STANDING ORDER (FINANCIAL) 63 PAYMENT OF MEALS PROVIDED TO PERSONS IN POLICE CUSTODY

Transcription

1 STANDING ORDER (FINANCIAL) 63 PAYMENT OF MEALS PROVIDED TO PERSONS IN POLICE CUSTODY 1. Background The purpose of this Order is to regulate the payment of meals which are provided to persons in Police custody. 2. Definitions In this instruction unless the context otherwise indicates, (a) detention facility means a Police cell, detention or temporary detention facility which is administrated by, and under the supervision the Police; (b) (c) person in custody means a person who is arrested and who is under control of the Police, and who has not yet been handed over or returned to the Department of Correctional Services, or any other detention facility; and ration scale means a fixed ration scale for the type and quantity of the specific food, as determined by Supply Chain Management from time to time. 3. Provision of meals (1) A person in Police custody is provided with meals as provided for in Standing Order (General) 361 and 362. (2) The Divisional Commissioner: Supply Chain Management determines the minimum ration scale from time to time, in accordance with Standing Order (Stores 46). 4. Budget Every provincial commissioner is responsible for the handling of the budget of his or her province and must provide for expenses relating to the payment of meals provided to persons in the custody of the Service. 5. Forms The following forms must be completed in order to claim for meals provided to persons in custody: (a) SAPS 159: Claim for meals for detainees at the expense of the Police; or (b) SAPS161: Claim for meals for detainees for the expense of other State Departments. 6. Payment for meals provided to persons in police custody (1) Procurement authorization must be obtained to supply meals to persons in Financial Services : Claims Section V02.00 Page 1 of 5

2 custody. (2) A copy of the procurement authorization must be attached to the claim form (SAPS 159). (3) If an official order form is used to commit payment, all payment documents and claim forms (SAPS 159s) must be attached to the payment transaction copy of the official order form. (4) The relevant official responsible for authorizing payment of meal expenses, must before payment ensure that the claim (a) has not already been paid; (b) is made in accordance with the relevant instructions or agreements and that it is fair and reasonable; (c) is calculated correctly and refers to the period covered by the claim; and (d) is supported by the necessary documentation. 7. Approval for the rendering of services (1) The station commander of a station responsible for the supply of meals to persons in custody, must ensure that food services are provided according to the relevant acquisition instructions and procedures. (2) The provision of meals to persons in custody must be done in accordance with the determined ration scale, and planned meal plan. (3) At small stations where meals are provided by the station commander, full particulars must be submitted to Supply Chain Management for approval. (4) The application for the provision of meals must be submitted to Financial Services to determine if funds are available from the relevant approved budget. (5) Completed quotations for the provision of meals within the determined ration scale and meal plan, must be submitted to the relevant Supply Chain Management office for approval. Financial Services : Claims Section V02.00 Page 2 of 5

3 8. Submission of a claim (1) Claims for the supply of meals to persons in custody The station commissioner or official responsible for the detention facility must follow the following procedure, STEP ACTION 1 Complete a SAPS 159 form with reference to the cell register (SAPS 14), indicating the following details (a) number of detainees who received meals; (b) period held; (c) number of meals provided; (d) cost per meal. 2 Certify that the number of meals and persons in custody mentioned on the claim form corresponds with the particulars recorded in the cell register. 3 Submit the claim the relevant Polfin service point for processing and payment. (2) Claims for meals against other State Departments (a) Claims submitted for expenses by persons held in custody on request of another State Department must be recovered from the department that requested the detention of the particular person. (b) The following process must be followed when expenditure is claimed from another State Department: Phase Description 1 The steps set out in subparagraph (1) must be followed to process and pay the relevant claim. 2 Under cover of a letter indicating that the a person was detained on request of another department, certified copies of the original claim document and supporting documentation must be sent to Financial Services: Debtors Section at Head Office. 3 Upon receipt thereof, a departmental claim form (Z59) must be completed regarding the expenses incurred. (Copies must be made of all the relevant documents of the original claim and attached to the claim form) 4 The commander of Debtors Section at Head Office must ensure that a debt account is created on the debt system. Financial Services : Claims Section V02.00 Page 3 of 5

4 5 The claim and copies of the supporting documents must be sent to the relevant State department for payment. 6 An acknowledge of receipt for the claim, must be obtained from the relevant department. 7 The commander of Debtors Section at Head Office must ensure that outstanding payments are followed up on a monthly basis, until payment has been received from the relevant department. 8 Payment received must be deposited, and must be cleared on the ledger allotment. 9. Processing the payment (1) Claims for meals must be submitted on forms SAPS 159 and 161 on a monthly basis, so that it can be processed for payment on the Polfin computer system. (2) In circumstances where an official order form is used to commit payment, a claim form SAPS 159 or 161 must be linked and attached to the official order form. (3) The official responsible for claims, must ensure that the claim has not already been submitted and paid. He or she must sign the certificate on the claim form accordingly. 10. Checking the claims The designated official must check if (a) All certificates are signed by the responsible persons; (b) the following on the claim form is completed: (i) the number of persons who received meals; (ii) the period in custody; (iii) total number of meals provided; and (iv) tariff amount per meal. (c) the calculation is correct; (d) the tariff which appears on the Polfin computer system is correct in accordance with the approved amount; and (e) particulars of the claim correspond with the particulars captured on the Polfin computer system. 11. Approval of payment Once the payment has been processed and verified on the Polfin computer system, the delegated official must approve payment on the Polfin System by signing his name on the Polfin printout. Financial Services : Claims Section V02.00 Page 4 of 5

5 12. Meals provided by a police escort The reasonable actual expenses for meals provided to persons in custody by a Police escort, can be reimbursed to the Police escort who must submit receipts limited to the prescribed amount, with regard to Travel and Subsistence instructions. 13. Filing Payment documentation must be filed for audit purposes at the office where payment have been made. Financial Services : Claims Section V02.00 Page 5 of 5