DEPARTMENT OF EDUCATION

Transcription

1 MPUMALANGA PROVINCIAL GOVERNMENT Building 5 Government Boulevard Riverside Park NELSPRUIT 1200 Enquiries: Mr WN Khoza Private Bag X11341 NELSPRUIT 1200 South Africa DEPARTMENT OF EDUCATION Litiko letemfundvo Umnyango wefundo Departement van Onderwys Umnyango wezemfundo TO: CHIEF DIRECTORS DIRECTORS REGIONAL DIRECTORS CIRCUIT MANAGERS PRINCIPALS ALL EMPLOYEES ORGANISED LABOUR HRM DIRECTIVE NO. 8 OF 2007 PROCEDURES TO BE FOLLOWED WHEN CLAIMING RESETTLEMENT BENEFITS 1. This Directive is aimed at providing information to all employees of the Mpumalanga Department of Education with regard to the applicable processes and procedures when applying for Resettlement benefits. 2. This Directive should be read in conjunction with the Departmental Policy on Resettlement, which replaces all previous Departmental policies with regard to Resettlement. 3. The procedures with applying for Resettlement benefits must be submitted within 90 days (3 months), after the expenses have been incurred, and the payment should be finalised within 6 months after the expenses have been incurred. (Refer to point number 6 of Departmental policy). 4. The application for Resettlement benefits should be submitted to the relevant HR office within a month after assumption of duty in the case of an appointment or promotion, retirement, death, redeployment and transfer (not on own request). 5. Should you qualify and wish to apply for Resettlement benefits, the following will be applicable: (All mentioned application forms are attached at Annexure A F) REASON FOR APPLICATION QUALIFYING BENEFITS REQUIRED DOCUMENTS FIRST APPOINTMENT Travel and Subsistence expenses; Transport and Insurance expenses; Storage of personal effects. Application form with Inventory (RES01); Copy of offer letter; Copy of Preliminary Acceptance Letter; Copy of EDU 4; Recent certified copy of ID; Three (3) Quotations for Furniture Removal; PERSAL Travel and 1

2 REDEPLOYMENT PROMOTION Travel and Subsistence expenses; Transport and Insurance costs; Storage of personal effects; Interim Accommodation expenses; School Expenditure; Incidental expenses; Transfer costs; Continued housing allowance. Travel and Subsistence and expenses; Transport and Insurance expenses; Storage of personal effects; Interim Accommodation expenses; School Expenditure; Incidental (Miscellaneous) expenses; Transfer costs; Continued housing allowance. Subsistence Claim form; Declaration form Prior Visit (RES02); Removal (own transport) (RES03); Removal by company (RES04); Affidavit (RES06); Valid proof of the new residential address, for instance water and lights account. Application form with Inventory (RES01); Copy of formal offer of placement letter; Copy of EDU 9 / EX 3 form; Recent certified copy of ID; Three (3) Quotations for Furniture Removal; Transfer card from previous school or admission letter to new school; PERSAL Travel and Subsistence Claim form; Declaration form Prior Visit (RES02); Removal (Own Transport) (RES03); Removal by company (RES04); Declaration form Confirmation of Permanent Relocation (RES05); Affadavit (RES06); Valid proof of the new residential address, for instance water and lights account. Application form with Inventory (RES01); Copy of offer letter; Copy of Preliminary acceptance letter; Copy of EDU 4; Recent certified copy of ID; Three (3) Quotations for Furniture Removal; Transfer card from previous school or admission letter to new school; PERSAL Travel and Subsistence Claim form; Declaration form prior visit (RES02); Removal (Own Transport) 2

3 TRANSFER (NOT ON OWN REQUEST) DEMISE Travel and Subsistence and expenses; Transport and Insurance costs; Storage of personal effects; Interim Accommodation; School Expenditure; Incidental expenses; Transfer costs; Continued housing allowance. Travel and Subsistence expenses; Transport and Insurance costs; Storage of personal effects. (RES03); Removal by Company (RES04); Declaration form Confirmation of Permanent Relocation (RES05); Affidavit (RES06) Valid proof of the new residential address, for instance water and lights account. Application with Inventory form (RES01); Copy of approval of transfer letter; Copy of EDU 4; Recent certified copy of ID; Three (3) Quotations for Furniture Removal; Transfer card from previous school or admission letter to new school; PERSAL Travel and Subsistence Claim form; Declaration form prior visit (RES02); Removal (Own Transport) (RES03); Removal by company (RES04); Declaration form Confirmation of Permanent Relocation (RES05); Affidavit (RES06) Valid proof of the new residential address, for instance water and lights account. Application form with Inventory (RES01); Certified copy of death certificate; Copy of EDU 6; Recent Certified copy of Applicant s ID; An originally certified copy of the letter of Executorship; Three (3) Quotations for Furniture Removal; BAS Travel and Subsistence Claim form; BAS entity form; Removal (Own Transport) (RES03); 3

4 RETIREMENT Travel and Subsistence and expenses; Transport and Insurance costs; Storage of personal effects. Removal by company (RES04); Affidavit (RES06); Valid proof of the new residential address, for instance water and lights account. Application form (RES01) and inventory form (RES02); Copy of Retirement letter; Recent certified copy of ID; Three (3) Quotations for Furniture Removal; Persal Travel and Subsistence claim form; Removal (Own Transport) (RES03); Removal by company (RES04); Affidavit (RES06); Valid proof of the new residential address, for instance water and lights account. 5. TRANSPORT AND INSURANCE EXPENSES: QUOTATIONS: (Refer to 8.6 of Departmental Policy) 5.1 Applicant must submit three (3) bona fide quotations; 5.2 All quotations must have inclusive insurance cover for the same amount / value; 5.3 All quotations must be from a Registered Company and should have a tax clearance certificate; 5.4 All quotations must be submitted at least 30 days before actual date of transportation. 6. INTERIM ACCOMMODATION: (Refer to 8.3 of Departmental Policy) 6.1 An application for Interim Accommodation must be motivated in writing, and must be submitted prior to assuming duty. Interim Accommodation will be arranged for a maximum of 2 (two) months; 6.2 Specific venues per area are utilised for this purpose. Bookings will only be done by Head Office; 6.3 Daily allowance will only be paid in exceptional cases per motivation; 6.4 It should be noted that the employee should submit three quotations from Guest Houses or Hotels. CC Registration numbers and VAT numbers should appear on the quotations. The cheapest quotation will be considered; 6.5 If an employee will be renting a home for interim accommodation a valid rental contract signed between the employee and the landlord/individual should be submitted. An original receipt should be supplied to prove that the employee has paid the rental installment to the landlord/individual. Only after the receipt has been submitted, and it has been established that the contract is valid, while payment be processed. 7. SCHOOL EXPENDITURE: (Refer to 8.8 of Departmental Policy) 4

5 7.1 School expenditure cannot be claimed when a child is enrolled in grade 1 or grade 8 at the beginning of the school year, unless one is obliged to resume duty during a school quarter; 7.2 School expenditure can be claimed for a child enrolled in grade 1 or grade 8 when an employee is obliged to assume duty during a school quarter; 7.2 A single amount is payable per child covering all school related expenses; 7.3 Extension may be granted in cases where children are completing a key grade such as grade 7 or grade 12, or if you are obliged to assume duty during a school quarter. Application for extension must be done in writing. 8. INCIDENTAL EXPENSES: (Refer to 8.9 of Departmental Policy) 8.1 Incidental expenses may be claimed on the date on which personal effects/household arrive at the new station; 8.2 A single amount to meet Incidental Expenses are payable on the following salary levels: Salary level 1-8 = An amount equal to one months salary equal to first notch of salary level 8 Salary level 9-12 = An amount equal to the current salary you are receiving Salary level 13 + = An amount equal to the first notch of salary level An amount equal to 50% of the basic monthly pensionable salary is payable to an employee who relocates as a single person without dependants; 8.4 An amount equal to 100% of the basic monthly pensionable salary is payable to an employee who relocates with dependants. 8.5 It should be noted that all applications for resettlements are also being audit by the Auditor General and therefore employees should take note that all information that they are supplying will be audited and verified. 9. TRANSFER COSTS: (Refer to point 9 of Departmental Policy) 9.1 Transfer costs may be claimed in the event of selling your house at previous station and purchasing of a house at the new station. SUBSTANTIATING DOCUMENTS REQUIRED: Deed of sale of house at previous station; Purchase contract of the house at new station; Specified account / statement from attorney who handled the registration and transfer of the new house; Specified account from mortgage holder. 10. It is requested that all stakeholders adhere to this Directive and ensure the distribution thereof to all employees as a matter of urgency. 5

6 ANNEXURE A 6

7 RES 01 MPUMALANGA DEPARTMENT OF EDUCATION DEPARTMENT OF EDUCATION APPLICATION FOR RESETTLEMENT BENEFITS: QUESTIONNAIRE Kindly provide the following information with regard to the intended resettlement: A. PERSONAL PARTICULARS: 1. Surname and Initials: 2. Persal Number 3. Identity Number 4. Rank (After assumption of duty) 5. Telephone number (Contact number after relocation) 5. Telephone number * Cell phone number * Fax number 6. Old work station: 7. New work station: 8. Address - new station: Postal Code 9. Marital status: Marital type: Religion Customary Union Civil Life partner (attach proof) 7

8 RES Dependant(s) only applies to dependant school-going children from Grade 1 up to Grade 12. Name and Surname Relation Age Grade Currently in Please indicate if school-going children will be placed in a different school as a result of resettlement: Yes: No: If yes attach a certified copy of the transfer card from the previous school. 11. Make, Engine capacity and Registration number of all privately owned vehicles, including trailers, caravans, boats and motorcycles, etc. B. QUESTIONS WITH REFERENCE TO RESETTLEMENT BENEFITS 1. Indicate the reason for the application with reference to Resettlement benefits: First Appointment Promotion Transfer (Not on own request) Redeployment Retirement Death (To be claimed by Spouse/beneficiaries) Date of Assumption of duty / Termination: 2. Relocation will be done from (previous town) to (new town). Single distance in kilometers: 8

9 RES Are you in possession of your own furniture? Yes: No: An inventory of furniture that must be transported as indicated in paragraph 2 is hereby attached for completion. Will furniture be stored? Yes: No: (If yes a written motivation should be attached and all the quotations should include storage for the period) (Maximum period 61 days) 4. Are you at present a homeowner at your current station? Yes: No: Do you plan to sell your House? Yes: No: Which method will you use to sell your house? Estate Agency Yourself 5. Do you plan to buy or build a house at you new station with the aim to settle on a permanent basis? Yes: No: If No state reasons why not: Indicate whether you plan to: Occupy the dwelling Rent Board Physical Address: 6. Did you make a Prior Visit to your new station before assuming duty? Yes: No: If Yes, indicate the date Date: Did a member of your household accompany you? Yes: No: 7. Are you going to make use of Interim Accommodation? Yes: No: If yes attach your motivation for using Interim Accommodation in writing, within 14 days after receiving your preliminary acceptance letter. (Applicable for a maximum period of 61 days). Will your family join you? Yes: No: 9

10 C. DECLARATION RES I herewith agree that the Department reserves the right to recover any Resettlement expenditure incurred from State Funds should any abnormalities be discovered. 2. I also understand that if I terminate my service with the Department within 12 months of relocation, I shall be liable to reimburse the Department on a pro-rata basis for State Funds utilised to cover Resettlement expenses. 3. I, (Applicant s surname and initials) hereby declare that the above information provided by me is a true and correct reflection of my present position. I furthermore undertake to inform the Department, should my position in regard to any of the abovementioned aspects change due to unforeseen circumstances. SIGNATURE (APPLICANT) DATE (Y/M/D) 10

11 ANNEXURE B 11

12 RES 01 MPUMALANGA DEPARTMENT OF EDUCATION DEPARTMENT OF EDUCATION APPLICATION FOR RESETTLEMENT BENEFITS: DETAILED LIST OF INVENTORY (PERSONAL EFFECTS) SURNAME AND INITIALS: PERSAL NUMBER: PROPOSED REMOVAL DATE: CURRENT STATION: NEW WORKING STATION: (Please indicate with figures) SUMMARY OF ALL CONTENTS OF HOME TO BE MOVED SITTING ROOM BEDROOMS KITCHEN MACHINERY Couch (3 seater) Beds (Q,D,S) Fridge Arc Welder Couch (2 seater) Head Piece Freezer Woodwork Chairs (big) Divan / Sofa Dishwasher Steelwork Chairs (small) Baby Crib / cot Stove Electric Tools Coffee table Wardrobe Microwave-oven Smaller tables Dressing tables Washing machine GARDEN Corner tables Chest of drawers Tumble dryer Garden table Radio / Hi-fi / CD player Linen cupboard Table Garden chairs Organ / Panio Sewing machine Chairs Garden bench Bar chairs Knitting machine Cupboards Garden hose Liquor cabinet Pram Vegetable rack Garden tools Display cabinet STUDY Ironing board Wheelbarrow Loose carpets Desks Dustbin Lawnmower Lamps Bookshelves Laundry rack Ladder Paintings Chairs Polisher Bird cages TV-ROOM Cabinet Vacuum cleaner Grill Couch Filing cabinet PLANTS Swing Chairs Telephone table Pot Plants Doghouse Coffee tables Writing desks Flower Stands Room divider Hat rack Other plants DVD player Wash stand GARAGE SERVANTS ROOM Sound System Clocks Workbench Beds Television Computer / Printer Toolbox Wardrobes Video player DIVERSE Loose Tools Dressing table DINING ROOM Heaters Bicycles OTHER Table Fans Motorcycles Chairs Storage cabinet Wood / planks Buffet Cartons Steel Tea Trolley Cases Baby high chair Suitcases SIGNATURE (APPLICANT) DATE (Y/M/D) 12

13 ANNEXURE C 13

14 RES 02 MPUMALANGA DEPARTMENT OF EDUCATION DEPARTMENT OF EDUCATION APPLICATION FOR RESETTLEMENT BENEFITS: DECLARATION CONCERNING THE PRIOR VISIT TO WHOM IT MAY CONCERN 1. Herewith I, Mr / Ms Persal Number Identity Number Rank declare that on / / (Date (Y/M/D), after receiving an offer / absorption letter, I made a prior visit to my new station to become familiar with my new surroundings, before assuming duty. 2. I furthermore declare that I have traveled a distance of kilometers, from (old workstation) to (new station/town) and I returned back home on / / (Date (Y/M/D). 3. I have used the following means of transport: Make of vehicle: Engine Capacity: Registration Number: SIGNATURE OF APPLICANT DATE (Y/M/D) 14

15 ANNEXURE D 15

16 RES 03 MPUMALANGA DEPARTMENT OF EDUCATION DEPARTMENT OF EDUCATION APPLICATION FOR RESETTLEMENT BENEFITS: DECLARATION CONCERNING FURNITURE REMOVAL OWN TRANSPORT TO WHOM IT MAY CONCERN 1. Herewith I, Mr / Ms Persal Number Identity Number Rank declare that on / / (Date (Y/M/D), I transported my personal effects from (old workstation) to (new station/town) by utilising the following means of transport: Make of vehicle: Engine Capacity: Registration Number: I furthermore declare that I have traveled a distance of kilometers for this trip. 2. I also declare that I am totally satisfied with the services rendered and that I will not submit any further claims in this regard. SIGNATURE OF APPLICANT DATE (Y/M/D) 16

17 ANNEXURE E 17

18 RES 04 MPUMALANGA DEPARTMENT OF EDUCATION DEPARTMENT OF EDUCATION APPLICATION FOR RESETTLEMENT BENEFITS: DECLARATION CONCERNING FURNITURE REMOVAL BY COMPANY TO WHOM IT MAY CONCERN 1. Herewith I, Mr / Ms Persal Number Identity Number Rank declare that on / / (Date (Y/M/D), my personal effects were moved by (Name of company) from (old working station) to (new work station). 2. I furthermore declare that I am satisfied with the services rendered and that I will not submit any further claims against the above-mentioned Contractor / Company in this regard. SIGNATURE OF APPLICANT DATE (Y/M/D) 18

19 ANNEXURE F 19

20 RES 05 MPUMALANGA DEPARTMENT OF EDUCATION DEPARTMENT OF EDUCATION CONFIRMATION OF PERMANENT RELOCATION TO WHOM IT MAY CONCERN 1. Herewith I, Mr / Ms Persal Number Identity Number Rank declare that on / / (Date (Y/M/D), I relocated to (new working station), to assume duties as a (new rank). 2. I furthermore declare that I will not submit any further resettlement claims in accordance with the Departmental Policy on Resettlement, that I am not entitled to. SIGNATURE OF APPLICANT DATE (Y/M/D) 20

21 ANNEXURE G 21

22 RES 06 MPUMALANGA DEPARTMENT OF EDUCATION DEPARTMENT OF EDUCATION AFFIDAVIT WITH REGARD TO RELOCATION AFFIDAVIT 1. Herewith I, Mr / Ms Persal Number Identity Number Rank declare under oath that I was previously stationed at, and that I relocated due to the following reason: a) I was promoted to a (Rank) at (new working station) as from / / (Y/M/D). b) I was redeployed from (old working station) to (new work station), as from / / (Y/M/D). c) I was appointed on / / (Y/M/D) as a (rank), stationed at (new work station). d) I redeployed to (new place of residence), due to my retirement on on / / (Y/M/D). e) I was transferred (not on own request) from (old working station) to (new work station), as from / / (Y/M/D). 2. I understand that should the Department discover that I did not actually relocate to the place I have mentioned, or claimed for benefits with regard to resettlements that I am not entitled to, that the Department may charge me with misconduct or take other appropriate steps. Signed on this day of 20. Signature of applicant: Name in print: Signature of witness: Name in print: Signature and date stamp of Commissioner of Oaths 22