bank /
                  Service at the appropriate District Office.                               OR                              and on the Friday prior to the
  institution
                                                                                           Changes should be               15th for salaries paid at the
granting bond    The date of submission will be critical to effect the change and
                                                                                            submitted no later than 3       end of the month.
                  note must be made of the dates that PERSAL closes for salary
                  runs.                                                                     days after a payday for this
                                                                                            to be effected for the
                 A period of 25 days must be allowed for the change to be effected
                                                                                            following month.
                  on the salary. The change may be reflected on PERSAL, but be
                  too late for the salary run.



                                                                         English: Page 5 of 11
                                                                                                                                      Annexure A (page2)
PROCEDURE TO CHANGE BANK ACCOUNT DETAILS AND BOND ACCOUNT DETAILS
                     Complete F1030. Bank completes and stamps relevant section.
                     Obtain letter stating the registration date, account number, loan
                      amount, monthly instalment and interest rate of the new bond.
                     Obtain a statement from the previous bond account showing a nil
                      balance.                                                                Where possible, it is advised
                     Completes Stop Order for Housing Loans.                                  that the previous account is
                     Complete the Audit 1 form and attach a copy of the last salary           not closed, but a nil balance
                      advice.                                                                  is maintained until a payment   PERSAL closes on the last
                                                                                               has been made into the new      Friday of the previous month
   Employee          F1030, Statement of bond showing nil balance, Stop Order, letter
                      re new Bond, Audit 1 form, copy of salary advice and a certified
                                                                                               account;                        for salaries paid on the 15th
   consults a
                      copy of the identity document submitted to HRA: Conditions of            OR                              and on the Friday prior to the
     bank
                      Service at the appropriate District Office.                             Changes should be               15th for salaries paid at the
                                                                                               submitted no later than 3       end of the month.
                     The date of submission will be critical to effect the change and
                      note must be made of the dates that PERSAL closes for salary             days after a payday for this
                      runs.                                                                    to be effected for the
                                                                                               following month.
                     A period of 25 days must be allowed for the change to be effected
                      on the salary. The change may be reflected on PERSAL, but be
                      too late for the salary run.
                     Employees are responsible for advising any third parties that may
                      be affected of the changed banking details.
HRA: CONDITIONS OF SERVICE PROCEDURE
                     Documents are checked for completeness and correctness.
                     If any documents are incorrect or incomplete ALL documents are
Documents             returned for correction / completion within 3 days of receipt. A
received by           letter is attached indicating the problem.
HRA at the
appropriate          Where documents are correct and complete an HR6 is completed
District Office /     and forwarded to GSSC within 3 days of receipt.
Head Office          The date on which the change has been made on PERSAL will be
                      communicated to the employee in writing. This will alert the
                      employee in the case of possible problems.



                                                                            English: Page 6 of 11
                                                                                          Annexure B

                             AFTREKORDER / STOP ORDER
                                   (ten opsigte van behuisinglenings)
                                      (in respect of housing loans)

      MOET IN TWEEVOUD VOLTOOI                         TO BE COMPLETED IN DUPLICATE
                WORD
Ek die ondergetekende
I the undersigned
(a) Volle Naam
    Full Name
(b) Rang                                           (c) Salaris No.
    Rank                                               Salary No.
(d) Betaalpunt                                     (e) Salariskerf
    Paypoint                                           Salary Notch
(f) ID No.
    ID No.
Magtig hiermee die Rekenmeester van die Department van
Hereby authorise the accountant of the Department of
Om maandeliks met ingang van
To deduct monthly with effect from                                                            20
Die bedrag van
The amount of      R
Wat soos volg saamgestel is, van my salaris af te trek en dit aan die verbandhouer te betaal, te wete
Which has been made up as follows and to pay it to the mortgagee namely
                                          rekeningnommer
                                           account number
van wie ek ʼn behuisingslening verkry het, totdat ek of genoemde verbandhouer hierdie aftrekorder
skriftelik kanselleer, of totdat ek hierdie aftrekorder vervang met ’n ander aftrekorder.
from whom I have obtained a housing loan, until such time as I or the said mortgagee cancels this stop
order in writing or until I replace this stop order with another stop order.
(i)   Verpligte kapitaal / rentedelging
                                                   R
      Compulsory capital / interest redemption
(ii) Vrywillige bykomende kapitaaldelging
                                                   R
     Voluntary additional capital redemption
(iii) Assuransiepremie
                                                   R
      Insurance Premium

GETEKEN TE                              OP HIERDIE         DAG VAN
SIGNED AT __________________            ON THIS   ________ DAY OF _________________ 20 __




___________________________
HANDTEKENING / SIGNATURE


                                                                                English: Page 7 of 11
                                                                      Annexure C1
                                    Pro Forma Letter: Incomplete / Incorrect Forms

               Enquiries:
               Tel:
               Ref:


______________200_


Dr./Mr./Ms. _________________
__________________________
__________________________
__________________________



Dear Sir/Madam

RE:    CHANGES TO BANKING DETAILS

The forms which you have submitted to effect a change to your banking details have
been received. The following error(s) were found:

 Document                       Outstanding Incomplete       Other
 F1030
 Stop Order
 Audit 1
 Bond Statement – nil balance
 Bond Letter
 Salary Advice
 Third Party deductions
 ID copy originally certified



Please be aware that PERSAL closes on the last Friday of the previous month for
salaries paid on the 15th and on the Friday prior to the 15th for salaries paid at the end
of the month.

The date on which the documentation reaches this office will influence the date of the
implementation of the changes on PERSAL.

Sincerely


__________________
Deputy Director: HRA
District: _____________




                                                                     English: Page 8 of 11
                                                              Annexure C2
                             Pro Forma Letter: Changes Captured on PERSAL
            Enquiries:
            Tel:
            Ref:


______________200_


Dr./Mr./Ms. _________________
__________________________
__________________________
__________________________



Dear Sir/Madam

RE:   CHANGES TO BANKING DETAILS

Please be advised that the changes requested to your banking details have been
captured and updated on the PERSAL system as specified below.

The changes recorded were:

Change                                    Date of updating change
Bank details for salary purposes
Bond account number
Bond account and institution number


Sincerely




__________________
Deputy Director: HRA
District: _____________




                                                           English: Page 9 of 11
                                                                       Annexure C3
                                Returned Salary / Bond – GDE not advised of changes
              Enquiries:
              Tel:
              Ref:


______________200_


Dr./Mr./Ms. _________________
__________________________
__________________________
__________________________

Dear Sir/Madam

RE:    CHANGES TO BANKING DETAILS

This office has been advised that the following monies have been returned due to the
closure of the account:

Salary ______         Bond ______          Other _______

It is noted that you have not advised the Gauteng Department of Education of the
changes.

The forms which you are required to submit to effect any changes to your banking
details are indicated below.
 Document                         Outstanding Incomplete Other
 F1030
 Stop Order
 Audit 1
 Bond Statement – nil
  balance
 Bond Letter
 Salary Advice
 Third Party deductions
 ID copy originally certified

Please be aware that PERSAL closes on the last Friday of the previous month for
salaries paid on the 15th and on the Friday prior to the 15th for salaries paid at the end
of the month. The date on which the documentation reaches this office will influence
the date of the implementation of the changes on PERSAL.

Sincerely



__________________
Deputy Director: HRA
District: _____________

                                                                   English: Page 10 of 11
                                                                    Annexure C4
                                 Returned Salary / Bond – GDE advised of changes
              Enquiries:
              Tel:
              Ref:


______________200_


Dr./Mr./Ms. _________________
__________________________
__________________________
__________________________



Dear Sir/Madam

RE:    CHANGES TO BANKING DETAILS

This office has been advised that the following monies have been returned due to the
closure of the account.

Salary ______         Bond ______         Other _______

It is noted that you have advised the Gauteng Department of Education of the
changes.

Please be aware that PERSAL closes on the last Friday of the previous month for
salaries paid on the 15th and on the Friday prior to the 15th for salaries paid at the end
of the month.

The correction will be made as soon as the change in banking detail is confirmed on
PERSAL.

Sincerely




__________________
Deputy Director: HRA
District: _____________




                                                                   English: Page 11 of 11

				
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