1. As revealed in the Auditor-General's report, difficulties are currently being experienced with the return of certified paysheets by paypoints. The following are examples of the problems being encountered:
  • Paysheets not returned to Head Office timeously
  • Not all paysheets returned by paypoints to Head Office
  • No paysheets submitted to Head Office
  • Paysheets not certified with a signature
2. You are requested to submit all certified paysheets in the prescribed manner. The WCED must ensure that paysheets received are certified and that they comply with the provisions of National Treasury Regulations, in conjunction with the Western Cape Treasury Instructions (Chapter 8.3.4 and 8.3.5) which read as follows:

"For all employees, the person in charge at the respective paypoints must certify that all persons listed on the payroll report are entitled to payment. People paid by cheque must sign the payroll report when collecting their cheques"

and

"Within ten (10) days of being certified, the payroll report must be returned to the Chief Financial Officer. The Accounting Officer (Head of WCED) must ensure that all paypoint certificates have been received on a monthly basis."
3. On receipt of the paysheet, the person in charge of the paypoint must sign the certificiate at the bottom of the last page of the paysheet, make a copy of the paysheet for record purposes, and then return the original certified paysheet within ten (10) days to the following address: 
Director: Accounting Services
For attention: Mr WF Julies
Paysheet Control Section (7th Floor)
Western Cape Education Department
Private Bag X9114
Cape Town
8000
4. Cases such as resignations, deaths, transfers and/or any other discrepancies must be indicated on the paysheet so that the necessary adjustments can be effected on Persal.
5. Appointment as Paymaster for Paypoint
5.1 In terms of the prescripts, a letter of appointment will be send to all paymasters in due course for their completion and return to the address given in paragraph 3 above.
5.2 Please inform Head Office in writing should your paymaster status change.
6. Kindly note that this Accounting Services Minute replaces Education Finance Instruction 15/2001, dated 30 August 2001.
7. Your co-operation will be appreciated.


SIGNED: R.M. MATLI
HEAD: EDUCATION
DATE: 2007:08:08