| 1. |
This circular serves to repeal Circular 0032/2016. |
| 2. |
The Western Cape Education Department (WCED) has adopted the following process: |
| 2.1 |
WCED institution and/or higher education institution venues may be used for official gatherings. Such events require a Memorandum of Agreement (MOA), incorporating the contents of the attached draft MOA (attached as Annexure A), which must be entered into through the signing thereof by both parties before the commencement of the specific event. The WCED signatory must at least be at the level of Director. |
| 2.2 |
The costs and the terms and conditions applicable to both parties must be specified in the MOA without any ambiguity. These costs may include reasonable
compensation for the additional expenses the institution will incur through the increased use of electricity, water (use of toilets), toilet paper and any audiovisual facilities and/or security services provided by the institution. |
| 2.3 |
Some WCED and/or higher education institutions may offer catering as part of the required service. In such instances expenditure limits will apply and must be documented in the MOA. |
| 2.4 |
The daily allowance (expenditure limits), as per the Provincial Guidelines, are as follows:
| Meal/Beverage (non-alcoholic) |
Maximum daily allowance (2017/18) |
| Lunch |
R67,20(per day) |
| Coffee/Tea/Cold drink (entire day) |
R21,72 (per day) |
|
| 2.5 |
This daily allowance is revised annually by the Department of the Premier (DotP). The agreed costs will be paid to the relevant institution through transfer payments as agreed to between the parties in the MOA. No provision is made for a tariff for breakfast and supper as the relevant responsibility manager will have to motivate this specifically for approval at the level of the relevant Branch Head (Deputy Director-General). |
| 3. |
Should no suitable WCED and/or higher education institution facility be available, the facilities of another government department or those of municipalities may be used. In this instance the accepted principle of obtaining the required service from the government sector applies and the cost quotation must be agreed to and documented in an MOA. |
| 4. |
However, if no suitable facilities are available from the WCED and/or higher education institutions or other government departments or municipalities, the normal procurement procedures for the sourcing of a facility and catering will apply. In such instances, the parameters will be within the DotP guideline of R85,14 per person, per day. However, responsibility managers must ensure that the benefits of economies of scale are derived from the service provider by negotiating reduced costs, where possible. |
| 5. |
An attendance register must be kept at all gatherings and all attendees must sign this register on each day of attending the gathering. The signed attendance register must be included as part of the transfer payment documents as proof of attendance. |
| 6. |
Official gatherings lasting longer than one day must be avoided as far as possible because of the cost implications. However, should it be imperative that multiple-day gatherings/events be arranged, the MOA entered into must specify the method of reimbursement for catering services on the first and subsequent days. In this regard it is important that managers ensure that the RSVP process is implemented and strictly adhered to. Service providers will be compensated for preparing catering for the full expected attendee list for day one and the actual attendees on subsequent days. |
| 7. |
When WCED facilities are used as a venue, the existing Policy for Air Travel, Road Transport and Accommodation for Official Purposes will apply to those delegates who, of necessity, require overnight accommodation at hotels, guest houses, etc. |
| 8. |
These procedures apply as from 01 June 2017 and must be brought to the attention of all concerned. |
SIGNED: BK SCHREUDER
HEAD: EDUCATION
DATE: 2017:05:06
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