Updates and New Forms

2023/2024

• Page 1: I ACKNOWLEDGE THE FOLLOWING section: Point 4: Added missing "I".
  

• This form has been completely revised to reflect the changes in legislation related to the two-pot retirement system.

• Page 1: Candidate section: Added joint degree fields:
  - "Is this a joint/cotutelle degree" with YES/NO option fields.   
  - "If yes, the University's Name" text field.    .
  

• Page 2: Added joint degree fields:
  
• "Have you registered for a joint/cotutelle degree with another University?" with Yes/No option fields.
• "If yes, please provide the name of the University:" text field.
  

• Page 1: Section A: Declaration: To point b), added joint degree fields: 
• "iv. Where applicable, I have informed the Faculty Office and Doctoral Degree Board of my registration for a joint/cotutelle degree with another institution." with Yes/No/Not applicable option fields.
  

• Page 1: Section B: Examiner Recommendation: To option (i) added: "My views on the thesis have been indicated in my report."
  

• Page 2: Implications of deferring exams section:
  
• Point 1 changed to: "Deferred exams are normally written as follows: Those for the “F” courses are written in the last week of the June vacation (VAC) and those for the other courses in January of the new academic year, unless otherwise advised by the respective department."
• Point 6 changed to: "(a) Official Exam Timetable: I have attached my official exam timetable as generated by PeopleSoft.
      (b) Alternative evidence of exam date: This course is not scheduled on the timetable generated by Peoplesoft and alternative evidence of the exam date is provided."
  
  

• Some minor changes throughout document, in particular updating links.
  

• Page 2:
  
• Changed "Date of consultation" field label to: "Date of in person consultation".
  
• Removed "Type of consultation" fields.
  

• Page 1: Updated links to General Rules and Policies, Handbook 3, 2024.
  

• Page 1: Note section:
• Changed first part of first sentence to: "This form is for CoA Chair to determine..."
• Added second sentence: "The student should complete section A and submit a motivational letter (supported by the supervisor) as well as permission from the co-authors for the publication to be included in the thesis."
  

• Page 1: Notes and instructions section: Added last bullet point: "It should be noted that a student completes their research under supervision, however the supervisor(s) does not need to approve the submission of the thesis for examination."
  

• Page 1: Notes section: Added last bullet point: "It should be noted that a student completes their research under supervision, however the supervisor(s) does not need to approve the submission of the thesis for examination."
• Page 2: Above Signed field: Added "Acknowledgement: I confirm that I am aware of the 6-week timeline for external examination of the thesis and will adhere to the University of Cape Towns guidelines for research examination."
  

• Page 2: Above Signed field: Added "Note: Where the supervisor does not support the submission, please provide a motivational letter outlining the reasons for withholding your support to ddb@uct.ac.za. "
  

• Page 1: Section B: Funding and Fees section: Added first bullet point: "The deadlines associated with the rebate as found in the Student Fees Handbook (Handbook 12, page 33)."
  

• Page 1: A. Payment details section: At the bottom added the following two rows:
• "Note: If grant conditions do not permit bank charges to be charged to project fund, please enter another fund and cost object.
  
• Descriptive text "Charge bank charges to:" and "Fund no." and "Cost object" fields.
  

• Changed the file format from ".xlsx" to ".xls" to mitigate a Windows Defender issue.
  

• Updated descriptions of removed forms: PG002 and PG016.
  

• Page 1:
  
• 2. Student /Fellow details section: Updated the year to "2025".
• Last Note: Changed to "Kindly return the form to pfodept-awards@uct.ac.za", removing references to faculty liaison email addresses.
  

• This form has been completely revised to reflect the changes in legislation related to the two-pot retirement system.
  

• Various minor amendments throughout the form, specifically, removing the cash and cheque payment options.

• Various minor amendments throughout the form, specifically adding additional parking disc types: motorcycle and disability, and removing the need to identify the area, if a red bay holder.
  

• Various minor changes throughout the form and revised process attached.
  

• Some minor amendments throughout the form.
  

• Some minor amendments throughout the form.

• Removed the note referring to the ServiceNow catalog item: Application for a Staff Tuition Rate which on hold until certain integration enhancements are completed.
  

• Updated the link to the DD resource guide, i.e. https://hr.uct.ac.za/media/566458
  

• Throughout the form, updated the Actual or potential conflict? fields to conform to Yes/No options in the associated ServiceNow Catalog item: Annual Declaration of Interests (path: Home >  Service Portal Catalog > UCT Governance & Compliance > Annual Declaration of Interests).
  

• FM003ahlp:
  
• Page 1: When to apply for a new fund section: Amended the note referencing projects managed on eRA. 
• Page 2: Once the FM003a form is complete section: Amended the two sub-headings to: "Non-research and non-eRA research funds" and "eRA research funds" respectively. 
• FM003bhlp:New help topic to accurately reflect the current procedure to change a fund and added link to this topic on the Admin forms page.
  

• Various changes throughout the FHS033hlp and FHS034hlp documents to reflect the facility to upload these forms as a Service Request to PeopleSoft Self Service.
  

• Page 1: Added reference to uploading the forms as a Service Request to PeopleSoft Self Service.
  

• Page 2: 
• STAFF CATEGORY REQUIRED section: Removed Independent Contractor option.
• OUTPUT FIELDS REQUIRED ON REPORT section: Removed Memberships and unions section. 
• Page 3: Updated link to UCT Acronyms.
  

• Page 1: Updated contact details with current Specialist HR Analytics, replacing "Zoe Cosmopoulos" with "Fawaaz Davids".
  

• Page 1: Updated contact details with current Specialist HR Analytics, replacing "Zoe Cosmopoulos" with "Fawaaz Davids".

• Page 1: A. DETAILS OF POST AND COMPOSITION OF THE SELECTION COMMITTEE section: Added two additional Member fields. 
• Page 4: Queries? section: Added "Cecil Peters".
  

• Form Title: Health-Related Case Reports and Case Series
• When To Use The Form: Use ONLY for applications for health-related case report research and case series involving three or less patients.
• Note:
  
• This new FHS form is a copy of the new form also hosted on the HREC website added on request from the faculty.The "Last changed date" matches the date it was created by: 29 April 2024.
  
• This is the only section of forms that works in this way.

• Form Title: HREC Application Form: Health Research Using Human Cell Lines
• When To Use The Form: When requesting HREC approval for a study involving existing human cell lines (considered human research) prior to commencing the work.
• Note:
  
• This new FHS form is a copy of the new form also hosted on the HREC website added on request from the faculty.The "Last changed date" matches the date it was created by: 02 April 2024.
  
• This is the only section of forms that works in this way.

• Form Title: Reciprocal review of minimal risk research with prior approval from a South African Human Research Ethics Committee
• When To Use The Form: Use ONLY to apply for UCT Human Research Ethics Committee (HREC) reciprocal approval of minimal risk research already approved by a South African Human Research Ethics Committee registered with the National Health Research Ethics Council (NHREC). .

• Replaced the FHS forms with copies of revised versions also hosted on the HREC website on request from the faculty.The "Last changed date" matches the date they were last updated by the faculty: 13 June 2024.
  
• Note: This is the only section of forms that works in this way.

• Page 1: Section A: Declaration section: Removed "I select to take part in the oral examination" options.
  

• Page 1: PAYMENT OF UCTRF BENEFIT section: Various changes made to this section including splitting it into two parts to improve usability.
  

• Page 1:7. DEFERRED RETIREMENT section was split into the following two sections:
  
• Section "6.TRANSFERRING LEAVE PAY TO THE UCTRF" added.
• Section "7. DEFERRED RETIREMENT" amended.
  
• Pages 1 to 3: Section numbers amended to cater for the new section.
  

• Various changes made throughout the form, splitting the form into two main sections for completion for one or more areas within a faculty/department and for a faculty/department as a whole.
  

• Updated all links to the DD Resource Guide within the form.
  

• Form Title: Research Access to Students Application
• When To Use The Form: When you need to request access UCT students for the purpose of research or surveys. Submitted with the DSA100b and all relevant documents.
  

• Form Title: Research Access to Students Checklist
• When To Use The Form: When you need to request access UCT students for the purpose of research or surveys to ensure that all documents and guidelines have been included. Submitted with the DSA100a and all relevant documents.
  

• Page 1: 
• Heading: Removed "2024".
  
• Important section: In Note: Replaced "seven calendar days" with "two working days".
• Submission Details section: In Note: Added "only" at the end.
  

• Page 1: DETAILS OF RECOMMENDED APPOINTMENT section: In Conditions of Service field: Added "SFARS" option.
  

• Page 1: Candidate and appointment information section: 
• In Conditions of Service field: Added five more options, i.e. "Academic Clinical", "Senior Academic", "SFARS", "PASS Tech/Sci", "Senior PASS ≥ 13".
  
• Added "Annual COE" and a related field.
  

• Form Title: General Ledger accounts
• When To Use The Form: When you need to view a list of expense and income general ledger account codes for your information.
  Note: Operating and HR account codes are listed separately. Operating account codes include guidelines for usage.
  

• The reference forms FM005 - Expenses Commitment item/ General ledger accounts and FM006 - Revenue commitment item/general ledger account hierarchy form have been removed and are replaced with the FM055 reference form.
  

• Various changes made throughout DDB09 form.
  

• Updated links throughout both forms.
  

• Page 1: Appointment details section: Conditions of service field: Added two new options for selection:
  "Academic Teacher" and "SFARS"
  

• Form Title: Application for Concession to Miss Classes/Academic Activities - Undergraduate students
  
• When To Use The Form: This form should be used when undergraduate (UG) 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

• Page 5: SECTION C: TO BE COMPLETED BY SUPERVISOR, PROGRAMME CONVENER and HOD:
  
• Deleted "The above conditions have been discussed with the student (Yes/No)" option field.
• Page 6: C3. FINAL DECISION sub-section:
  
• Deleted "The above conditions have been discussed with the student (Yes/No)" option field.
• Note sub-section: Deleted "in the Faculty Office". 
• Page 7: SECTION D: ACKNOWLEDGEMENT CHECKLIST:
• Item 9: Replaced "calendar" with "working".
• After item 9: Added new item 10: "Review: I understand that my request for a review of the outcome/decision is to be submitted via email within 3 working days to the respective Programme Convener."
  

• Page 1: IMPORTANT section: Removed second bullet point: "If the request is to waive tuition fees, a Technical Fee Waiver application (with the necessary supportingdocumentation/motivation) must be submitted to the Fees Office."
  

• Page 1: B. REIMBURSEMENT DETAILS section: GL Acct No. column: Changed number format from "Accounting" to "General".
  

• Page 1: Instructions section: Added deadline for second semester 2024 applications.
  

• Page 1: Section A: Indicate the change required field: Added note "(only complete the fields below that relate to the change that is being requested)".
  

• Several minor changes throughout the form for the mid-year 2024 session.

• Page 1: Type of leave of absence requested section: Removed Post lockdown factors option.
  

• Various changes throughout the form.
  

• Replaced the FHS forms with copies of revised versions also hosted on the HREC website on request from the faculty.The "Last changed date" matches the date they were last updated by the faculty: 2 April 2024.
  
• Note: This is the only section of forms that works in this way.
  

• The PG021 - Clearance for registration – Postgraduate students form has been removed as this process is now facilitated by the academic departments.
  

• Throughout the form, added the option "No conflict" to all the Actual or potential conflict? fields.
  

• Page 1: NOTES section: Fourth bullet point:
• Replaced the reference to the Vula questionnaire with reference to a new questionnaire in Microsoft Forms, i.e. https://forms.office.com/r/hqAZ3pdtg0  .
  
• Removed the reference to arranging an exit interview with the OIC.
• Admin Forms page: In the HR146 row: Replaced the reference to the Vula questionnaire with reference to a new questionnaire in Microsoft Forms, i.e. https://forms.office.com/r/hqAZ3pdtg0.

• Page 2: Guest Members section:
  
• Added fourth bullet point: "Where UCT students are required to serve on Selection Committees an active PeopleSoft Student number must be provided."
• In the Guest Members table, third column header: Added "Student".
  

• Page 1: Updated submission deadline, meeting and outcome dates for 2024 and a few minor changes.
  

• Page 1: Updated dates for 2024.
  

• Page 1: Updated dates for 2024.
  

• FM030-Claim tab: Section B: Updated the Rate per KM column to "R4.84" for motor vehicles.
• Instructions tab:
  
• Updated the effective date from "1 March 2023" to "1 March 2024"
• Updated the SARS rates for 2024 to "R4.84" for motor vehicles and "R3.39" for motor cycles.

• FM032-Claim tab: Section B: Increased daily S&T rate from "R161" to "R169" for incidentals only and from "R522" to "R548" for meals and incidentals, effective 1 March 2024.
• Instructions tab: Applied the rate and effective date changes to this tab, too.
  

• FM033-Claim tab: Section B:  - Breakdown of expenditure (complete after the trip/purchase):
  
• Updated the effective date from "1 March 2023" to "1 March 2024".
• Updated the SARS rates for 2024 to "R4.84" for motor vehicles, "R169" for incidentals only and "R548" for meals and incidentals.
  

• FM049-Claim tab: Section B: Updated the Rate per KM column to "R4.84" for motor vehicles.
  
• Instructions tab:
  
• Updated the effective date from "1 March 2023" to "1 March 2024".
• Updated the SARS rates for 2024 to "R4.84" for motor vehicles, "R169" for incidentals only and "R548" for meals and incidentals.

• Various changes made throughout the form reflecting recent changes relating to recruitment process, principles, and SuccessFactors Recruiting platform.
  

• For HR125 entry on Admin forms page, added: "Note: Permanent, full-time UCT employees please complete the application in ServiceNow: Application for a Staff Tuition Rate. All other parties should continue to submit the HR125 form."

• Page 1: Updated deadline dates for 2025 applications.

• Page 1:
  
• In NOTES section: Added to the second bullet: "or takes up a position in a different Department within UCT." and removed the related block at the end of the section.
  
• In REASON FOR TERMINATION section: Changed several of the Resignation reasons. 
• Page 2:
  
• In When do I complete this form? section: Added "or takes up a position in a different Department/Faculty within UCT".
  

• Page 1:
  
• Updated the applicable dates for 2024.
  
• Added to third paragraph: "Only once off software licence fees are considered for support. No recurrent licences will be considered for funding." 
• Added to fifth paragraph:"In the case of irreplaceable primary source data (genomic, natural and environmental, census data, etc) applicants must provide long term storage and archival plans and commitments."
• Page 4: Added section 8: "Describe long term storage and archival plan for primary source data..."
• Page 6: Changed first part of section 14. ICTS summary report to: Replaced "All" with "For hardware exceeding R100 000".
  

• Page 1: Appointment details section: In the Real Internal Order field: Changed the default character limit to 9 characters.
  

• Page 1: In REPAYMENT DETAILS section: Add GL account number field.
  
• Page 2: In What other documentation must be attached? section: Updated form links: Removed link to retired FM013 form. Updated link to FM014 form.
  

• Page 1: DETAILS OF APPOINTMENT section: In last row, changed activities field labels to: "Research", "Teaching and Learning", "Service delivery and social responsiveness", "Academic Management, administration and leadership".
  
•  Page 2: UCT activities and definitions section: 
• Various changes including updated guideline table, reminder for HODs of joint staff guidelines, activities categories, terms and definitions, and additional minor changes.
  

• Page 1: Instructions/notes section: Changes to grant limit from "R20000" to "R75000", those eligible, deadline details, startup grant note, additional note regarding grant proposal and submission details. 
• Pages 1 to 4: Additional minor changes.
• Page 5: FINANCIAL DETAILS section: Added additional funding guideline and exclusions.
  

• Page 1: In third section:
  
• Changed section heading to: "Fund details for reimbursement or to be charged if debt amount not settled in full".
  
• Added to the description: "recovered funds will be transferred to the fund below or".
• Added "GL" field.
  
• Page 1: Authority section: Moved "Head of Department" to a new row and replaced "HR Business Risk Manager" with "HR Administration Manager".
• Page 3: In How long is the instalment period? section: 
• Changed heading to: "What are the guidelines for the instalment period and instalment amount?"
  
• Changed points to:
  
• "The instalment period will be as long as required to recover/reimburse the outstanding amount, but will not exceed the current contract period.
• The instalment amount will be based on legislative requirements, whereby the monthly repayment cannot exceed 25% of the cash salary, unless a higher amount is either agreed to by the staff member or is required to ensure payment on or before the end of the current contract period."
  

• Page 2: UCT activities and definitions section: Added list of recommended guidelines for te consistent allocation of the UCT academic level to Joint Staff appointees.
  

• On both forms, updated the link to the UCTRF Retirement calculater page: https://uctrf.co.za/uctrf/retirement-provision-calculator-2021
  

• Updates and corrections were made throughout these three forms.
  

• Page 1: In the AMOUNT column: Added "(max 2 decimal points)" to the column header.
  

• Page 2: Section C: Examiner confirmation: Changed first sentence to: "I confirm that the above is my preliminary recommendation on the examination of the thesis."
  

• Page 2: Added new section: "Section E: Confirmation of completion of checklist by DDB Chair/Deputy Chair" with name, signature and date fields.
  

• Page 1: Notes section:
• First bullet: Added: "All examiners should be of high international standing with relevant and significant academic experience. For more information on examiner eligibility, please refer to Guidelines for PhD candidates and supervisors."
• Last bullet: Replaced first sentence with: "The examiner is given 6 weeks from the receipt of thesis to examine and provide their recommendation and report."

• Page 1: Notes section: 
• Second bullet: Added: "All examiners should be of high international standing with relevant and significant academic experience. For more information on examiner eligibility, please refer to Guidelines for PhD candidates and supervisors."
• Last bullet: Replaced first sentence with: "The examiner is given 6 weeks from the receipt of thesis to examine and provide their recommendation and report."
  

• Page 2: Deadline dates section:
• Deadline dates updated for 2024. 
• All instances of "2023" changed to "2024".
• Page 3: ACA09S: Planned degree curriculum table: Changed column headers to: "2024", "2025", "2026", "2027".
  

• Page 1: Updated submission name and email address to "Kirsten Pryce (email kirsten.pryce@uct.ac.za)"
  

• Updated to reflect the dates for the current year, 2024.

• Updated to reflect the dates for the current year, 2024.

• Updated to reflect the dates for the current year, 2024.

• This form has been revised and restored/reinstated.
  

• Page 7: Removed the Principles page as the details on it are represented in section D on the following page, which is now the new page 7.
  

• Page 1: In Section B and Section C: In the Signed fields: Added "Insert Image" fields to enable the insertion of an image of a signature for signing electronically.
  

• Page 2: Checklist section: For the following two items changed the value in the Applicable column from "If without interview" to "Always":
• Fifth item: "Candidate curriculum vitae (with contact details of referees if applicable)"
• Sixth item: "Candidate application form HR201"

• 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.