Updates and New Forms

2021

• Throughout the form: Replaced all references to Research Contracts and Intellectual Property Services (RCIPS) with Research Contracts and Innovation (RC&I) including the links to the updated URLs.

• Page 4: 
• When do I send this form? section: Added a third bullet point: "In the case of Learning and Development towards Professional Registration under the Graduate Internship (section 2 of the Learnership and Internship Policy), to Head: Staff Learning Centre, Cambria House."
• When do I submit this form? section: At the end of the second bullet point changed it to: "This is done in all cases where Position-Related-Non-Formal development is paid for by either the Department or Faculty, or by the Staff Learning Centre."

• Page 1: 
• Updated the effective date from 1 March 2020 to 1 March 2021. 
• Updated the SARS rates for 2021 to R3.82 for motor vehicles, and R2.67 for motor cycles. .

• Page 1: B. ALLOWANCE section:
• In first bullet point, added "This remains unchanged for the current tax year ending 28 Feb 2022." at the end. 
• In second bullet point, replaced last sentence with: "Refer to SARS table. This remains unchanged for the current tax year ending 28 Feb 2022."

• Page 1: Updated the Mileage rate to "R3.82" per km with effect 1 March 2021.

• Page 1: ADVERTISING PLACEMENTS section: Enabled the External media text entry field.

• Added the ACA09 form to the ACA section on the UCT Administrative Forms web page in addition being listed on the UCT Student Administration Forms web page.

• Page 1: INVESTMENT CHOICE section: Renamed the portfolio names as follows: 
• From Income Fund (Portfolio A) to Capital Preservation Portfolio;
• From Balanced Fund (Portfolio C) to Balanced Portfolio;
• From Shari’ah Fund (Portfolio D) to Shari’ah Compliant Balanced Portfolio.

• Page 1-2: DEFERRED RETIREMENT section: 
• Removed first table row which contained a principle.
• Added contact details sub-sections. 
• Added 6.3. Preservation Fund Options section.
• Page 2-3: RETIREMENT BENEFIT OPTIONS section: Various changes made throughout this section. 
• Page 4: Added How are my Vested Share and Non-vested Share calculated? section.

• Page 1: 5. INVESTMENT OPTIONS section: Renamed the portfolio names throughout as follows: 
• From Income Fund Portfolio to Capital Preservation Portfolio;
• From Smoothed Bonus Fund Portfolio to Smoothed Bonus Portfolio*;
• From Balanced Fund Portfolio to Balanced Portfolio;
• From Shari’ah Fund Portfolio to Shari’ah Compliant Balanced Portfolio.
• Added following note for Smoothed Bonus Portfolio: " *This Portfolio is only available if you were invested in the Smoothed Bonus Portfolio prior to retirement."
  

• Page 2: Deadline dates section: 
• In Last date to add a course 2021 column: Replaced "19 March" with "29 March".
• In Get 100% fee adjustment column: Replaced "19 March" with "29 March".

• Adjusted all dates to reflect current year.

• Page 1: 1. Student details section: Added Qualification field.

• Page 1: 
• Section 1:  To be completed by the acquiring department: 1.3: USER DETAILS: Replaced OWNER'S NAME field with FOR REPLACEMENT/SECONDARY COMPUTERS, HAS ICT001 BEEN COMPLIED WITH? option field.
• Section 3: Authorisations: To ALL PURCHASES row label, added "EXCEPT ICT EQUIPMENT PURCHASED FROM PREFERRED VENDORS".
• Page 2: Assets and non-assets on one quote section: Added the following third bullet point with sub-points: 
• "The approvals per the AS001 relate to the full quote, not just the asset lines.  
• Therefore, the authorisers are providing their approval for the asset purchase as well as any other non-asset items on the quote submitted with the AS001. 
• The Assets Office does not require an MM010 for the non-asset lines.  
• However, if the additional items on the quote are being purchased from a different fund from where the asset purchase is being made, an MM010 will be required."
• Throughout, added links to ICT001 finance policy.

• Page 1: NOTES section: 
• Added following fourth bullet point: "All advertisements will reflect the universal UCT EE Sentence."
• Added Universal UCT EE Sentence sub-section: "Universal UCT EE Sentence:
  “UCT is a designated employer and is committed to the pursuit of excellence, diversity and redress in achieving its equity targets in accordance with the Employment Equity Plan of the University and its Employment Equity goals and targets. Preference will be given to candidates from the under-represented designated groups. Our Employment Equity Policy is available at www.hr.uct.ac.za/hr/policies/employ_equity “"
• Page 1: REPLY DETAILS IN THE ADVERTISEMENT section: Removed  Employment equity sentence as approved by UCT Council row and fields.

• Page 2: Replaced "Acting DDB Chair" with "Deputy DDB Chair".

• Nedbank application form: Page 2: 3: ACCOUNT STRUCTURE AND PAYMENTS section: Changed selection for Is this a billing level? field: Selected No checkbox instead of Yes. Note: This application form is to be completed and sent off with the MM003 form.

• Page 1: STUDENT DETAILS section: Added additional row with "If you selected "N" for full time (i.e. part time) for dependent or spouse, is the qualification only offered part-time?" and Y/N option fields.
• Page 2: When do I complete this form? section: Added "If it is indicated that the course is going to be taken full time for your spouse or dependant (i.e. Y is selected for Full-time? field), and through an audit it is found that the qualification is not offered full-time, UCT has the right to reverse the rebate."

• Page 2: Deadline dates section:
• "G12.2" rule changed to "G13.1" and deadline dates updated for 2021. 
• All instances of "2020" changed to "2021"
• Page 3: ACA09S: Planned degree curriculum (List course codes) table: Updated the years to start with the current year. 

• Page 1: In the footer: Replaced "pfo-deptawards@uct.ac.za" with "pfodept-awards@uct.ac.za".
  

• Note: This form applied for the 2020 grace period which has expired, so it has been removed and is no longer in use. The 2021 grace period request process is now on PeopleSoft and may be accessed until 28 February 2021 for all eligible students.

• Page 1: In the Note section: Added the following: 
• Changed the second bullet point to the following: "Once you have the HoD(s) signatures for each course, you must upload the ACA36 form(s) with your curriculum form as a single registration service request. Your curriculum form cannot be processed without your ACA36 credit/exemption application."

• In all these forms: Made applicable changes to permit an electronic signature.
• Note: File format changed from ".doc" to ".docx" to enable the image insertion field type.

• Page 1: 
• Replaced Application deadlines dates with: "Visits taking place throughout 2021".
• Removed Committee meeting dates row. 
• Replaced Outcomes dates with: "Applications will be dealt on Ad hoc basis".

• Page 1: Updated all instances of the deadline for submission to: Friday, 30 April 2021. 

• Page 1: Updated all instances of the deadline for submission to: Friday, 30 April 2021.

• Page 1: 
• In 1. Fund holder details section: Made applicable changes to permit electronic signatures.
• In 2. Student /Fellow details section: Updated all year references to "2021" and made applicable changes to permit electronic signatures.
• In the footer: Replaced "Bongiwe Ndamane" with "pfo-deptawards@uct.ac.za".
• Note: Form file format changed to .docx.

• Page 1: 
• In 1.Student details (To be completed by the student) section: Updated year to "2021" and made applicable changes to permit electronic signatures.
• In 3. Fund holder details (To be completed by the fund holder) section: Made applicable changes to permit electronic signatures.
• In the footer: Replaced "Bongiwe Ndamane" with "NRFFunding@uct.ac.za".
• Note: Form file format changed to .docx.

• Page 1: In the Note section: Increased the premium to R35/day.

• Page 1: 
• In the Note section: Increased the excesses for Assets (Other) as follows: 
• Damage/theft: Increased to R30 000.00
• Removed: High risk portable devices and equipment. 
• In the Complete this form and return to section:
• Removed "Room 3.12.1"
• Added: "Phone Juliet: (021) 650 7237"

• Uploaded corrected form.

• Page 4: In the When do I use this form? section: Added last bullet point "performance objectives are set during Development Dialogues". 
• Page 6: 
• In the Where do I send this form? section: Added note "In all cases, a copy of this form is sent to the relevant HR Business Partner".
• In the Where can I get further assistance? section: Replaced "HR Practitioner" with "HR Business Partner".

• Page 3: Help to complete a UCT Purchasing Card application form (MM003): In About the UCT Purchasing Card section
• In the Nedbank application form sub-section: In the first bullet point: Changed sections to: "section 2, section 6 and section 9.2".
• In the Bank charges associated with the PCard sub-section: Changed the annual card fee to: "R250".
• Nedbank application form: Replaced this form with the latest form supplied by Nedbank. Note: This application form is to be completed and sent off with the MM003 form.

• Page 1: Replaced the submission address in the Instructions section to applicable PPS Vendor Management Section email address: tenders@uct.ac.za.
• Pages 2 to 3:Added the “insert image” form field, for the signatures in this form to facilitate virtual completion and submission.

• Page 1: In the first Note: Removed the following: "Preference will be given to applications which also allow for virtual participation in case of travel restrictions".

• Page 1: 5. Option to continue membership of UCT Group Schemes section: Amended the Note sub-section to the following two bullet points: 
• "If you have elected to continue membership of the medical aid scheme you must contact Health Care Specialist, Debra De Gouveia-Meyer.
• If you have elected to continue membership of the UCT Separate Group Life Assurance Scheme you must complete the HR159 debit order form."
• Page 2: 6.Deferred retirement section: In 6/1 Phased retiree sub-section, amended the first row of the Transferring leave pay to UCT fields replacing "all" with "max".
• Page 3: Required attachments section: Second bullet point: Removed "either the medical aid scheme or".
• Page 4: What documents do I need to attach? section: Second bullet point: Removed "either the medical aid scheme or".

• Page 1: 
• Title: Removed "& beneficiaries" from the form title. 
• Note section: Second bullet point: Removed "the medical aid and/or".
• Personal details section: Removed the Beneficiary status option. 
• Acknowledgement of debt and authorisation by requester section: 
• First bullet point: Removed "the medical aid and/or".
• Removed the second last bullet point. 
• Page 2: 
• When do I complete this form? section: Removed "the medical aid and/or".
• Where do I send this form? section: Removed first bullet point.

• Changed SAP Doc # to: 9503
• In POSTKEY row: Added note: "[Note: For postings to customer accounts, this must either be 01 (=DR) or 15 (=CR)]"
• Various other changes throughout the form..

• Page 1: 
• In the first section: Changed bullet point as follows: "Full curriculum vitae (only copies of requested documents to be included)."
• In the Race (for stats purposes) options: Added the "Foreign National" option.

• Page 1: In the Candidate and appointment information section: Added the Race (for stats purposes) row and options.

• Page 1:
• In the first section: Changed bullet point as follows: "Full curriculum vitae (only copies of requested documents to be included)."
• In the Race options row: Added "(for stats purposes)" to the field label and the "Foreign National" option.

• Page 1: In the Note section: Added the following: 
• Added to the first bullet point: "You need to contact the HoD(s) via email. Remember the HoD must also see a copy of your transcript and, if needed, other sources. The Dean will approve the credit/exemption as part of the curriculum approval process, so you do not need to get the Dean’s approval on the ACA36 form. "
• Added the second bullet point: "Once you have the HoD(s) signatures for each course, you must upload the ACA36 form(s) with your curriculum form as a single service request. Your curriculum form cannot be processed without your ACA36 credit /exemption application."
• Added to the fourth bullet point: "This will be charged to your fee account so you need not pay in advance."
• Removed the following bullet point: "Details of the transfer process can be found on the UCT website (http://www.uct.ac.za/googlesearch/?q=credit+transfer)."

• Page 1: In the NOTES section: 
• First bullet: Added link to EE web page on UCT website.
• Third bullet: Moved the sentence "The delegated authority should not make any offers without seeing and carefully considering this form." before the following statement in brackets "(Please ensure that this is done immediately after the process is completed to avoid delays in offering appointments to candidates)".
• Page 1: In B: SEARCH MEEING section:
• Merged the Give comment fields. 
• In the Designated candidate sub-section: In both rows, changed "will a decision be" to "has a decision been"
• In the Preferred demographic profile of the successful candidate section, removed Preference 3: Third choice.
• Page 2: Removed Draft advertisement and equity statement section. 
• Page 3: In the last table, changed column headings as follows: Changed "ROLE" to "ROLE PLAYER".
• Page 4: 
• In the Where do I send this form? section: replaced "director.oic@uct.ac.za" with "glenda.kayster@uct.ac.za")
• In the Queries? section: Replaced "Manager (Jongisizwe Gomomo)" with "Officer (Glenda Kayster)"

• Note: This form has been reinstated and replaced with a temporary version of the form. A revised permanent version of the form will be made available when applicable.

• Page 3: In Submitting the form section: In T1 (not students) contract type row replaced "ten days" with "one month".

• Page 1: Indented the sub-options for option (ii)and option (iii).

• Page 1: Indented the sub-options for option (ii).

• Page 1: Indented the sub-options for option (ii).

• Sheet 1 (Expense GL (excl HR) sheet): In the TRFS-SAL row, changed the GL account includes… field adding "GOB" and replacing "1766" with "766" as follows : "the transfer of GOB cost recoveries between funds. NB: Matching credit is always GL766 - debits must equal credits"

• Page 1: In SECTION 2: Method of disposal: 
• In sub-section 2.1: Replaced "Assets office" with Assets Office email address (i.e. fnd assets@uct.ac.za) and removed Remarks field. 
• In sub-section 2.2: Added Assets Office email address email address where applicable and made any related amendments.. 
• In sub-section 2.3: Replaced "Assets office" with Assets Office email address (i.e. fnd assets@uct.ac.za) where applicable and replaced "Amount received" field with "Trade-in amount" field.
• In sub-section 2.3: Replaced "Assets office" with Assets Office email address (i.e. fnd assets@uct.ac.za) with applicable amendments,  made various changes to all fields except the first field and revised the note.

• Page 1:
•  In the instructions section: Amended the first, second and third bullets. Removed the last two bullets. 
• In Section 1: To be completed by the acquiring department: 
• In 1.1. Added an explanatory note for the DEPARTMENTAL INVENTORY NO. field. 
• In 1.2. Amended first field to: "ASSET VALUE INCL. VAT"
• In Section 3: Authorisations: Changed first field label to: "ALL PURCHASES > R28 750 INCL. VAT"
  
• Page 2: 
• In the Asset threshold section amended to: "The current threshold for asset recognition is R28 750 including VAT".
• Added the Communication section regarding using the department email address and appealing that only completed forms with all approvals are submitted. 

• Page 1: In Checklist section: Added "Customer (SAP Acc.) Deactivated" checklist item.

• Page 1: Added General Provisions Relating to Deviations section.
• Page 2: In Tender details section, in Tender deviations type sub-section: Added "Alternative Procurement Method" and "Practicalities" item types with their descriptions.