1. The Western Cape Education Department (WCED) has adopted the following policy on expenses incurred as a result of the above gatherings.
2. Only WCED facilities may be used. Should no suitable WCED institution be available, outside facilities may be used, on condition that approval is obtained from the relevant director, who will grant approval in exceptional circumstances only. The normal policy for the procurement of facilities and catering will apply in such cases.
3. The following tariffs for all WCED institutions, excluding teacher centres and clinics, were approved as from 1 August 2008:

  • Hire of hall and facilities:
    		•  R354.00 per day
  • Catering for a day:
    		•  Maximum R47.20 per person per day
  • Tea or coffee (morning or afternoon):
    		•  Maximum R11.80 per person per day
    4. Using the Consumer Price Index of 2008 as a basis of 100 points for calculation of the increase in prices, the index increased to 127.33 basis points as at 31 March 2013. This represents an increase of 27.33% since 2008. The above tariffs have therefore been adjusted for the inflation as follows:

  • Hire of hall and facilities:
    		•  R450.75 per day
  • Catering for a day:
    		•  Maximum R60.10 per person per day
  • Tea or coffee (morning or afternoon):
    		•  Maximum R15.02 per person per day
    5. These tariffs will be paid to the institution by means of electronic fund transfer. The procurement procedures are therefore not applicable. The relevant institution must submit a claim on its official letterhead, together with the required supporting documentation.
    6. Teacher centres and clinics are not legal entities and are not entitled to compensation for the use of their facilities. Therefore, no payment may be made to them. Should these institutions be used, the normal procurement procedures for catering apply.
    7. An attendance register must be kept at all gatherings and all attendees must sign this register on each day of the gathering. The signed attendance register must be submitted with the payment documents as proof of attendance.
    8. For the first day of the gathering, the caterer will be compensated for the full number of approved attendees. For subsequent days, the caterer will be paid only for the number of attendees who signed the register on the first day. This applies to both catering arrangements, i.e. where educational institutions are paid according to the above tariffs or where outside contractors provide services in terms of the procurement 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.
    9. Should a directorate incur expenses (e.g. photocopying) on behalf of another directorate which arranges a gathering, such expenses may be recovered.
    10. Where an employee uses a taxi to get to a gathering and receipts cannot be obtained, the employee must submit an affidavit explaining why a receipt is not available and submit that affidavit to the school or the office where the employee is stationed. The school or the office where the employee is stationed must confirm, in writing, that the employee was required to attend such gathering for official purposes. All these documents must be submitted, together with the claim, and will be accepted as proof that the expenses were incurred.
    11. 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 Department of Public Services and Administration tariffs for accommodation and meals. These cost exclude alcoholic beverages.
    12. These arrangements apply as from 1 May 2013 and must be brought to the attention of all concerned.


    SIGNED: PA VINJEVOLD
    HEAD: EDUCATION
    DATE: 2013:04:29