DST 4th Edition Handbook INTERACTIVE

CORPORATE SERVICES HANDBOOK 4 TH Edition

SERVICE COMMITMENT • We will treat our customers with courtesy.

• We will attend to all requests and queries promptly and efficiently.

• We will be honest and objective in our interactions with our customers.

• We will take the utmost care to ensure confidentiality.

• We will provide professional advice.

• We will support our users competently.

• We will develop and maintain an open and accountable culture.

• We will acknowledge all correspondence received within a reasonable time and according to our service standards.

• We will keep our customers regularly updated on the progress regarding their requests.

CORPORATE SERVICES HANDBOOK | 4TH Edition

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4 TH Edition

TABLE OF CONTENTS

FINANCE Service Standards

5

6

Policies

32 34 35 36

Procedures and Guidelines

Committees

Service Directory

AUXILIARY SERVICES

37

Service Standards

38 51 52 53

Policies

Procedures and Guidelines

Service Directory

LEGAL SERVICES

55

Service Standards

56 64 64 65

Policies

Procedures and Guidelines

Service Directory

CORPORATE SERVICES HANDBOOK | 4TH Edition

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CORPORATE SERVICES HANDBOOK | 4TH Edition

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4 TH Edition

Finance

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FINANCE Finance ensures an effective, efficient, and economic utilisation of financial resources in line with financial prescripts. This includes budget planning and expenditure monitoring, as well as the management of procurement, acquisition, logistics, assets, and financial transactions. SERVICE STANDARDS No. SERVICES ROLES AND RESPONSIBILITIES RESPONSE TIME ACCOUNTABILITY ESCALATION FINANCIAL ACCOUNTING (FA) Cash on hand (petty cash) (a) Provision of petty cash. 1. User submits approved request for petty cash advance or claim together DD: Financial Accounting

D: Financial Accounting dfa.escalation@dst. gov.za DD: Financial Accounting Fa.escalation@dst. gov.za

with approved budget confirmation to the cashier using a Petty Cash Form as per the Petty Cash Policy. 2. Funds are issued to the user, subject to the availability of cash. 3. In cases where cash is not available, cash is issued to the user not more than 3 days later.

Immediately on request. Within 3 working days

Senior Accounting Clerk fapayments@dst. gov.za

CORPORATE SERVICES HANDBOOK | 4TH Edition

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4 TH Edition

No. SERVICES ROLES AND RESPONSIBILITIES

RESPONSE TIME ACCOUNTABILITY ESCALATION

FINANCIAL ACCOUNTING (FA) Travel and subsistence (a) Provision of travel and subsistence advances.

1. User submits request (approved by responsible manager) electronically or manually for a travel and subsistence advance to Financial Accounting at least five working days before the trip. User must use a Travel and Subsistence Claim Form with all the documentation

Senior State Accountant fapayments@dst. gov.za

ASD: Financial Accounting Fa.escalation@dst. gov.za

required in terms of the approved Procedure on Travel and Subsistence Advances and Claims.

2. FA makes payments to user’s account.

Within three (3) working days.

(b) Payment of travel and subsistence claims.

1. User electronically or manually submits approved request for travel and subsistence claim to Financial Accounting. User must use a Travel and Subsistence Claim Form with all the documentation required in terms of the approved Procedure on Travel and Subsistence Advances and Claims. 2. Claim is processed through Persal and user receives payment in his/ her account.

Senior State Accountant fapayments@dst. gov.za

ASD: Financial Accounting Fa.escalations@dst. gov.za

Within 5 working days of submission.

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No. SERVICES ROLES AND RESPONSIBILITIES

RESPONSE TIME ACCOUNTABILITY ESCALATION

FINANCIAL ACCOUNTING (FA) (c) Payment for ground transport outside the borders of South Africa.

1. User submits an email request for ground transport to Financial Accounting with the required supporting documentation within five working days before the trip. Documents required are an approved submission, travel quotations for ground transport from DIRCO, and a Payment Advice Form as per Procedure for Processing Financial Accounting Transactions. If it is the Minister and Deputy Minister to travel, in addition to the above, a letter from the Presidency signed by the delegated authority is required. 2. DSI sends CFO letter to DIRCO for logistical arrangements in a foreign country and FA makes advance payment to DIRCO. 1. User submits a Payment Advice Form, and all required documentation as per Processing of Financial Transaction Procedures Manual.

Senior State Accountant fapayments@dst. gov.za

DD: Financial Accounting Fa.escalations@dst. gov.za

Within two working days.

Processing of transfer payments (a) Processing

ASD: Financial Accounting fapayments@dst. gov.za

DD: Financial Accounting Fa.escalations@dst. gov.za

of transfer payments: Project funding.

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4 TH Edition

No. SERVICES ROLES AND RESPONSIBILITIES

RESPONSE TIME ACCOUNTABILITY ESCALATION

FINANCIAL ACCOUNTING (FA)

2. FA processes the transfer payment.

Within two working days.

Donor funding (a) Request for

DD: Financial Accounting fapayments@dst. gov.za

D: Financial Accounting Fa.escalations@dst. gov.za

1. User submits approved memo from the responsible manager

funds from Reconstruc tion and De velopment Programme (RDP) ac count at the NT on behalf of the Pro grammes.

and supporting documents as per procedure for processing financial accounting transaction to request Financial Accounting withdraw funds from the RDP Fund. 2. Financial Accounting submits request for withdrawal of donor funds to the National Treasury. 3. NT releases/transfers the money to the Department. 4. FA informs user that money has been transferred to the Department. 5. User submits a request to pay the implementing agency using Payment Advice Form. 6. FA processes the payment as per Procedure Manual for Processing Payment.

Within two working days.

Within two days of receiving a notification.

Within two days

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No. SERVICES ROLES AND RESPONSIBILITIES

RESPONSE TIME ACCOUNTABILITY ESCALATION

FINANCIAL ACCOUNTING (FA)

7. Implementing Agency receives the payment.

Within five days

Foreign payments (a) Processing of payments

1. User submits a Payment Advice Form requesting Financial Accounting processes a payment in a foreign currency with all the required documentation as per the Processing of Financial Transaction Procedures Manual.

Senior State Accountant fapayments@dst. gov.za

DD: Financial Accounting Fa.escalations@dst. gov.za

in foreign currency.

2. FA processes the payment.

Seven working days (depending on the time frames of the NT and SARB).

Miscellaneous payments (a) Processing of all

1. Chief Directorate: HRM submits a Payment Advice Form, an approved bursary contract and proof of registration to request the payment of a bursary to Financial Accounting. 2. Financial Accounting verifies that the payment has the required signatures, that all supporting documents are attached, and that the calculations are correct.

Chief Accounting Clerk fapayments@dst. gov.za

ASD: Financial Accounting Fa.escalations@dst. gov.za

bursary related payments.

Within two working days.

CORPORATE SERVICES HANDBOOK | 4TH Edition

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4 TH Edition

No. SERVICES ROLES AND RESPONSIBILITIES

RESPONSE TIME ACCOUNTABILITY ESCALATION

FINANCIAL ACCOUNTING (FA)

Chief Accounting Clerk fapayments@dst. gov.za Accounting Clerk fapayments@dst. gov.za Accounting Clerk fapayments@dst. gov.za Chief Accounting Clerk fapayments@dst. gov.za

ASD: Financial Accounting Fa.escalations@dst. gov.za DD: Financial Accounting Fa.escalations@dst. gov.za DD: Financial Accounting Fa.escalations@dst. gov.za DD: Financial Accounting Fa.escalations@dst. gov.za

3. FA processes the payment on BAS.

Within two working days. Within a day after authorisation.

4. The payment stub to be given to the beneficiary institution and bursary holders. 1. HR or official concerned submits request by email for a salary deduction to Financial Accounting. If it is a court order, FA will receive it from the Sheriff and the official concerned is informed. 2. Financial Accounting processes the deduction on Persal. 1. HR submits a Z238 Form for allowance requests to Finance. 2. Finance processes the transaction on Persal. 1. User submits the request to change banking details to Financial Accounting on Z56 Form.

(b) Processing of salary deductions.

Within two working days.

(c) Processing of all HR related allowances. (d) Capturing of official’s change of banking details on Persal.

Within two working days.

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No. SERVICES ROLES AND RESPONSIBILITIES

RESPONSE TIME ACCOUNTABILITY ESCALATION

FINANCIAL ACCOUNTING (FA)

For month-end pay dates, the form will be captured before the 15th, and for mid-month pay dates the form will be captured before the 30th.

2. Financial Accounting captures new banking details as requested by official. 3. FA sends email to user confirming change of banking details.

(e) Request for expenditure reports.

1. Programmes request by email or by telephone revenue and expenditure report. 2. Finance processes the request and provides the requested report. Alternatively, user registers on the Vulindlela website (www.vulindlela. gov.za) to access the reports.

ASD: Financial Accounting expenditurere port@dst. gov.za

DD: Financial Accounting Fa.escalations@dst. gov.za

Within two working days.

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4 TH Edition

No. SERVICES ROLES AND RESPONSIBILITIES

RESPONSE TIME ACCOUNTABILITY ESCALATION

MANAGEMENT ACCOUNTING (a) Budget bids submission to NT.

DD: Management Accounting budget@dst.gov.za

D: Management Accounting Ma.escalations@ dst. gov.za

1. MA receives guidelines from NT and shares with Programmes.

Same day guidelines are received (annually around June).

2. Department EXCO identifies and approves priorities for the Department. 3. Programmes prepare the budget bids and submit to MA. 4. MA quality assures compliance of the budget bids to the guidelines and submit the bids to NT with supporting documents. 1. MA receives a request from NT to revise budget structure and shares it with Programmes. 2. Programmes submits input on the revision of the budget structure. 3. MA prepares the revision and submits the approved revised budget structure to NT. 4. MA updates the MTEC workbook on the revised structure.

Within one week. Within one week. Within one week.

Annually around June.

(b) Revision

DD: Management Accounting Budget@dst.gov.za

D: Management Accounting Ma.escalations@ dst.gov.za

of budget structure (MTEF process).

Within three working days. Within three working days.

Within two working days.

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No. SERVICES ROLES AND RESPONSIBILITIES

RESPONSE TIME ACCOUNTABILITY ESCALATION

MANAGEMENT ACCOUNTING (c) Reprioritisa tion of bud get (MTEF process).

1. MA sends a reprioritisation of budget template to Programmes in order to reprioritise the budget. 2. Programmes send inputs to MA. 3. MA captures the reprioritised budget on the workbook. 4. MA submits the workbook to NT for approval and publication. 1. MA sends a Human Resource Budget Planning tool to HR. 3. MA updates the HR budget planning tool and submits to NT. 1. MA prepares the budget template and captures the budget from ENE. 2. MA sends the completed templates to Programmes. 3. Programmes reviews and submits any inputs to MA. 4. MA captures the budgets on BAS. 2. HR sends inputs to MA for the preparation of the HR budget planning.

Annually around June.

ASDs: Management Accounting budget@dst.gov.za

DD: Management Accounting Ma.escalations@ dst.gov.za

Within two weeks.

Within one working week. Within a day of capturing. Annually around July.

(d) Human

ASDs: Management Accounting budget@dst.gov.za

DD: Management Accounting Ma.escalations@ dst.gov.za

Resource budget planning tool.

Within 14 working days.

Within 14 working days.

(e) Capturing the original budget at the beginning of the Financial Year.

ASDs: Management Accounting budget@dst.gov.za

DD: Management Accounting Ma.escalations@ dst.gov.za

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4 TH Edition

No. SERVICES ROLES AND RESPONSIBILITIES

RESPONSE TIME ACCOUNTABILITY ESCALATION

MANAGEMENT ACCOUNTING (f ) Capturing adjusted estimates.

ASDs: Management Accounting budget@dst.gov.za

DD: Management Accounting Ma.escalations@ dst.gov.za

1. MA sends templates to the Programmes.

Within five working days.

2. Programmes make changes to the original budget. 3. MA submits approved changes to NT and captures the inputs on the AENE Workbook. 4. MA make changes on BAS system based on the approved AENE Workbook. 1. User requests the shifting of funds by completing a Shifting of Funds Form. 2. MA reviews the request against the budget and approves the shifting of funds. 3. MA affects the changes on the BAS system. 4. MA sends a report to the user showing the shifted funds. 1. User submits a Budget Confirmation Form to MA.

(g) Shifting of funds.

ASDs: Management Accounting budget@dst.gov.za

DD: Management Accounting Ma.escalations@ dst.gov.za

Within two working days.

(h) Confir mation of Budget.

ASDs: Management Accounting budget@dst.gov.za

ASDs: Management Accounting Ma.escalations@ dst.gov.za

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No. SERVICES ROLES AND RESPONSIBILITIES

RESPONSE TIME ACCOUNTABILITY ESCALATION

MANAGEMENT ACCOUNTING

Within one working day.

2. MA confirms the availability of funds and approves the Form. 3. If funds are not available, MA rejects the confirmation and advises the user on the alternatives. 1. MA prepares preliminary reports and sends them to Programmes for input. 2. Programmes confirm the reports and submit reasons for variance with catch up plans. 3. MA prepares the following reports: Early Warning Report for NT and Expenditure Analysis Report for the Minister, DG, and Exco. 1. PPGME requests input on financial Information. 2. MA prepares and submits the report to PPGME in a document and/or presentation format.

(i)

Expenditure monitoring reports.

First working day of each month.

ASDs: Management Accounting budget@dst.gov.za

DD: Management Accounting Ma.escalations@ dst.gov.za

Within three working days.

Within five days.

(j)

Submission of input to PPGME for quarterly reports.

DD: Management Accounting budget@dst.gov.za

D: Management Accounting Ma.escalations@ dst.gov.za

Within 15 days after the end of each quarter.

CORPORATE SERVICES HANDBOOK | 4TH Edition

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4 TH Edition

No. SERVICES ROLES AND RESPONSIBILITIES

RESPONSE TIME ACCOUNTABILITY ESCALATION

SUPPLY CHAIN MANAGEMENT Quotation administration (Procurement below R1 000 000) (a) Procure ment of goods. 1. User submits a complete Request for Quotations Form manually or via email with all the supporting documents, such as Budget Confirmation Form,

ASD: Demand and Acquisition acquisition@dst. gov.za

DD: SCM Scm.escalations@ dst.gov.za

motivation memo or submission, and specifications as per SCM Circular 1 of 2016 and NT PFMA SCM Instruction of 2021/22. 2. SCM invites quotes from service providers. 3. SCM obtains quotation and assesses them in line with SCM prescripts, and sends the received quotes to the user. 4. User verifies and signs recommended quotation and submits Log 1 Form to SCM. 5. In some cases, the procurement of goods might require a contract or Service Level Agreement (SLA). 6. In such a case, user verifies and signs recommended quotation.

Within two days.

As per the deadline provided within three days.

ASD: Demand and Acquisition acquisition@dst. gov.za

DD: SCM Scm.escalations@ dst.gov.za

CORPORATE SERVICES HANDBOOK | 4TH Edition

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No. SERVICES ROLES AND RESPONSIBILITIES

RESPONSE TIME ACCOUNTABILITY ESCALATION

SUPPLY CHAIN MANAGEMENT Quotation administration (Procurement below R1 000 000) 7. SCM prepares a formal appointment letter signed by the delegated authority and sends a letter to the successful service provider.

Within three days.

Within a day.

8. Upon service provider’s acceptance, SCM sends the service provider’s acceptance letter to the user and the user follows the SLA signing process with Legal Services. 9. The user submits the signed SLA or contract from both parties to SCM. 10. SCM generates an official Purchase Order and emails this to the service provider and project owner. 11. The service provider is expected to deliver the requested goods.

Within two days.

After receiving the signed Purchase Order.

CORPORATE SERVICES HANDBOOK | 4TH Edition

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4 TH Edition

No. SERVICES ROLES AND RESPONSIBILITIES

RESPONSE TIME ACCOUNTABILITY ESCALATION

SUPPLY CHAIN MANAGEMENT Quotation administration (Procurement below R1 000 000) (b) Procure ment of services (proposals). 1. User submits complete request for quotation using a Request for Quotations Form to procure services to Supply Chain Management (SCM) via e-mail with the supporting documents, such as Budget Confirmation Form, motivation (in

ASD: Demand and Acquisition acquisition@dst. gov.za

DD: SCM Scm.escalations@ dst.gov.za

case of a consultant, a DG-approved submission, and specifications) as per SCM Circular 1 of 2016 and NT PFMA SCM Instruction of 2021/22. service providers, with a maximum of 14 days for responding. 3. After receiving adequate proposals, SCM in consultation with user, establishes an Evaluation Committee. 2. SCM sends a call for proposals to

Within a day.

Within a day.

Within five working days.

4. The established Evaluation

Committee meets to evaluate based on the set functional evaluation criteria.

5. Committee submits the service

providers who passed the minimum threshold functional criteria to SCM.

CORPORATE SERVICES HANDBOOK | 4TH Edition

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No. SERVICES ROLES AND RESPONSIBILITIES

RESPONSE TIME ACCOUNTABILITY ESCALATION

SUPPLY CHAIN MANAGEMENT Quotation administration (Procurement below R1 000 000) 6. SCM further assesses the

The day after receipt of Com mittee recom mendation.

recommended proposals in line with SCM prescripts and sends the results to the user. recommended quotation and sends it to SCM. 8. SCM prepares a formal appointment letter signed by the delegated authority and sends the letter to the successful service provider. 9. Upon service provider’s acceptance, SCM sends Service Provider acceptance letter to the user and the user follows the SLA signing process with Legal Services. 10. The user submits the signed SLA or contract by both parties to SCM. 11. In cases where the SLA is not required, user submits a LOG1 form together with other required documents. 7. User verifies and signs the

Within three days.

Within a day.

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4 TH Edition

No. SERVICES ROLES AND RESPONSIBILITIES

RESPONSE TIME ACCOUNTABILITY ESCALATION

SUPPLY CHAIN MANAGEMENT Quotation administration (Procurement below R1 000 000) 12. SCM generates an official Purchase Order and emails this to the service provider and project owner.

Within a day.

13. The service provider is expected to deliver the requested services.

No. SERVICES ROLES AND RESPONSIBILITIES SUPPLY CHAIN MANAGEMENT Bid administration (Procurement above R1 000 000) (c) Procure ment of goods and services. 1. SCM sends Procurement Plan notice memo with a template to Programmes.

RESPONSE TIME ACCOUNTABILITY ESCALATION

During Quarter 3 of the financial year By 15 February of each year.

DD: SCM Tenders@dst.gov. za

DD: SCM Scm.escalations@ dst.gov.za

2. Programmes submit inputs to the Procurement Plan with supporting documents as per the notice memo. 3. SCM reviews, consolidates inputs, and submits an approved plan to National Treasury. 4. Programmes submit budget confirmation using a filled-out Budget Confirmation Form and a DG-approved request to advertise the tender’s draft TOR by email.

By 31 March of each year.

Two months prior to planned advertisement.

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No. SERVICES ROLES AND RESPONSIBILITIES SUPPLY CHAIN MANAGEMENT Bid administration (Procurement above R1 000 000) 5. SCM requests DDG approval to

RESPONSE TIME ACCOUNTABILITY ESCALATION

Within two days of receiving budget confirmation. Within two weeks after the Committee has received the specifications.

appoint both Bid Specifications (BSC) and Bid Evaluation Committee (BEC).

6. Bid Specification Committee convenes, reviews, provides inputs, and approves the TORs.

7. SCM advertises the bid.

Within seven working days

after BSC approval.

8. SCM receives proposals from service providers. 9. SCM reviews the proposals received and prepares documents for evaluation. 10. BEC meets to evaluate received bids and recommends the service provider.

21 days post the advert. Within two days.

Within 40 days DD: SCM

DD: SCM Scm.escalations@ dst.gov.za

Tenders@dst.gov. za

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4 TH Edition

No. SERVICES ROLES AND RESPONSIBILITIES SUPPLY CHAIN MANAGEMENT Bid administration (Procurement above R1 000 000) 11. Bid Adjudication Committee (BAC) awards the bid to the appointable service provider (pending the

RESPONSE TIME ACCOUNTABILITY ESCALATION

Within 21 days.

availability of the budget), except for amounts over R5 million, in which case the BAC makes a recommendation for DG approval.

12. SCM informs the end-user of the BAC outcome. 13. SCM prepares bid award and/or approval and appointment letter for DG approval. 14. SCM sends the approved award letter to the service provider who accepts or declines the appointment. acceptance, SCM sends the service provider’s acceptance letter to the user and the user follows the SLA signing process with Legal Services. 16. The user submits the signed SLA or contract by both parties and a Log 1 Form to SCM. 15. Upon the service provider’s

Within a day of BAC sitting.

Within three days

Within one day.

Within a day.

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No. SERVICES ROLES AND RESPONSIBILITIES SUPPLY CHAIN MANAGEMENT Bid administration (Procurement above R1 000 000) 17. SCM generates an official Purchase

RESPONSE TIME ACCOUNTABILITY ESCALATION

Within two days after receiving the Log 1 form.

DD: SCM Tenders@dst.gov. za

DD: SCM Scm.escalations@ dst.gov.za

Order, after which the service provider provides the requested goods or services.

No. SERVICES ROLES AND RESPONSIBILITIES

RESPONSE TIME ACCOUNTABILITY ESCALATION

FINANCIAL ACCOUNTING Processing of payments for goods and services with a purchase order (a) Payment of goods and services. 1. Service provider submits the invoice to finance (payment@dst.gov.za) for payment of goods or services rendered. On completion of the service and/or receipt of goods.

FA Capturer Payment@dst.gov. za

ASD: FA

Within a days after receipt from service provider.

2. Finance verifies the invoice and submits the payment documents (invoice and/or delivery notes) to the user. 3. User then verifies the quality, quantity and accuracy of the service rendered and signs the invoice.

Within two days.

Within 2 days of receipt of invoice.

4. User submits to finance signed payment invoice with signed

milestone report and signed contract; or a response that the service has not been delivered.

CORPORATE SERVICES HANDBOOK | 4TH Edition

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4 TH Edition

No. SERVICES ROLES AND RESPONSIBILITIES

RESPONSE TIME ACCOUNTABILITY ESCALATION

FINANCIAL ACCOUNTING Processing of payments for goods and services with a purchase order 5. When the service has been delivered the payment is processed, and payment stub sent to both the service provider and the user. 6. When the service is not rendered, Finance returns unpaid invoice to the service provider. Within 20 days.

No. SERVICES ROLES AND RESPONSIBILITIES

RESPONSE TIME ACCOUNTABILITY ESCALATION

SUPPLY CHAIN MANAGEMENT Travelling and accommodation (a) Booking accommo dation and

1. User requests quotations through appointed travel agent.

Five working days for domestic and eight working days for international before travelling.

SCM Practitioner Travel@dst.gov.za

ASD: Travelling Scm. escalation@dst. gov.za

travel for do mestic and international travel.

One day after receiving the quotation.

2. Upon receipt of the quotations, user submits request for travelling using

a VA26A Form with all supporting documents as per the Travel and Accommodation Policy.

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No. SERVICES ROLES AND RESPONSIBILITIES

RESPONSE TIME ACCOUNTABILITY ESCALATION

SUPPLY CHAIN MANAGEMENT

3. SCM confirms the booking and issues a Purchase Order (PO) to the travel agency.

Within a day of receiving the approved quotation from user. Within two working days of receipt of PO.

4. Travel agency sends final booking confirmation to the user for travelling purposes.

Consumables (b) Providing consum ables such as statio nery, etc.

Before 13:00.

1. User submits request for store item using a Log 1 Form. SCM informs the user that the requested items can be collected. 2. User acknowledges receipt by signing on the Issue Voucher.

SCM practitioner Stores@dst.gov.za

ASD: Logistics Scm. escalation@dst. gov.za

Store items are issued between 13:00 and 16:00 daily.

(store items).

Use of Department’s transport (c) Request to use a de partmental vehicle.

1. A day before the trip, user requests, as per the Travel and Accommodation Policy, the use of a departmental vehicle by completing the Trip Authorization Form, authorised by the relevant supervisor, and accompanied by the user’s driver’s licence.

ASD: Asset Management fleet@dst.gov.za

DD: Asset Management scm. escalations@dst. gov.za

CORPORATE SERVICES HANDBOOK | 4TH Edition

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4 TH Edition

No. SERVICES ROLES AND RESPONSIBILITIES

RESPONSE TIME ACCOUNTABILITY ESCALATION

SUPPLY CHAIN MANAGEMENT

2. SCM checks the availability of the vehicle and informs the user accordingly. 3. If available, SCM does a vehicle inspection with the user before the user can take the vehicle. 4. SCM gives user the vehicle’s keys and a petrol card. User signs the Trip Authorization Form to acknowledge receipt of keys and log book. 5. Upon return of the car, SCM with the user inspect the vehicle and record the kilometres driven. 6. User signs the Trip Authorization Form again on return of vehicle. New Application 1. All SMS members (Level 13 and above) automatically qualify for the usage of voice and data service. 2. MMS members (Level 11 and 12) and other officials below 11 do not automatically qualify.

Within an hour of submission of the forms.

When vehicle is handed over to user.

When vehicle is returned.

When vehicle is returned.

Mobile Communication Service d) Mobile

Upon receiving the request

SCMP: Mobile Communication Services Telecommunica tion@dst.gov.za

DD: Asset Management scm. escalations@dst. gov.za

Commu nication Services

CORPORATE SERVICES HANDBOOK | 4TH Edition

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No. SERVICES ROLES AND RESPONSIBILITIES

RESPONSE TIME ACCOUNTABILITY ESCALATION

SUPPLY CHAIN MANAGEMENT

Within 48 hours on normal working day, if urgent ASAP, however temporary assets will be issued in the meantime as plan B.

3. User will be requested to complete a mobile communication service application form for DDG’s approval 4. Upon the receipts, approved application form SCM administrator will send list of phones to end users for choice 5. Once a phone has been chosen SCM administrator will order a phone on behalf of the User with the appointed service provider 6. Service delivers the phone and SCM Administrator collect, allocate to the user , submit phone details to insurance , and call the user to collect 7. The user receives the phone Loss /Stolen 1. When a user lost phone within 24 hours must inform SCM team 2. SCM team will send a blacklisting form to be completed by user. 3. SCM team receive form submit to the service provider for backlist

48 hours if all documents are valid- claim can

only be approved if the sim card have been in the device for more than 3 months without interruption.

CORPORATE SERVICES HANDBOOK | 4TH Edition

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4 TH Edition

No. SERVICES ROLES AND RESPONSIBILITIES

RESPONSE TIME ACCOUNTABILITY ESCALATION

SUPPLY CHAIN MANAGEMENT

4. Service provider send ITC number to SCM Team. SCM Team send to User for opening a case 5. User submit a case/affidavit to SCM for claim. 6. SCM team send claim for to service provider. 7. service provider submit feedback on claim (decline or approved) 8. SCM inform the user on the feedback. 9. SCM draft a letter to user to collect the phone (user must pay access 10% of the value of the phone) 10. User receives the phone submit new IEMEI number for insurance cover Damaged 1. User must report to SCM team and also indicate the type of the problem or damage (including water damage) 2. SCM team will book the phone for repair 3. Service provider collect the phone for faulty finding.

15 days Max on normal day of all in order. Simcard being used for more than

3 month on the device without interruption for claim.

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No. SERVICES ROLES AND RESPONSIBILITIES

RESPONSE TIME ACCOUNTABILITY ESCALATION

SUPPLY CHAIN MANAGEMENT

4. SCM team receive feedback on the phone and inform the user. 5. Service provider indicate if the damage is repairable or BER (Beyonce economical repair) 6. For BER service provider will claim on behalf od the user send all details to SCM team 7. SCM team will draft a letter of claim and the user will pay excess fees for new phone 10% of cost price 8. If repairable user will be requested to pay R150 to the service provider submit proof to SCM team. 9. SCM team send proof to service provider and the service provider fix the phone submit back to MCS Team 10. SCM team receive the phone call user to collect 11. User receive phone 1. For Minor assets, Capital (Machinery, Furniture and vehicles)

e.

Assets

Upon the receipts of the request is an on-going process

ASD Asset management Assets@dst.gov.za

DD Assets management scm. escalations@dst. gov.za

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4 TH Edition

No. SERVICES ROLES AND RESPONSIBILITIES RESPONSE TIME ACCOUNTABILITY ESCALATION SUPPLY CHAIN MANAGEMENT 2. Users send memo to Asset management team requesting assets 3. Asset team will go and verify /

confirm if the current item is broken indeed or also check if there any available item to replace

4. Assets prepares documents for procurement to acquisition and submit for quotations and order 5. Asset team receive the assets barcode, capture and deliver to user 6. Users receive assets

7. Computer related assets 8. IT order assets through acquisition and order is processed

9. Asset management team receive assets, inform IT for confirmation then barcode, capture on system then call ait to issue them to end-users.

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POLICIES Asset Management This policy provides guidelines for the proper management ofassets in the pursuit of departmental objectives. Debt Policy This policy ensures that the administration of the collection ofall debts owing to the Department is effective and complies with the relevant legislation. Departmental Revenue This policy provides for the identification, collection, recording, safeguarding, and reconciliation of information about revenue, thus ensuring compliance with the relevant regulations. Entertainment This policy provides for entertainment allocations and regulates expenditures. Note: Entertainment expenditure may only be incurred in connection with official departmental activities that are directly related to the achievement of the Department’s objectives.

Fleet Management This policy ensures effective management of the acquisition, use, and disposal of government vehicles and compliance with the relevant regulations. Gifts Donations and Sponsorships This policy regulates the granting and acceptance of gifts, donations, and sponsorships (cash and in-kind) by the Department to ensure compliance with the relevant regulations, and to promote responsible stewardship of public funds. Inventory Management This policy lays down the procedures and processes for the effective procurement management and control of inventory (stock) items in accordance with other departmental policies and directives and all relevant legislation.

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4 TH Edition

Contract Management This policy has been developed to govern the management of the relationship between the Department and its service providers. The policy focuses on advancing uniform management of contracts and promoting a strong management foundation for major investments and projects of the Department. Petty Cash Policy This policy regulates the administration and use of the Department’s petty cash float. It controls payment, approval, and processing, providing a reasonable assurance that all expenditure is necessary, appropriate, paid promptly, and are adequately recorded and reported. Note: Only those permanently employed by the Department and remunerated through Persal may work with petty cash. Procurement This policy ensures that procurement is fair, equitable, transparent, competitive, and cost-effective, and that it complies with the relevant legislation.

Travel and Accommodation This policy ensures the cost-effective and efficient use of Departmental funds when employees travel on official business, the protection of employees travelling on DST business, and adherence to standards and best practices. Note: This policy does not cover personal development activities fully funded by the individual and undertaken voluntarily during periods of leave without the authority or delegation of the DST . Management of Losses and Claims This policy provides a framework within which the Department will prevent, limit, or reduce losses and the theft of its resources.

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PROCEDURES AND GUIDELINES Claiming Kilometers Travelled for Official Purpose

Persal Management This procedure is intended to improve the credibility and reliability of Persal data by clarifying the roles and responsibilities of Human Resources and Finance in this regard. Procurement Processes and Procedures (Summary) This summary provides a step-by-step guide to the various processes required to effect procurement in the Department. Processing of Financial Transaction Procedures Manual This policy indicates the procedures for the processing of payments in order to promote uniformity in the processing of payments. Travel and Subsistence Advances and Claims This procedure regulates the issuing of travel and subsistence advances for official travel.

This procedure regulates claims for kilometres travelled for official purposes with a privately owned vehicle and the timely submission of such claims, as required by Treasury Regulations. Cost Containment Measures This guideline provides institutions that have to comply with the PFMA with assistance in implementing National Treasury Instruction 01 of 2013/2014, which introduced cost-containment measures. Management Accounting Procedure Manual This manual documents accounting procedures for the Department to ensure proper and accurate financial management and reporting, and conformity with generally accepted accounting principles and the PFMA. The intention is to safeguard assets and ensure that finances are managed responsibly.

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4 TH Edition

COMMITTEES Asset Disposal Committee This committee makes decisions and submits

in terms of the approved evaluation criteria to the Bid Adjudication Committee. This is to ensure that the evaluation system is fair, equitable, transparent, competitive, and cost-effective. Bid Adjudication Committee This committee considers the recommendations of the BEC and, depending on the power delegated to it, either makes a final award or makes a recommendation on the final award to the Director-General. • The committee makes sure that all necessary bid documents have been submitted. • Disqualifications are justified, and that valid and accountable reasons have been given for passing over particular bids. • Scoring has been fair, consistent, and correctly calculated and applied. • Ensures declarations of conflict of interest have been taken into account.

recommendations with regard to redundant, obsolete, and unserviceable stores and equipment. Its function is to ensure that the Department derives optimal use from its stores and equipment. Bid Specification Committee This committee considers and approves terms of reference, as well as technical and functional specifications for a specific requirement to ensure that they are clear and unbiased. This includes ensuring that the evaluation criteria are in line with the Preferential Procurement Policy Framework Act. Bid Evaluation Committee This committee evaluates all bids and quotations submitted in accordance with the Preferential Procurement Policy Framework Act, the evaluation criteria approved by the BSC, and recommends the bidder scoring the highest points

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SERVICE DIRECTORY

SUB PROGRAMME

EMAIL ADDRES

ACCOUNTABILITY OFFICIAL

EMAIL

ESCALATION

FINANCE

Financial Accounting

fapayments@dst.gov.za Gilbert Thobejane Ingrid Meyer Sifiso Mngomezulu

dfa.escalation@dst.gov.za Fa.escalations@dst.gov.za

Robert Shaku Nondumiso Ngxola

Elize Weweje Jack Ramalata Ntshebo Motlhamme

Management Accounting

budget@dst.gov.za

Pumla Mpisane Linda Dlamini Milford Mojela Lize Kern Molatelo Matlala Ntombentsha Dorothy Majoko Enver Edwards Sengai Setumo

Ma.escalations@dst.gov.za Andries Shila

Supply Chain Management

Tenders@dst.gov.za acquisition@dst.gov.za Support.scm@dst.gov.za Payment@dst.gov.za

Scm.escalations@dst.gov.za Mandisa Fanele Sengai Setumo

Travel@dst.gov.za Stores@dst.gov.za fleet@dst.gov.za assets@dst.gov.za

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4 TH Edition

37 Auxiliary Services

CORPORATE SERVICES HANDBOOK | 4TH Edition

AUXILIARY SERVICES Auxiliary Services provides support to the Department through the provision of facilities and security management services. This includes ensuring that the premises do not pose any threat or risk to employees and securing the Department’s property. The component also assists the Department with screening employees and ensure the necessary protection for everyone, including the Minister and Deputy Minister. SERVICE STANDARDS No. SERVICES ROLES AND RESPONSIBILITIES RESPONSE TIME ACCOUNTABILITY ESCALATION (a) Access to DSI Building by visitors. 1. Visitors report to DSI reception, Receptionists receptionist@dst. gov.za

Security Management sm.escalations@ dst.gov.za

produce proof of identity and capture their details on the applicable access registration system. 2. When visitors have personal equipment with them, they must declare this and complete the Personal Equipment Declaration Register. 3. The receptionist will call the host to pick up the visitor. 4. The host must accompany the visitor while they are in the building. 5. After the visit, the host must escort the visitor and ensure that the visitor is signed out at the reception area.

Immediately.

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4 TH Edition

No. SERVICES ROLES AND RESPONSIBILITIES

RESPONSE TIME ACCOUNTABILITY ESCALATION

6. Upon leaving the DSI building, the visitor will sign out on the applicable visitors’ access registration system. 7. Visitors should declare any items in their possession when leaving the DSI building. Note: DSI is within the CSIR campus, which is a National Key point. All prohibited items such as firearms, must be declared and handed in at the CSIR gate. 1. The user goes to the Security Control Room with proof of identity and an appointment letter from HR. 2. The user completes and signs an Access Card Register, while observing health protocols in place at the time of completing the register. The register is available from the Security Control Room located on the 2nd Floor, Block B, Office No. B211. 3. A photograph of the user is taken and a user profile is created on the access control system.

(b) Allocation of access

Security Control Room securitycontrol@ dst.gov.za

Security Management sm.escalations@ dst.gov.za

cards for DSI building and registration of users on the fingerprint biometric system.

Immediately.

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No. SERVICES ROLES AND RESPONSIBILITIES

RESPONSE TIME ACCOUNTABILITY ESCALATION

4. Fingerprints are taken and Security issues an access card. 5. Security takes the user to the CSIR security building (no. 5) for activation of the card for access to the main entrance of the campus. 1. The project owner sends an email request to Security for the issuing of access cards and registration on the appointment letter issued by SCM and a list of service provider’s employees who are expected to access the building. 3. The service provider, accompanied by the project owner, completes and signs the contractors’ register. They should observe any health protocols in place at the time of completing the register, which is obtainable from the Security Control Room located on the 2nd Floor, Block B, Office No. B211. 4. A photograph of the user is taken, and a user profile is created on the access control system. fingerprint biometric system. 2. The project owner sends an

(c) Allocation of access

Security Control Room securitycontrol@ dst.gov.za

Security Management sm.escalations@ dst.gov.za

cards for DSI building and registration of the fingerprint biometric system

for service providers.

Immediately

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4 TH Edition

No. SERVICES ROLES AND RESPONSIBILITIES

RESPONSE TIME ACCOUNTABILITY ESCALATION

5. Fingerprints are taken and Security issues an access card. 6. Security takes the user to the CSIR security building (no. 5) for activation of the card for access to the main entrance to the campus. 1. The user reports a damaged or lost card to the Security Control Room in person. 2. Security activates and issues a new card. 3. Security directs the user to CSIR security building (no. 5) for activation of the card for access to the main entrance to the campus. 4. Security will re-issue a replacement card for free, if the user has lost it for the first time. 5. Security will issue a card due to theft and subsequent loss, but a user who has lost or damaged the card must pay a minimum of R100 for a new card (in line with the Loss Policy).

(d) Damaged or lost cards.

Security Control Room Securitycontrol@ dst.gov.za

Security Management sm.escalations@ dst.gov.za

Within 30 minutes.

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No. SERVICES ROLES AND RESPONSIBILITIES

RESPONSE TIME ACCOUNTABILITY ESCALATION

6. Users will be required to bring proof of payment from Finance to the Security Control Room to qualify for a subsequent replacement card. 1. The user obtains an Asset Removal Permit Form from IT or Asset Management. 2. The user completes the Asset Removal Permit Form and uploads it on the applicable DSI system for signing by the supervisor, IT if applicable, Asset Management Unit and Security Management. 3. The user receives signed Asset Removal Permit Form from the system and can remove the asset using the printed signed form. 4. In case of a laptop, Security issues an Asset Removal Permit card. 1. User requests the key for the office to security.

(e) Removal of assets from the

Security Control Room scuritycontrol@dst. gov.za

Security Management sm.escalations@ dst.gov.za

Department.

Within five minutes of request.

(f) Issuing of keys for cellular offices.

2. User completes and signs the Key Issue register. 3. Security issues the key to the user.

Immediately.

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4 TH Edition

No. SERVICES ROLES AND RESPONSIBILITIES

RESPONSE TIME ACCOUNTABILITY ESCALATION

1. The user lodges a request by sending an email to the Security Control Room. 2. Where practically possible, email permission must be obtained from the owner of the office or filing cabinet to be unlocked if the requestor is not the owner. 3. If is not possible to obtain permission via email, the user or caller must cc the owner of the cabinet or office in the email requesting security management to unlock the office or filing cabinet. 4. Security opens the office or filing cabinet. 5. The user or person sent by user must sign the Key Control Register. 1. Officials must report all cases to the Security Control Room as soon as they become aware of the breach.

Security Control Room securitycontrol@ dst.gov.za

Security Management sm.escalations@ dst.gov.za

(g) Request for locking and unlocking of filing cabinets and office

doors during office hours only (8:00 16:30).

Within five minutes of request.

Within 24 hours.

(h) Reporting

Security Control Room securitycontrol@ dst.gov.za

Security Management sm.escalations@ dst.gov.za

incidents of theft, loss or criminal behaviour.

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No. SERVICES ROLES AND RESPONSIBILITIES

RESPONSE TIME ACCOUNTABILITY ESCALATION

2. A Security Breach Reporting Form must be completed, as specified in the Security Breach Reporting Procedures. The health protocols in place at the time of completing the register must be followed. 3. The Security Control Room will record the incident in the Occurrence Book or Security Breach Register. 4. Security Management will conduct preliminary investigations and provide a report to the complainant and to the relevant structures. 5. In cases of a criminal security breaches, the matter must be reported by the complainant to the South African Police Service (SAPS), as well as to the DSI. 6. The employee must obtain a case number from the SAPS and communicate this to the Security Control Room and Loss Control Officer so that the Occurrence Book and Security Breach Register can be updated.

Immediately after the reported incident.

Within two weeks (internal investigation).

Within 24 hours.

Within 48 hours.

Security Control Room securitycontrol@ dst.gov.za

Security Management sm.escalations@ dst.gov.za

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4 TH Edition

No. SERVICES ROLES AND RESPONSIBILITIES

RESPONSE TIME ACCOUNTABILITY ESCALATION

SAPS investigations are prioritised according to the importance of the matter. When progress is reported by SAPS.

7. The SAPS and Security Management will conduct an investigation into the matter and a report will be provided by SAPS to Security Management.

8. The employee will be kept informed of the progress.

(i)

Switching lights on/off.

1. Security switches off lights in the offices at 19:00 (Monday to Sunday). 2. A user who needs to work after 19:00 must contact the Security Control Room (X6672/4/6) before 15:50 that day to arrange for lights to be left on where they are working. 3. The user should give Security the exact location (floor, block and office) and the exact time at which the lights can be switched off. 4. If leaving before the time, the user should contact Reception. 5. Security switches off lights.

Immediately.

Security Control Room/ Reception securitycontrol@ dst.gov.za

Security Management sm.escalations@ dst.gov.za

Immediately.

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