Updates and New Forms

2022/2023

• All these forms have been converted from Word (.doc) to Excel (.xlsx) format and restructured to better support the upcoming changes to processes and systems.
  
• Note:
  
• The links to these forms have all changed: FM030, FM031, FM032, FM045, FM049
• All these forms now have an Instructions worksheet which includes all the instructions and additional important information to help with completing the forms correctly.
  

• Page 1: Note section: 
• Updated various links and updated the names of any systems that have been renamed.
  
• Added: "You are bound by the declaration below and need to comply with POPIA. Please familiarize yourself with UCT’s privacy notices and details on this legislation Protection of Personal Information Act (POPIA) | University of Cape Town (uct.ac.za)"
  
•  Page 3 to 16: Removed Instructions sections. 
• Throughout form, applied some minor formatting changes for consistency.
  

• Various changes throughout the form and help document.
  

• Various changes on page 1 and 2 of the form in preparation for 2024 applications.
  

• In both forms: Page 1: Notes section: Added bullet point: "A minimum of three examiners are appointed, all external to the University of Cape Town. ‘External’ means there can be no significant or formal association between an examiner and UCT, including current or recent employment at the University in teaching and/or research in a full time, part time or honorary capacity, or through direct involvement with the thesis, the research for the thesis, or the student."

• Page 1: Notes section: Changed "PC01-PC13(4)" to "PC01-PC13(1)"
• Page 4: When do I complete this form? section: Changed "PC01-PC13(4)" to "PC01-PC13(1)"
• Throughout the form and on the Administrative Forms page updated the link to the DD Resource Guide to: "https://hr.uct.ac.za/media/566458"

• Page 1: Added the following two fields near the end:
• "Preferred Email address"
• "Anticipated periods when I will not be available"
  

• Page 1: Part 3 column: Row 1: To the first sentence added "or if you selected the additional funeral cover, R60 000"
• Page 5: Minor word/grammar changes.
  
• Page 9: Replaced "Sanlam" with "UCTRF administrator's"
  

• Page 1:
  
• 1. UCTRF OF DEATH-IN-SERVICE COVER section: Removed last row. 
• 2. OPTIONAL SEPARATE DEATH COVER section: From second bullet point, removed "or total and permanent disability".
  
• Page 2: Replaced "February" with "March".
  

• Page 1: Replaced "February" with "March" throughout.
  

• Throughout these HR forms, replaced all instances of "HR Practitioner" with "HR Business Partner (HRBP)" to reflect the HR role name change.
  

• Replaced the FHS013 form uploaded on 21 February 2023, with FHS013 form dated 30 May 2022, on request from the faculty. The Last changed date has been amended to match this date.
  

• Page 1: Payment details section: For ad hoc or paid-on-claim appointments sub-section: In the Hours worked field: Changed the number format to allow for two decimal places.
  

• Various minor changes throughout the form for the year-end session.
  

• In both forms: page 1: Notes section: Added bullet point: "The timeline for examination is 6 weeks from the receipt of the thesis. In extraordinary circumstances where an examiner requires additional time, this should be noted on the DDB07 and DDB07a for consideration by the COA."
  

• Note: The format of this form has changed from Microsoft Word (.doc) to Excel (.xlsx), therefore its link has changed. 
• Worksheet 1:
  
• Instructions section: Added 'Instructions" heading and included steps for completing and sending off the form and for running the SAP CO report and pasting it into the KSB1-KOB1 worksheet.
  
• Notes section: Added only principles or guidelines under this heading.
• Added the email address "fnd-finance@uct.ac.za" where relevant throughout the form.
  
• Worksheet 2: Added "KSB1-KOB1" worksheet to be used for including the downloaded SAP CO report as a supporting document.
  

• Page 1: CHANGE DETAILS section:
  
• Change in COE sub-section: Removed For appointments of less than one year fields. 
• Full-time Secondment (see also: Changes in Position Title) sub-section: Removed "COE" from sub-section label, and replaced "New Payclass (if applicable)" field with "Monthly Allowance" field.
  

• Page 2: Changed Section C: Examiner report to Section C: Examiner confirmation.
  

• Changed selected entry field borders to black.
  

• Some minor changes throughout form.
  

• Page 1 and on Admin forms page: Added "Note: The My Timesheets tile in HR Employee Self-Service may now also be used to submit overtime and standby hours for line manager approval. See also: Overtime policy and guidelines. "
  

• Row 189: GL4110: Corrected typo in note from "NB: Matching credit is always GL4410..." to "NB: Matching credit is always GL4110".
  

• "The Staff Learning and Development Resource Guide, see https://hr.uct.ac.za/learning-development/staff-learning-and-development-resource-guide .
  
• SuccessFactors Learning, see http://www.successfactors.uct.ac.za. "
  

• MM031a form link has been reinstated and is available again.

• New Commerce Faculty (COM) section has been added to the Student Administrative Forms web page.
  
• Form Title: Application for Academic Concession (Undergraduate Programmes)
• When To Use The Form: When undergraduate students are seeking an academic concession.

• MM031a form will be temporarily unavailable on Friday 21 March from 08:00 AM to 05:00 PM due to the Perceptive Content upgrade. The form will be available as soon as the upgrade is completed.

• Throughout both forms, fixed all links to Finance policies.
  

• Page 6: Added "(Note: Please refer to your HR Business Partner for assistance.)" to the last bullet point.
  

• Page 2: Added "Selection Committee Membership (Completed by HOD/Line Manager)" section, to cater for the requirement to convene a selection committee as part of the Waiver of Advertisement process.
  

• Page 1: Appointment type field: Changed option "MA-Hourly paid" to "Paid on claim".
  
• Page 1: Employment section:
  
• To section label, added "(for contract and permanent appointments)" .
  
• Replaced field label "For contract and permanent appointments" with "if part-time".
• Page 2: Approval of appointment detail and funding by delegated authorities section:
• Added note: "Note: Do not use Fill & Sign to sign as this will disable all form fields, making any remaining, incomplete fields unusable. To sign: Select Sign method and click in Signature field to either Insert image of your signature or Apply digital signature."
• Added  How are you signing? key: Labelling the two sign method icons.
  
• Added two columns for selecting sign method for each approval row (to show/hide the applicable sign field).
  

• This form has been completely revised and converted to a fillable PDF form to facilitate completion and subsequent data capture.
  
• Note: This writable PDF form must first be downloaded to your computer (right-click and Save link as), before it can be completed using Adobe Acrobat Reader.

• Added link to the Waiver of Advertisement Infographic on both the HR203 form and on the Administrative Forms page.
  

• Page 1: Student details section: Changed "Student Registration No." to "Student No."
  

• Page 1: Instructions section: Updated the building name to reflect the name change to: "Properties and Services Administration Building"
  

• This form has been completely updated and revised to ensure that it also caters for those forms which it is now replacing, i.e. HR160, HR161, HR164, HR200.

• These forms have been removed and replaced with the consolidated HR202 form.
  

• Page 1:
  
• Dates: Updated the applicable dates for hosting a conference in 2024.
• Application conditions: Amended the first bullet point for 2024.

• Note: These forms are no longer in use. Please use the BAS03a to gather information from prospective third parties and/or complete this request in the Third Party System.

• Throughout the form: Replaced "Business Risk Manager' with "HR Administration Manager" and updated applicable contact details.
• Page 1: Authority for Special Leave without Pay section: 
• Added Head of Department row.
  
• Replaced "Recommending Authority" with "Dean/Executive Director".
  

• Page 1: Instructions section:
  
• Changed Traffic Office hours to: "Monday to Friday: 08h00 – 15h00".
• Added Traffic Office email address:"traffic@uct.ac.za" .
• Page 1: Vehicle details section: Changed column heading from "Vehicle Registration No." to "Vehicle Licence Plate No. ".
  

• Updated to the current year throughout, referring to "Mid-year 2023".
  
• Page 1: IMPORTANT section: Added new first bullet: "With few exceptions (see Deferred Exams Guidelines in Handbook 3), applications must be submitted within 7 calendar days of the exam concerned."
• Page 2: ACKNOWLEDGEMENT CHECKLIST section: In item 11, split second part of point (b) to a third point: "c) No further correspondence will be entered into after this date."
  

• Page 2: Added "Practice" to the address field.
  

• Various enhancements made throughout the fillable PDF form, such as validation of certain fields, tab order corrections, formatting.
  
• Page 1: Instructions section:
  
• Added a new first bullet: "Note: This is a fillable PDF form with form fields which must be opened and completed in Adobe Acrobat Reader. Do not use Fill & Sign to complete as this will disable all the existing fields. Any remaining, incomplete fields will become unusable. When signing, click in the Signature field to insert an image of your signature."
• Added a new third bullet: "Please refer to the GL expense guideline for assistance with inputting a GL Account in the Payment details"
  
• Page 1: Payment details section: 
• Added GL Account column and validated these fields for four numbers.
• Added a Bank Charges field which is 'read only' and automatically calculates the bank charges for the number of rows completed.
• Made the Total amount field 'read only' as it automatically totals the amounts entered.
  
• Page 2:
  
• Added Requester section at the top.
• Moved Capturer section to the bottom. 
• Ensured that all signature fields have an 'insert image' field type.
  

• Page 1: Changed excess ammounts as follows:
• UCT Motor Vehicles: Damage: From "R7 506" to "R7 565".
• Assets (Other): Damage/theft: From "R26 100" to "R30 000".
  

• Page 1: Appointment details section: In the label for the last set of fields, removed "for more than 3 months" from the first phrase, changing the label to: "If T1 or T2 contract, please select reason for fixed-term contract.  If a renewal / re-appointment (roll-over), the reason must be the same as the original reason for the fixed-term contract." 
• Page 3: Approvals and form processing section: Changed "HR Practitioner" to "HR Business Partner".
  

• Various changes were made throughout the help topic to reflect the latest version of the Modifying existing SAP Access Service Portal request
  

• Form Title: Examiner preliminary recommendation on thesis
• When To Use The Form: This form is used by external examiners when making a preliminary recommendation on the examination of a thesis submitted for the degree of Doctor of Philosophy. This form is to be submitted prior to the oral examination.

• Page 1: 5. INVESTMENT OPTIONS section: Removed Smoothed Bonus Portfolio* row and associated note and amended the note accordingly.
  

• Word version: Page 1: Fixed row label and amended it to: "NRF & MRC funds". 
• Excel version: Various amendments throughout the form.
  

• Throughout the form, updated the link to the latest UCT Competency Framework and DD Resource Guide.
  

• Throughout the forms, updated the link to the latest DD Resource Guide and, where applicable, the UCT Competency Framework.

• The help video has been updated, see: MM031ahlp (+/-3min).

• Updated links to HR website throughout.
  
• Page 1: Section 1: Removed "Self" from table header in last column.
  
• Page 6: Section 5: Added field label and field: "Did informal reviews take place regularly throughout the cycle?"
  

• Page 1: Section B: After the section title, added "(to be completed by CoA Chair)".
  

• Page 1: NOTES section: Removed second bullet point: "Policy and procedures for waiver of advertisement: https://hr.uct.ac.za/recruitment/appointment-without-advertisement".
• Page 2: HR Practitioner checklist and sign-off section: 
• Removed option row: "Union informed of appointment without advertisement"
  
• Replaced "HR Practitioner" with "HR Business Partner".
  

• Page 1: Section A: In the Amount column, corrected the formula in the TOTALS field.
  

• Page 1: Section D: Amended the addressee contact detailsin the last row removing the physical address and phone numbers, and leaving the email address only.
  

• Form Title: OEC report and recommendation on examination
• When To Use The Form: When the Oral Examination Committee (OEC) has met and recommends to the Doctoral Degrees Board the status of the examined thesis and oral examination of the PhD candidate.

• Page 2: Section D: Amended the option drop-down lists to correctly reflect the form options.
  
• Page 3: Amended help page to correctly reflect the sections and options. 
  

• FM003a: Page 1:
  
• Instructions: Added link to updated FM003ahlp document.
  
• Section A: Removed acronym description for FDFP. 
• FM003ahlp: Updated the help document for FM003a and to reflect information about FDFP.
  

• Form Title: Request for Instant Money
  
• When To Use The Form: When you need to submit an Instant Money request.
  Note:
  
• If this request is for a subsistence and/or mileage/travel payment type, please complete the Instant Money Subsistence and Mileage Detail supporting spreadsheet.
• For policy details, see: Mobile Payments Policy.
• *This writable PDF form must first be downloaded to your computer (right-click and Save link as), before it can be completed using Adobe Acrobat Reader.

• Form Title changed to: "Request for waiver of advertisement"
  
• When To Use The Form changed to: "This form is used when requesting a waiver of advertisement from the Staff Recruitment Office, to permit an exception to advertising for an appointment according to the Waiver of Advertisement Policy.."
  
• Various changes made throughout the form to reflect the UCT Council approved replacement of the old Appointment Without Advertisement policy with the new Waiver of Advertisement Policy.
  

• Page 1: Added PhD Oral Examination Yes/No option fields.
  

• Page 1: Added "I select to take part in the oral examination" Yes/No/Not applicable  option fields.
  

• Form Title: Local External Examiner
  
• When To Use The Form: Completed by a local external examiner, when claiming an honorarium for examining a doctoral thesis. Reviewed by Doctoral Degrees Board Office.
  

• Form Title: Citation Editor
  
• When To Use The Form: Completed by a citation editor, when claiming an honorarium for the editing of citations. Reviewed by Doctoral Degrees Board Office.

• Replaced the form with the HR122a and HR122b.
  

• Updated minimum amount to R26100.00
• Updated contact details.
  

• In UCT Administrative forms page: Consolidated, into one row, any removed SAP forms and the links to their replacement requests and any help resources.
  

• In UCT Administrative forms page: Consolidated, into one row, any removed CO forms and links to their replacement requests and any help resources.

• Page 2:
  
• Section C (OVER-EXPENDITURE): In GL Account column, added GL account numbers (4830 and 4837) on two separate rows.
  
•  Section D (UNDER-EXPENDITURE): Added new GL Account column with GL account numbers (4830 and 4837) on two separate rows.

• Page 1:
• Updated the effective date from 1 March 2022 to 1 March 2023.
• Updated the SARS rates for 2023 to R4.64 for motor vehicles.
  

• Page 1: Section B: Increased daily S&T rate from R152 to R161 for incidentals only and from R493 to R522 for meals and incidentals, effective 1 March 2023
  

• Page 1: Section B: Mileage rate: 
• Updated the effective date from 1 March 2022 to 1 March 2023.
  
• Updated the SARS rates for 2023 to R4.64 for motor vehicles, R161 for incidentals only and R522 for meals and incidentals.

• Page 1: Updated links to the Reimbursement policy and Creditors claims email address
  

• Page 1:
  
• Updated the effective date from 1 March 2022 to 1 March 2023.
  
• Updated the SARS rates for 2023 to R4.64 for motor vehicles, R161 for incidentals only and R522 for meals and incidentals.
  

• Page 1: In Section A: Added row to specify whether or not the new fund is an FDFP (Foreign Donor Funded Project) fund, and if it is, then noting that the fund name must start with “FDFP”, and VAT must be 100%.
  

• MM031a form link has been reinstated and is available again.

• MM031a form will be temporarily unavailable from Friday 3rd March (9:00 a.m.) to Monday 6th March (9:00 a.m.) due to the migration of SQL databases. The form will be available as soon as services have been restored.
  

• Page 1: Note section: Last bullet point: Increased premium to R45/day.
  

• Updated NRF fund maintenance – Applying for new NRF funds (supporting document associated with this form): Page 3: Updated and extended contact details.  
  

• HR131 was reinstated and converted to a fillable PDF form to cater for those who are unable to access ServiceNow.
  
• Revised: Form Title: Annual Declaration of Interests Form for Council, Committee and Honorary Appointments
• Revised: When To Use The Form: Used by members of Council and members of Council committees and honorary appointees to declare financial and fiduciary interest and those of the immediate family.
  Note: The disclosures sought are required by the Higher Education Act, Council’s Policy, and Council’s Rules on Conflicts of Interest, and the application of those rules to members of Council, Council committees and staff. See: Conflict of Interest.
  *This writable PDF form must first be downloaded to your computer (right-click and Save link as), before it can be completed using Adobe Acrobat Reader.

• Page 1: Section D:  Added selection fields for selecting applicable fee/s.
  

• Note: This form has been removed as SHAWCO appointments and payments are no longer facilitated by HR.

• Updated links throughout the form.
  

• Page 2: 4. Will informed consent be obtained? section: Updated link to HREC standard operating procedures. 
• Page 3: 11. Applicant details section: In Signature field: Updated link to HREC standard operating procedures. 
  

• Updated links throughout the form.

• Page 1: Instructions section:
• In second bullet point, updated dates to: "1st semester 2023 deadline:  06 January 2023" and "2nd semester 2023 deadline: 09 June 2023". 
• Removed bullet point relating to clinical years in the FHS.

• Page 3: Added question 9: "Has this repair been considered as an insurance claim? Please provide details as appropriate."
  

• Page 1: Updated submission deadline, meeting and outcome dates for 2023 and a few minor changes.
  

• Page 1: Updated dates for 2023 and a few minor changes.

• Page 1 to 3: Updated dates for 2023 and a few minor changes.

• Note: This form is no longer in use. Please complete this request in ServiceNow, see: Student Systems Development Request

• Form Title: PCard holder line manager delegation request
• When To Use The Form: Use when needing to change the PCard line manager details for a temporary period of time (not shorter than 3 months) in order to sign off Monthly Expense Sign off reports to ensure business continuity.

• Page 1: Section C:Authorisation: Amended two row labels:
  
• Row 2: Changed to: "Above R100 000: Unit Head (Unit Head - Dean/GSB Director or ED/Director: PASS Department/CFO)"
• Row 3: Changed to: "Above R2000 000: DVC Research/CFO" 
  

• Page 2: Updated URC Chair name and Contact number to "Prof. Sue Harrison" and "X 4021".
  

• Page 1:
  
• Approved by Faculty/PASS Finance Manager or nominee section: Added Signature field.
  
• In last table: Removed Indicator to be completed by Gen Ledgers column.
  

• Page 1: FINAL CHECK AND SIGN OFF BY FACULTY/PASS FINANCE MANAGER section:
  
• Added "or nominee" and note to main field label.
• Added Name and Signature fields.
  

• Page 1: Various amendments applied throughout.
  

• Page 1: Faculty/PASS Finance Manager field: Added "or nominee"
  

• Page 1: Updated deadline dates for 2023.
• Page 2: Various changes applied.In particular:
• Added section heading: "Application & award conditions" and changed several of the conditions.
  
• Removed Eligibility section. 
• BUDGET FOR CATEGORY 1 APPLICATION section: Replaced "at least" with "minimum".
  
• Page 3: BUDGET FOR CATEGORY 2 APPLICATION section:
  
• Replaced "at least" with "minimum".
  
• Made various minor amendments.
  
• Page 8: Field number 13: Adjusted the wording of the last sentence.
•  Page 9:
• TO BE COMPLETED BY APPLICANT section: Adjusted wording of the note.
  
• TO BE COMPLETED BY HEAD OF DEPARTMENT section: Adjusted wording of the note.

• Page 1: Adjusted wording to the first paragraph and the note.
• Page 3: DETAILS OF REPAIR & MOTIVATION section: Added addition section 9. with associated fields for the Research Equipment Repair Assessment Team (UEC RE-RAT) to facilitate allocation of two technicians to view equipment. 
• Page 4: 
• TO BE COMPLETED BY APPLICANT section: Added note.
  
• TO BE COMPLETED BY HEAD OF DEPARTMENT section: Adjusted note.
  

• Page 1:
  
• Updated the applicable dates for 2023, added a note in first deadline date row and adjusted deadline text. 
• Eligibility section: Added last sentence "Supervisors and/or Heads of Department may apply on behalf of students for items required for research i.e., not teaching or training purposes (as stipulated above)."
  
• Page 6:
  
• 13. ICTS SUMMARY REPORT section: Various adjustments to section. 
• Added TO BE COMPLETED BY APPLICANT section.

• Page 2: Deadline dates section:
• Deadline dates updated for 2023. 
• All instances of "2022" changed to "2023".

• Page 1: Type of leave of absence requested section: Removed the 2022 Concession option.
  

• Page 1: Type of leave of absence requested section: Removed the 2022 Concession option.

• Page 1:
  
• Form header: Added the current year (i.e. "2023").
• Section D: Examiner's Fee field: Increased the amount to "R5400.00".
  

• Form Title: Instant Money bank profile set up
• When To Use The Form: This form must be used to request the set up of a Standard Bank Instant Money profile for use in an area. For policy details, see: Mobile Payments Policy.

• Form Title: Instant Money bank profile changes
• When To Use The Form: This form must be used to request any changes to the Standard Bank Instant Money profile in an area. For policy details, see: Mobile Payments Policy.

• Page 1: Amended formulas to round up to two decimal places in the following totals fields:
  
• Section B  - Breakdown of expenditure (complete after the trip/purchase): Total expenditure (DEBIT) field, Total advance to clear (CREDIT) field
  
• Section C (OVER-EXPENDITURE): Total field for additional spend entries.
  

• Page 1: Journal text column: Added error message to alert when invalid characters are entered (i.e. those that are not allowed), so that these characters can be removed and, if necessary, replaced with valid characters.
  

• Updated to reflect the current year.
  

• Page 3: 7. Retirement Benefit Options section: Removed Contact details and Contact details for next-of-kin sub-sections, as they are redundant.
  

• This form was completely revised and converted to a fillable PDF form with form fields. 
• Note: This writable .pdf form cannot be completed directly in your Internet browser. You must download the form to your computer, before you can open and complete it using Adobe Acrobat Reader.

• This form was completely revised and converted to a fillable PDF form with form fields.
• Note: This writable .pdf form cannot be completed directly in your Internet browser. You must download the form to your computer, before you can open and complete it using Adobe Acrobat Reader.

• Form Title: Learnership Description
• When To Use The Form: This form serves as a template for the writing of “position descriptions” for Learners.

• Form Title: Apprenticeship Description
• When To Use The Form: This form serves as a template for the writing of “position descriptions” for Apprentices.

• Form Title: Graduate Internship Work Experience Description
• When To Use The Form: This form serves as a template for the writing of “position descriptions” for Graduate Interns.

• Form Title: Practical Internship Description
• When To Use The Form: This form serves as a template for the writing of “position descriptions” for Practical Interns.

• Page 1:
  
• Updated all instances of the year to reflect the applicable year, i.e. 2023.
• Updated the addressee details at the bottom to reflect the faculty liaison email addresses.
  

• Page 1:
  
• Updated all instances of the year to reflect the applicable year, i.e. 2023.
• Updated the addressee details at the bottom to reflect the faculty liaison email addresses.

• Page 1: Note section: Updated Deputy Dean titles/names and added three bullet points. 
• Page 2: Updated Deputy Dean titles/names.
• Some minor changes and adjustments throughout form.
  

• Page 1: Note section: Updated Deputy Dean title and added additional bullet point.
• Page 2: Updated Deputy Dean title.

• Pages 2 to 4: Sections a) to g): Merged table rows in comments fields.
  

• Page 2: Merged table rows in comments fields.
• Page 3: Updated UCTRF links to death benefit and death and lump sum disability documents.

• Page 3: Updated UCTRF links to death benefit and death and lump sum disability documents.
  

• Page 1: Updated link to tax calculator: https://uctrf.co.za/uctrf/exit-tax-calculator
• Page 3:
  
• Rule 5. Removed "This form is also available via the UCTRF website (www.uctrf.co.za).".
• Rule 6: added "funeral benefits".
  

• Various changes throughout the form.

• Page 1: Section 4. Payment Periods: Changed the payment periods. 
• Page 4: Removed: "It must be completed after consultation with the Benefits & Exits Officer or the UCTRF Office and submitted with the HR157 form."
  

• Page 1: Replaced Funeral benefits table and notes with reference to funeral benefits page on the UCTRF website.
  

• Various changes/enhancements throughout the form.
  

• Some minor changes throughout the form.
  

• Form Title: Application to open a fund
• When To Use The Form: When you want a fund to open a new fund on SAP.

• Form Title: Application to change a fund
• When To Use The Form: When you want a fund to be changed on SAP.
  

• This form was split into two forms, FM003a (Application to open a fund) and FM003b (Application to change a fund).
  

• Note: The format of this form has changed from Microsoft Word (.doc) to Excel (.xlsx), therefore its link has changed. 
• Various other changes/enhancements have been applied to the form.
  

• A minor wording correction on each page.
  

• Page 1: IMPORTANT section: Replaced "All applications must be submitted to the respective Faculty Office Manager" with "All applications must be submitted to the Examinations Office: examsoffice@uct.ac.za".
• Page 2:
  
• D: Acknowledgement Checklist section: In list item 7: Added full list of proctoring requirements, and link to Online Proctoring at UCT reference.
  
• Invigilation/ Proctoring Details section: Added a link to the Examinations Policy Manual with invigilation rules.
  

• Form Title: Development Dialogue Appeal
• When To Use The Form: When a staff member in (PC01 to PC13 (4)) would like to appeal their Development Dialogue outcomes.

• Form Title: UCT Invoice Requisition – Multiple billing for the year
• When To Use The Form: When you have to raise multiple billings for the year e.g. for rentals/leases (ad hoc/contract).

• Various changes throughout the form.
  

• Page 1: 
• Payment Method Authorisation section: Removed option to pay by "Cheque".
  
• Important Information section: Replaced "Red bays are allocated to academics (senior lecturer and above) or PASS staff in pay class 10 and above. Request from other staff for red bays must be supported by a letter from the HOD, and approved by the Space/Allocation Committee" with "All staff may purchase either a yellow or red parking disc for the applicable annual parking fee.”
  

• Page 1: Important Information section: Replaced "Red bays are allocated to academics (senior lecturer and above) or PASS staff in pay class 10 and above. Request from other staff for red bays must be supported by a letter from the HOD, and approved by the Space/Allocation Committee" with "All staff may purchase either a yellow or red parking disc for the applicable annual parking fee.”
  

• Various changes throughout the form to update it for the 2022 examinations.

• Various changes throughout the form to update it for the 2022 examinations.

• Page 1: IMPORTANT section: Added bullet point regarding submission timing.

• Page 1:
  
• Dates: Updated the applicable dates for hosting a conference in 2023.
• Application conditions: Amended the first bullet point for 2023, and removed the clause about applications occuring in the year of application.
  

• Page 2:
• Section C: Removed "Either" and "Or" from the bulleted options.
• Section D: Header row: Added "(I enclose a report on the thesis. Please select the appropriate option.)"
• Option rows: Added two new option rows, either consenting or not consenting to the disclosure of the examiner report being made available to fellow/other examiners.
  

• Page 1: Section C: Removed "Either" and "Or" from the bulleted options. 
• Page 2: Section D:
• Header row: Added "(I enclose a report on the thesis. Please select the appropriate option.)"
• Option rows: Added two new option rows, either consenting or not consenting to the disclosure of their examiner report being made available to fellow/other examiners.
  

• Page 1: Updated link to Privacy notice.
  

• Some layout changes to improve usability of the form.
  

• Expense GL (excl HR) sheet: In the REFUNDS commit item for GL accounts 4205 and 4206, updated the GL account includes wording as follows:
• GL4205: "Transfers to other institutions where UCT is acting as a conduit for funding received from government.  I.e. government entered into an agreement with UCT and other collaborators, but paid the project funding to UCT who is then responsible for disbursing the funds as per government’s instructions."
  
• GL4206: "Transfers to other institutions where UCT is acting as a conduit for funding received from the main funder.  I.e. the main funder entered into an agreement with UCT and other collaborators, but paid the project funding to UCT who is then responsible for disbursing the funds as per the funder’s instructions."
  

• Page 3: MINIMUM REQUIREMENTS section: Other requirements field: Changed last part to: "‘Ability to handle cash or finances’", replacing "Honesty" with "Ability".
  

• Updated link to a Finance policy on UCT website: PAY006

• Updated links to Finance policy documents on UCT website: PAY002 and SARS table.
  

• Updated links to Finance policies on UCT website: PAY006 and PAY002
  

• Page 1:
  
• NOTES section: To the fifth bullet, added: "Please note that invites to participate in research will only be distributed once per application."
• SECTION A: APPLICANT DETAILS section: Removed the Address (if not UCT) fields.
  

• Page 1: Note: section: Point 8: Added the following at the end: "and is payable by the staff member."
  

• Page 1: B. Programme Information section: Extended Term and Programme Code fields to fit the space provided.
  

• Throughout the form, updated any links to the UCT Vision 2030 web page on the UCT website that have changed recently.
  

• Throughout the UCT Administrative Forms page, updated links to UCT website pages and/or files (such as UCT Finance policies) which may have changed due to the recent UCT website migration.
  

• Note: This form is no longer in use. Please complete this request in P&S Workplace Services Portal, see: https://services.ps.uct.ac.za/
• Help document: P&S Workplace Services Portal Help Guide

• Page 1: In the line items table, changed the second column header from "GL" to "GL/CUSTOMER ACCOUNT".
  

• "When To Use The Form" changed to: "When Deans, Executive Directors, Heads or others make application to the Staff Development Committee (SDC) for funding of staff development initiatives or projects."
• Various changes made throughout the form to update it for the 2022/2023 cycle and make reference to Vision 2030 alignment.
  

• This form is no longer in use. Please complete this request in ServiceNow: Short Research Visit/Course Grant application.
• Help document: Accessing and completing the Short Research Visit/Course Grant application in ServiceNow

• Page 1: Replaced "ED: Finance" with "Chief Financial Officer" to reflect recent position title change.
  

• Page 1:
  
• INSTRUCTIONS section: Added bullet point: "You will not be able to claim for any item/s that is damaged during transit if it is not listed on the attached inventory. 
• Storage at desitnation section title: Added "- Excluding plants" to end of section title.
  
• Note section: Added bullet point: "10. Please ensure that all goods on the attached inventory reflects the replacement value as this will be the value that insurers will use in the event of a claim. If you are not adequately insured, Insurers will apply Average to your claim."
  

• This form was completely revised and has bee converted from Word to PDF format with fillable form fields to facilitate electronic completion.
  
• Note: 
• File format changed from ".doc" to ".pdf", so the link to the form has changed to: https://forms.uct.ac.za/aca13.pdf.
• Since this is now a writable PDF form,  it must be downloaded to your computer (right-click and Save link as), before it can be completed using Adobe Acrobat Reader.

• Updated dates and contact details on the forms.
  

• Form Title: Development Dialogue Executive Staff (PC13(3), PC13(2) and PC13(1))
• When To Use The Form: When recording performance and development discussions for Executive staff (PC13(3), PC13(2) and PC13(1)), within the Development Dialogue (DD) process.
• Help Document: DD Resource Guide

• Page 1:Point 5.1: For Academic information citation, changed maximum number of words from 200 to 150.
  

• Page 6: Section 3.8.1.: Added: "Please refer to the UCT Sponsorship Insurance Booklet."
• Page 7: Section 4.1.C.: Added "/Full Committee Review"
• Page 8: Above 4.2.: Replaced note with: "Note: If a waiver is required, please send an email to hrec-payments@uct.ac.za and advise the reason for this waiver."
  
• Page 10: Replaced the ED HR name and role with "the delegated HR authority".
• Page 14: Below 8.2.: Added note: "For multidisciplinary and interdepartmental research, the signing DRC Chairperson need to confirm that there has been appropriate consultation with the DRC from the relevant departments."
• Page 17: Section B: Added "SAP Customer number" field.
  

• Form Title: Selection Committees Declaration of Confidentiality and Conflict of Interest
• When To Use The Form: This e-Form must be used by all internal and external parties serving on UCT recruitment and selection committees:
  
  • Internal parties (UCT employees, students and third-parties) must complete the e-Form annually, and this declaration is binding for all processes that they are involved in during this period.
  • External parties must complete this e-Form for each process they participate in.
  Note: This is a Perceptive Content electronic form (e-Form) which is completed online.

• Page 1: In NOTES section: Added a reference to Terms and definitions section.
• Page 2:
  
• Added a reference to Terms and definitions section.
• Made additional additional changes to certain terms and abbreviations and removed references to infotypes.
• Replaced "HR Systems & Support Office" with "HR Analytics Specialist".
  
• Page 3: Added Terms and definitions section and reference to list of UCT acronyms.
  

• Converted form to PDF format and added form fields throughout form to facilitate electronic completion.
  
• Note: 
• File format changed from ".docx" to ".pdf" so the link to the form has changed to: https://forms.uct.ac.za/studentadmin/aca40.pdf.
• Since this is now a writable PDF form,  it must be downloaded to your computer (right-click and Save link as), before it can be completed using Adobe Acrobat Reader.

• Form Title: Deferred and supplementary results submission
• When To Use The Form: When submitting deferred and supplementary results.

• Throughout the form:
• Replaced "HR Practitioner" with "HR Business Partner".
• Updated and expanded some terms/acronyms as applicable.
• Page 3: 
• How to complete this form section: Replaced "HR Systems & Support Office" with "HR Analytics Specialist".
• Email address information section: Replaced "HR will instruct ICTS to" with "The HR Analytics Specialist will".

• Form was completely revised.
  

• Page 1: Section B: Mileage rate:
  
• Updated the effective date from 1 March 2021 to 1 March 2022.
  
• Updated the SARS rates for 2022 to R4.18 for motor vehicles, and R2.92 for motor cycles.
  

• On the UCT Administrative Forms page, in the HR168 form row: Added a link to the latest Employee Equity Plan: "Employment Equity Plan (2022–2026) (PDF)".
  

• Page 6: HR151b: Nomination of beneficiaries for UCT separate death benefits:
  
• Added sub-heading: "NOMINATED BENEFICIARY DETAILS".
• In Required Details column: Added following additional fields: First names, Gender, Date of birth, ID number, Relationship of this person to you. 
• Page 8: HR151c: Nomination of beneficiary for UCT family funeral benefit:
  
• Removed row labeled: 2.1. Beneficiaries of UCT Separate Death Benefit. 
• Added sub-heading: "NOMINATED BENEFICIARY DETAILS".
• Changed beneficiary details section top row to: "I wish any benefit payable upon my death to be paid to the beneficiary mentioned below. "
  

• Page 1:
  
• Header: Updated year reference to "2022".
• IMPORTANT section: Removed first bullet "For on campus exams" and its sub-bullets referring to the UCT Daily Health Screening app form usage.
  

• Page 1:
  
• Added a new LOA reason: "Post lockdown factors".
• Added a note indicating that the new LOA reason above, is for Master’s and PhD students only.
  

• Page 1: 5. Important: Citation section:
  
• Removed "and mini citation" from section title.
• Removed row starting with "5.2. I approve the mini citation.."
• Removed any references to mini citations from the row Note: Submission of Citation.
  

• Retired MM031 form entry row on UCT Administrative Forms web page: Corrected link to the current, active MM031a form which replaced the retired MM031 form several years ago.
  

• Page 1: In top instruction/note row, added the following note: "Please note: Applications can be submitted at any time during the year, but if it is received by the committee for review after 31 October, then the funds for approved applications may only be awarded in the following calendar year."
  

• FHS006-FHS17 forms and supporting documents, as applicable.
• FHS019-FHS021 forms and supporting documents, as applicable.
  

• Page 1: Updated deadline dates and submission requirements.
  

• Page 1:Updated deadline dates and submission requirements.

• Page 1: Add UCT Employee privacy statement: "When you work at UCT, we collect and use your information to manage our relationship in terms of your employment contract, to run the business of the University, and to comply with legal obligations. We may share your information with service providers we trust. Our service providers help us to communicate with you, ensure your health and safety on campus and manage operations. For more information about how the University of Cape Town uses personal information, visit our Privacy Notice."

• Page 1: 
• Updated the effective date from 1 March 2021 to 1 March 2022. 
• Updated the SARS rates for 2022 to R4.18 for motor vehicles, and R2.92 for motor cycles.

• Page 1: Updated the Mileage rate to "R4.18" per km with effect 1 March 2022.

• Page 1: Amended to reflect the new UCT employment equity statement.
  

• Page 1: Added UCT Job applicant privacy statement to align with POPIA and UCT’s privacy statements.
• Page 3: Removed note: "Note: Candidates invited for interview will be asked to bring along their signed hard copy of this form."
  

• Throughout the form: Replaced all instances of "Transformation" with "Employment Equity" or "EE" and applied various other updates.
  

• Page 5: In the Where do I send this form? section:
  
• Updated the second bullet point to: "in the case of Staff Education Bursary Scheme, Staff Learning Centre, Human Resources, at hr-stafflearningcentre@uct.ac.za".
• Updated the fourth bullet point to: "in the case of UCT Staff Tuition Rate exceptions, Head: Staff Learning Centre, Human Resources, at hr-stafflearningcentre@uct.ac.za".

• Page 2: In the Where do I send this form? section:
  
• Updated the second bullet point to: "in the case of Staff Education Bursary Scheme, Staff Learning Centre, Human Resources, at hr-stafflearningcentre@uct.ac.za".
• Updated the fourth bullet point to: "in the case of UCT Staff Tuition Rate exceptions, Head: Staff Learning Centre, Human Resources, at hr-stafflearningcentre@uct.ac.za".

• Form Title: Access to UCT staff for research purposes (Fulfilment of a degree)
• When To Use The Form: When requesting access to UCT staff for research purposes for the fulfilment of a degree (delegated ED of HR authority to approve)
  

• Form Title: Access to UCT staff for research purposes (general research)
• When To Use The Form: When requesting access to UCT staff for institutional research purposes that is not in fulfilment of a degree (COO and DVC with oversight of academic matters to approve)
  

• This form has been replaced with the HR194a and HR194b which are separated by purpose, i.e. if the research is in fulfilment of a degree (HR194a) or if it is for general institutional research only (HR194b).
  

• Page 1: Option 2A section: Replaced note text "If you are a non-RSA resident, please also attach the following:
  Certificate of residency, and Detailed history of employment (to be provided by the employer)" with "Note: If you are a foreign resident and/or require payment into a foreign bank account, additional documentation will be required. The Administrator will contact you regarding these requirements prior to payment being made."
• Page 4: When do I complete this form? section: Removed last sentence "but requires the agreement of the Executive Director of HR for staff on PASS conditions of service or the DVC for Academic matters for staff on academic conditions of service."
  

• Page 1: 6. DEFERRED RETIREMENT section:
  
• Added "OR 6.3" to title descriptive text.
• 6.1 Phased retire section: Removed "max or" from last row.
  
• Pages 1 to 3: 
• Replaced all instances of "a near cash portfolio" with "the Capital Preservation Portfolio".
  
• Page 3:
  
• REQUIRED ATTACHMENTS section: Added a last bullet point: "If you are a foreign resident and/or require payment into a foreign bank account, additional documentation is required. The Administrator will contact you regarding these requirements prior to payment being made."
• OFFICE USE section: Added "from their benefit" to the second question.
  

• Page 1: Section B: Increased daily S&T rate from R139 to R152 for incidentals only and from R452 to R493 for meals and incidentals.

• Page 1: Section B: Increased daily S&T rate from R139 to R152 for incidentals only and from R452 to R493 for meals and incidentals.

• Page 1: Increased daily S&T rate from R139 to R152 for incidentals only and from R452 to R493 for meals and incidentals.

• Changed When To Use The Form: Changed to: "When a new permanent academic staff member wishes to apply for a start-up grant."

• Page 2: In the What important rules do I need to be aware of when completing this form? sub-section: In the fourth bullet point, corrected typo in the first phrase of the example: changed "1-5 months" to "3-5 months".
  

• Page 1: In the Notes section:  Updated the address details to: "Staff Education Bursary Scheme, Staff Learning Centre, Human Resources, at hr-stafflearningcentre@uct.ac.za".
  
• Page 4: In the Where do I send this form? section: Updated the second bullet point to: "Staff Education Bursary Scheme, Staff Learning Centre, Human Resources, at hr-stafflearningcentre@uct.ac.za".
  

• Page 1: Updated the applicable date for 2022 applications.

• Page 1: Updated the applicable dates for 2022 conference hosting applications.

• Page 1: In the Type of leave of absence requested section: Added new LOA type: "2022 Concession".
  

• Due to the need to protect privacy and security, an additional UCT Network authentication screen has been introduced to the MM031a eForm. The URL for the form has therefore changed.
  
• The new URL is: https://mm031a.uct.ac.za/
  
• Updated help video has been added, see video: MM031ahlp (+/-1min).
• This form is now only for use by card holders and capturers (for specific card holders, by agreement) to submit supporting documents for unposted PCard transactions.
  

• Page 2: Deadline dates section:
• Deadline dates updated for 2022. 
• All instances of "2021" changed to "2022".
  

• Page 1: Updated the applicable dates for 2022.
  
• Page 2: In HARDWARE/SOFTWARE APPLIED FOR section: Removed the last row of the table regarding availability to other interested users in Western Cape.
  
• Page 6: Added ICTS SUMMARY REPORT section.
  

• Form Title: Application for Concession to Miss Classes/Academic Activities
  
• When To Use The Form: This form should be used when postgraduate (PG) Health Sciences Faculty students wish to make an application for a concession to miss classes/academic activities.
• Help Document: Guidelines for Concession to Miss Classes

• Form Title: Capitalisation of customs charges on imported assets
  
• When To Use The Form: When you need to advise the Assets Department of customs charges that need to be capitalised against the cost of imported assets..

• Page 1:  In commit item OPER-EXPS, edited the GL name and GL account includes... fields for the following four GL accounts: GL number: 2370, 2610, 2615 and 2616.

• Page 1: Updatcontact details to:"Kirsten Pryce" and email "kirsten.pryce@uct.ac.za".
  

• Page 1:
• In Important section: Changed second sentence to: "If you believe there is a procedural error or that the decision by the RAC is substantially unfair or unreasonable, then you may seek a review in which you make the case that the RAC made an irrational or unjustifiable decision.".
•  In Submission Details section: Changed third row label to:"State what the procedural error is or why the decision by the RAC is substantially unfair or unreasonable.".

• Page 1:
  
• In section A: Removed "and HOD" from section description.
  
• In section B: Added "or nominee" to section description and Approved by Faculty/PASS/Research finance manager field label.
  

• Various changes throughout the form.
  

• Page 1: Updated deadline dates for 2022.
• Page 3: In BUDGET FOR CATEGORY 2 APPLICATION section:
• Various updates, including removing "C. Cost of developing equipment" and adding "D. Amount applied for from external organisation"
  
• Page 4: Item 2: Added :State your research questions and discuss how this equipment will be used to answer them".
  
• Page 5: 
• Item 4: Changed to: "4. How will this equipment advance the research strategy of your department / institute / centre / unit?  (max 10 lines)"
• Item 6: Changed to: "6. How will the purchase of this equipment advance the strategic goals of the university particularly with respect to transformation, excellence, and sustainability. (max 10 lines)."
  
• Page 9:
  
• In TO BE COMPLETED BY APPLICANT section: Added note: "Please ensure that fields 1 – 13 of the have been completed and the required attachments provided as incomplete applications will not be considered."
  
• In TO BE COMPLETED BY HEAD OF DEPARTMENT section: Amended note to: "Applications must be submitted to the FEC Chair who will arrange for approved applications to be signed by the Dean/Deputy Dean before submission to the UEC."
  

• Page 2: In PAYROLL DEDUCTIONS TO BE CONTINUED WHILE ON SPECIAL LEAVE WITHOUT PAY section, in Cost Items column:
  
• Row 2: Added "of COE"
  
• Row 3: Updated to: "UCTRF - Same COE % as prior to special leave (between 12% and 40%)"
• Page 3: Completely revised "Will I remain covered for death and disability under the UCTRF if I travel outside the borders of South Africa?" section.
  

• Page 1: Updated all year references to 2022.

• Page 1: Updated all year references to 2022.