1. Contrary to past practice, the Western Cape Education Department (WCED) will no longer be ordering furniture on behalf of schools. Instead, the WCED has arranged a two-year contract with various suppliers to supply furniture items used in schools. The approved suppliers of the items are reflected on the attached Annexure A.
2. Schools must still submit their furniture needs by 31 January of each year as reflected on the school calendar. This is required for budgetary purposes. Schools must ensure that the need for furniture is submitted via the EMDC and is certified by the circuit manager.
3. The WCED will verify the need against previous supply as reflected on the WCED database. Once verified, schools will be notified that a transfer payment will be made into the school’s bank account. An initial payment equivalent to 50% of the transfer payment amount will be made once the school has submitted copies of the orders placed with the various suppliers and said copies have been certified as having been received by the supplier.
4. Schools are required to submit a copy of the invoice submitted by the suppliers on delivery, certified by the chairperson of the governing body, to the WCED and, on receipt thereof, the final 50% of the transfer payment will be made to enable the school to pay the suppliers. The school must thereafter submit a copy of the cashed cheques used to pay the suppliers as proof that the accounts were indeed settled. The copies of the cashed cheques must be submitted to the WCED within 60 days of the date on which the transfer payment was made.
5. Schools may not use the funds for any purpose other than that for which it is intended. Schools may also not order furniture from suppliers not reflected on the Annexure A. Principals must note that should the conditions of the transfer payment for the acquisition of furniture not be met, further transfer payments in terms of the Norms and Standards allocation will be withheld until the conditions have been fulfilled.
6. Principals are requested to inform the chairperson of the governing body accordingly.


SIGNED: L.J. ELY
HEAD: EDUCATION
DATE: 2006:02:21

Annexure A  (size: 34 KB)