WCED Circular

The Western Cape Education Department (WCED) has adopted the following policy for expenses resulting from the above gatherings.

1.1

Only WCED facilities may be used. These include public schools, teachers’ and technical colleges, teachers’ centres and school clinics. Should no suitable WCED institution be available, outside facilities may be used, on condition that approval is obtained from the relevant director. This is applicable only in exceptional circumstances. The normal policy for the procurement of facilities and catering will apply in such cases. (Refer to Circular Minute LS 0006 of 12 May 2002.)

1.2

The following tariffs apply to all WCED institutions, excluding teachers’ centres and clinics:

	Hire of a hall and facilities:	R300 per day
	(This includes breakaway rooms and audio-visual facilities, if available.)

	Catering for a day:	Maximum of R40 per person
	(This includes morning tea, lunch and afternoon tea.)

	Tea or coffee at a morning or afternoon session:	Maximum of R10 per person per session

1.3

These tariffs will be paid to the institution by means of electronic fund transfer. The Tender Board procedures are therefore not applicable. The relevant institution must submit a claim on its official letterhead.

1.4

Teachers’ centres and clinics will not be entitled to compensation for the use of facilities and no payments may be made to them as they are not legal entities. Should these institutions be used, the normal tender procedures for catering will apply.

1.5

An attendance register must be kept at all gatherings. It must be submitted with the payment documents.

1.6

For the first day of a gathering, the caterer will be paid for the full number of people who were supposed to attend. For the subsequent days the caterer will be paid only for the number of people who signed the register on the first day. This applies in instances where educational institutions are paid according to the above tariffs and where outside contractors provide services in terms of the tender prescriptions. The agreement with the caterer must provide for such an arrangement. Where a gathering is for one day only, it is treated as a first day.

1.7

Should a directorate incur expenses (e.g. photocopying) on behalf of another directorate which arranges a gathering, such expenses may be recovered.

1.8

Where an employee uses taxis to get to a gathering and receipts cannot be obtained, the school or office where the employee is stationed must submit an affidavit explaining why a receipt is not available. This will be accepted as proof that the expenses were incurred.

1.9

Seminars and workshops lasting longer than one day must be avoided because of the cost implications. When WCED institutions are used, those delegates who, of necessity, have to stay overnight at hotels, guest houses, etc., must use the DPSA tariffs for accommodation and meals. (These costs exclude alcoholic beverages and telephone calls.)

These arrangements apply as from 1 January 2003 and must be brought to the attention of all concerned.

SIGNED: A.J. VAN NIEKERK
HEAD: EDUCATION
DATE: 2003:01:29