Updates and New Forms

 

UCT Administrative Forms Student Administrative Forms Updates and new forms Archives Top 20 Form help




 
Last updated: 21 June 2024
 


Information

 Archive of Changes

Note:
  • Only updates and new forms for the current and one year previous are shown here.
  • For a list of form changes applied in previous years, please see the Archived form changes section.
 Changes to UCT Administrative Forms have been recorded since 3 September 2003.
To view archived form changes, please select  a year:
 


   

2023/2024

Date Form name Change Description of change / Details of new form
21.06.2024
HR100c
Update
  • Page 1: DETAILS OF RECOMMENDED APPOINTMENT section: In Conditions of Service field: Added "SFARS" option.
21.06.2024 HR203
Update
  • 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.
12.06.2024
FM055
Update
  • 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.
12.06.2024
FM005, FM006
Removal
  • 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.
12.06.2024
DDB09
Update
  • Various changes made throughout DDB09 form.
12.06.2024 DDB17, DDB17a
Update
  • Updated links throughout both forms.
12.06.2024 HR100a
Update
  • Page 1: Appointment details section: Conditions of service field: Added two new options for selection:
    "Academic Teacher" and "SFARS"
05.06.2024 FHS034
New
  • 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
05.06.2024
FHS033
Update
  • 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."
31.05.2024
ACA13
Update
  • 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."
17.05.2024
FM045
Update
  • Page 1: B. REIMBURSEMENT DETAILS section: GL Acct No. column: Changed number format from "Accounting" to "General".
17.05.2024
ACA43
Update
  • Page 1: Instructions section: Added deadline for second semester 2024 applications.
17.05.2024
FM003b
Update
  • 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)".
17.05.2024
ACA44
Update
  • Several minor changes throughout the form for the mid-year 2024 session.
13.05.2024
ACA38
Update
  • Page 1: Type of leave of absence requested section: Removed Post lockdown factors option.
13.05.2024
HR212
Update
  • Various changes throughout the form.
10.04.2024
FHR006-FHS017, FHS006hlp, FHS008hlp, FHS011hlp, FHS019-FHS021
Update
  • 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.
08.04.2024
PG021
Removal
  • The PG021 - Clearance for registration – Postgraduate students form has been removed as this process is now facilitated by the academic departments.
02.04.2024
HR131
Update
  • Throughout the form, added the option "No conflict" to all the Actual or potential conflict? fields.
25.03.2024
HR145
Update
  • 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.
19.03.2024
HR202
Update
  • 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".
15.03.2024
R&I13
Update
  • Page 1: Updated submission deadline, meeting and outcome dates for 2024 and a few minor changes.
15.03.2024
R&I31
Update
  • Page 1: Updated dates for 2024.
15.03.2024
R&I35
Update
  • Page 1: Updated dates for 2024.
15.03.2024
FM030
Update
  • 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.
15.03.2024
FM032
Update
  • 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.
15.03.2024
FM033
Update
  • 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.
15.03.2024
FM049
Update
  • 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.
15.03.2024
HR202
Update
  • Various changes made throughout the form reflecting recent changes relating to recruitment process, principles, and SuccessFactors Recruiting platform.
15.03.2024
HR125
Update
  • 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."
15.03.2024 ACA43 Update
  • Page 1: Updated deadline dates for 2025 applications.
27.02.2024
HR145
Update
  • 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".
16.02.2024
R&I33
Update
  • 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".
16.02.2024
HR100a
Update
  • Page 1: Appointment details section: In the Real Internal Order field: Changed the default character limit to 9 characters.
14.02.2024
HR187
Update
  • 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.
13.02.2024
HR100d
Update
  • 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.
13.02.2024
R&I11
Update
Various changes throughout the form, in particular:
  • 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.
13.02.2024
HR134
Update
  • 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."
05.02.2024
HR100d
Update
  • 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.
01.02.2024
HR214, HR215
Update
  • On both forms, updated the link to the UCTRF Retirement calculater page: https://uctrf.co.za/uctrf/retirement-provision-calculator-2021
26.01.2024
HR156, HR158,
HR215
Update
  • Updates and corrections were made throughout these three forms.
17.01.2024 FM014
Update
  • Page 1: In the AMOUNT column: Added "(max 2 decimal points)" to the column header.
17.01.2024 DDB12b
Update
  • 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."
17.01.2024 DDB15
Update
  • Page 2: Added new section: "Section E: Confirmation of completion of checklist by DDB Chair/Deputy Chair" with name, signature and date fields.
17.01.2024 DDB07a
Update
  • 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."
17.01.2024 DDB07
Update
  • 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."
17.01.2024
ACA09
Update
  • 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".
17.01.2024
ACA13
Update
  • Page 1: Updated submission name and email address to "Kirsten Pryce (email kirsten.pryce@uct.ac.za)"
17.01.2024 ACA50
Update
  • Updated to reflect the dates for the current year, 2024.
04.01.2024
ACA51
Update
  • Updated to reflect the dates for the current year, 2024.
04.01.2024
ACA43
Update
  • Updated to reflect the dates for the current year, 2024.
22.12.2023
AS002
Restore
  • This form has been revised and restored/reinstated.
13.12.2023
FHS033
Update
  • 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.
12.12.2023
DDB14
Update
  • 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.
01.12.2023
HR203
Update
  • 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"
30.11.2023
FM030, FM031, FM032, FM045, FM049
Update
  • 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:
    • All these forms now have an Instructions worksheet which includes all the instructions and additional important information to help with completing the forms correctly.
27.11.2023
PS01
Update
  • Page 1: Note section: 
  •  Page 3 to 16: Removed Instructions sections. 
  • Throughout form, applied some minor formatting changes for consistency.
15.11.2023
FH033, FHS033hlp
Update
  • Various changes throughout the form and help document.
13.11.2023
R&I18
Update
  • Various changes on page 1 and 2 of the form in preparation for 2024 applications.
10.11.2023
DDB07, DDB07a Update
  • 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."
10.11.2023
HR210b
Update
  • 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"
25.10.2023
DDB07a
Update
  • Page 1: Added the following two fields near the end:
    • "Preferred Email address"
    • "Anticipated periods when I will not be available"
09.10.2023
HR151 Update
  • 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"
09.10.2023 HR154 Update
  • 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".
09.10.2023 HR214
Update
  • Page 1: Replaced "February" with "March" throughout.
06.10.2023
HR100d, HR102, HR104, HR169, HR176, HR192, HR203,
HR212
Update
  • Throughout these HR forms, replaced all instances of "HR Practitioner" with "HR Business Partner (HRBP)" to reflect the HR role name change.
04.10.2023
FHS013
Update
  • 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.
04.10.2023
HR100a
Update
  • 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.
02.10.2023
ACA44
Update
  • Various minor changes throughout the form for the year-end session.
27.09.2023
DDB07, DDB07a
Update
  • 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."
22.09.2023
CO115
Update
  • 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.
14.09.2023
HR102
Update
  • 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.
08.09.2023
DDB12b
Update
  • Page 2: Changed Section C: Examiner report to Section C: Examiner confirmation.
29.08.2023
CO113, CO114
Update
  • Changed selected entry field borders to black.
28.08.2023
FHS001
Update
  • Some minor changes throughout form.
21.08.2023
HR107
Update
26.07.2023 FM005hlp
Update
  • Row 189: GL4110: Corrected typo in note from "NB: Matching credit is always GL4410..." to "NB: Matching credit is always GL4110".
26.07.2023
HR210, HR210a
Update
In both forms, on the last page: What other documentation must I refer to? section:
Added the following:
  • "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. "
24.07.2023
MM031a Update
  • MM031a form link has been reinstated and is available again.
21.07.2023
COM01
New
  • 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.
21.07.2023
MM031a
Update
  • 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.
20.07.2023
AS001, AS004
Update
  • Throughout both forms, fixed all links to Finance policies.
18.07.2023 HR191
Update
  • Page 6: Added "(Note: Please refer to your HR Business Partner for assistance.)" to the last bullet point.
18.07.2023
HR203
Update
  • 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.
07.07.2023 HR100a Update
  • 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).
05.07.2023 HR100a
Update
  • 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.
03.07.2023
HR203
Update
30.06.2023 TA03 Update
  • Page 1: Student details section: Changed "Student Registration No." to "Student No."
30.06.2023
TA01, TA02, TA03
Update
  • Page 1: Instructions section: Updated the building name to reflect the name change to: "Properties and Services Administration Building"
29.06.2023 HR202
Update
  • 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.
28.06.2023
HR160,HR161, HR164, HR200
Removal
  • These forms have been removed and replaced with the consolidated HR202 form.
26.06.2023
R&I16
Update
  • Page 1:
    • Dates: Updated the applicable dates for hosting a conference in 2024.
    • Application conditions: Amended the first bullet point for 2024.
13.06.2023
BAS03a
New
13.06.2023 BAS03, BAS08
Removal
  • 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.
13.06.2023
HR144
Update
  • 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".
12.06.2023
TA01, TA02, TA03
Update
  • 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. ".
31.05.2023
ACA44
Update
  • 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."
31.05.2023
ACA44a
Update
  • Page 2: Added "Practice" to the address field.
29.05.2023
FM054
Update
  • 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.
24.05.2023
INS03
Update
  • 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".
08.05.2023
HR100a
Update
  • 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".
05.05.2023
SAP08hlp
Update
  • Various changes were made throughout the help topic to reflect the latest version of the Modifying existing SAP Access Service Portal request
05.05.2023
DDB12b
New
  • 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.
05.05.2023
HR158
Update
  • Page 1: 5. INVESTMENT OPTIONS section: Removed Smoothed Bonus Portfolio* row and associated note and amended the note accordingly.
05.05.2023 FM007
Update
  • Word version: Page 1: Fixed row label and amended it to: "NRF & MRC funds". 
  • Excel version: Various amendments throughout the form.
26.04.2023 HR191
Update
26.04.2023 HR210, HR210a, HR210b
Update
25.04.2023
MM031ahlp
Update
  • The help video has been updated, see: MM031ahlp (+/-3min).
21.04.2023
HR210
Update
  • 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?"
18.04.2023
DDB15
Update
  • Page 1: Section B: After the section title, added "(to be completed by CoA Chair)".
14.04.2023
HR203
Update
  • 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".
13.04.2023
FM054
Update
  • Page 1: Section A: In the Amount column, corrected the formula in the TOTALS field.
13.04.2023
INS03
Update
  • 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.
12.04.2023
DDB05b New
  • 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.
12.04.2023 DDB05a Update
  • 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. 
06.04.2023 FM003a
Update
  • 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.
06.04.2023 FM054
New
03.04.2023
HR203
Update
  • 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.
29.03.2023 DDB09 Update
  • Page 1: Added PhD Oral Examination Yes/No option fields.
29.03.2023
DDB11
Update
  • Page 1: Added "I select to take part in the oral examination" Yes/No/Not applicable  option fields.
28.03.2023 HR122a New
  • 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.
28.03.2023 HR122b New
  • 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.
28.03.2023 HR122
Removal
  • Replaced the form with the HR122a and HR122b.
28.03.2023
INS01
Update
  • Updated minimum amount to R26100.00
  • Updated contact details.
28.03.2023
SAP section
Update
  • In UCT Administrative forms page: Consolidated, into one row, any removed SAP forms and the links to their replacement requests and any help resources.
17.03.2023
CO section
Update
  • In UCT Administrative forms page: Consolidated, into one row, any removed CO forms and links to their replacement requests and any help resources.
14.03.2023
FM033
Update
  • 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.
08.03.2023 FM030
Update
  • 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.
08.03.2023 FM032
Update
  • 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
08.03.2023 FM033
Update
  • 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.
08.03.2023 FM045
Update
  • Page 1: Updated links to the Reimbursement policy and Creditors claims email address
08.03.2023 FM049
Update
  • 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.
06.03.2023 FM003a
Update
  • 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%.
06.03.2023
MM031a
Update
  • MM031a form link has been reinstated and is available again.
03.03.2023
MM031a
Update
  • 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.
02.03.2023
INS02
Update
  • Page 1: Note section: Last bullet point: Increased premium to R45/day.
02.03.2023
FM003a
Update
28.02.2023 HR131
Update
  • 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.
28.02.2023
HR122
Update
  • Page 1: Section D:  Added selection fields for selecting applicable fee/s.
23.02.2023
HR103
Removal
  • Note: This form has been removed as SHAWCO appointments and payments are no longer facilitated by HR.
21.02.2023 FHS013 Update
  • Updated links throughout the form.
21.02.2023
FHS020
Update
  • 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. 
21.02.2023 FHS021 Update
  • Updated links throughout the form.
20.02.2023
ACA43
Update
  • 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.
16.02.2023
R&I21
Update
  • Page 3: Added question 9: "Has this repair been considered as an insurance claim? Please provide details as appropriate."
10.02.2023 R&I13
Update
  • Page 1: Updated submission deadline, meeting and outcome dates for 2023 and a few minor changes.
10.02.2023 R&I31
Update
  • Page 1: Updated dates for 2023 and a few minor changes.
10.02.2023 R&I35 Update
  • Page 1 to 3: Updated dates for 2023 and a few minor changes.
08.02.2023
ACA04
Removal
02.02.2023
MM032
New
  • 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.
01.02.2023
MM010
Update
  • 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" 
27.01.2023
R&I29
Update
  • Page 2: Updated URC Chair name and Contact number to "Prof. Sue Harrison" and "X 4021".
26.01.2023 CO113, CO114
Update
  • 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.
26.01.2023 FM004
Update
  • 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.
26.01.2023 FM007
Update
  • Page 1: Various amendments applied throughout.
26.01.2023 FM033
Update
  • Page 1: Faculty/PASS Finance Manager field: Added "or nominee"
18.01.2023
R&I18
Update
  • 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.
18.01.2023
R&I21
Update
  • 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.
18.01.2023
R&I33
Update
  • 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.
18.01.2023 ACA09
Update
  • Page 2: Deadline dates section:
    • Deadline dates updated for 2023. 
    • All instances of "2022" changed to "2023".
18.01.2023 ACA37
Update
  • Page 1: Type of leave of absence requested section: Removed the 2022 Concession option.
18.01.2023 ACA38
Update
  • Page 1: Type of leave of absence requested section: Removed the 2022 Concession option.
18.01.2023
HR122
Update
  • Page 1:
    • Form header: Added the current year (i.e. "2023").
    • Section D: Examiner's Fee field: Increased the amount to "R5400.00".
16.01.2023 TR002
New
  • 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.
16.01.2023 TR003
New
  • 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.
16.01.2023 FM033
Update
  • 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.
16.01.2023
FM014
Update
  • 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.
12.01.2023
ACA50, ACA51
Update
  • Updated to reflect the current year.






     
     

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