| 1. |
PURPOSE
To ensure that, in accordance with Chapter 12.2 of the Western Cape Provincial Treasury Instructions (WCPTIs) issued on 5 November 2009 in terms of Section 18(2) (a) of the Public Finance Management Act, 1999 (Act No 1 of 1999), loss control officers (LCOs) are appointed in writing for each and every responsibility, that they each keep a loss control register and that they report all losses of or damages to state property to the Central Loss Control Officer (CLCO) of the Western Cape Education Department (WCED).
|
| 2. |
REPORTING OF LOSSES AND DAMAGE, AND KEEPING A LOSS CONTROL REGISTER |
| 2.1 |
In accordance with Chapter 12.5.1 of the WCPTIs, any official who becomes aware of a loss of or damage to state property must immediately report such loss or damage in writing to the relevant LCO. However, it has come to the attention of the CLCO that not all losses of or damages to state property have been reported to CLCO. |
| 2.2 |
To ensure compliance with the provisions of the WCPTIs, an LCO for each responsibility must be appointed in writing by the relevant responsibility manager. Each LCO must - |
| 2.2.1 |
ensure that all losses of or damages to state property are reported to him or her in writing; |
| 2.2.2 |
keep a loss register in which particulars of all losses and damages are recorded (see Annexure A); |
| 2.2.3 |
investigate each incident involving a loss or damage, or have it investigated, without delay, by obtaining all details, statements, etc. in connection with the loss or damage; |
| 2.2.4 |
forward the particulars of any loss or damage to the CLCO in the Directorate: Financial Accounting in Room 7-03, Grand Central Building, Cape Town, so that a file can be opened and the information captured on the Central Loss Control Register that is maintained by the Provincial Treasury; and |
| 2.2.5 |
ensure that all losses and damages have been captured and followed up by posting or e-mailing a copy of the entries for the past quarter in his or her loss control register to the CLCO on 30 June, 30 September, 31 December and 31 March of each year, even if there is a nil return for that past quarter. |
| 2.3 |
The CLCO will regularly check loss registers maintained by the LCO's in order to ensure regular follow-up and full reporting to the CLCO and, ultimately, to the Auditor-General. |
| 2.4 |
It is important that every effort must be made to avoid claims against the state, and thus all acts and omissions which may result in claims against the state must also be reported. |
| 3. |
It is essential that the contents of this minute be brought to the attention of all staff. |
| 4. |
Your co-operation will be appreciated. |
SIGNED: LJ ELY
CHIEF DIRECTOR: FINANCIAL MANAGEMENT
DATE: 2011:02:08
|
 |