COLLEGE OF HEALTH SCIENCES FINANCE WORKSHOP RESEARCH / ENDOWMENTS AND MY MARKET Kumaran Thevadasan PAO– Research College Office EXT. - 2697 Email – thevadasank@ukzn.ac.za

COLLEGE OF HEALTH SCIENCES FINANCE WORKSHOP PROBLEM AREAS P Expense Claim Forms CC Applications NRF Productivity Funding VAT Source/Use of Funding

COLLEGE OF HEALTH SCIENCES FINANCE WORKSHOP Expense Claims Supporting Documentation – Invitation Letters / Conference Registration / OANDA Conversion General Ledger Accounts – GLA codes Authorised Signatures Mileage TRP – 150km one way Incomplete Forms – No staff numbers, GLA codes, totals, amount in words, purpose of journey, etc UKZN Payroll

COLLEGE OF HEALTH SCIENCES FINANCE WORKSHOP UNIVERSITY OF KWAZULU-NATAL COLLEGE OF HEALTH SCIENCES COLLEGE FINANCE OFFICE CHECKLIST - 2017 EXPENSE CLAIM FORMS 1. Contact Details - Name, Staff & Telephone numbers   2. Cost Centres and GLA Codes 3. Travel is for claiming mileage only: 3.1 Mileage must be rounded off 3.2 Date of journey 3.3 Start and end destination 3.4 Purpose of journey 3.5 Ensure correct rate is used 4. Subsistence - Local / Foreign 4.1 Copy of air ticket 4.2 Details of Conferences/Meeting - Invitation / Registration 4.3 Printout off OANDA conversion rate 4.4 Local Subsistence 5 hour away from office - R110, receipt must be provided 4.5 Local Subsistence 10 hours away from office - R150, receipt must be provided 5. Other Expenses 5.1Original Receipt and proof of payment required 6. Totals 6.1 Amount in words should match the total amount claimed

COLLEGE OF HEALTH SCIENCES FINANCE WORKSHOP COST CENTRE APPLICATIONS Incomplete application, pages 1 & 2 to be completed by the applicant Dean / HOS approval on page 2 Supporting Documentation – Internal Grant, award letter to be attached, External Grant, signed contract by UKZN to be attached All Foreign Research Funding – application to be processed and administered at Inqubate All Research related funding over a million rands – application to be processed and administered at Inqubate

COLLEGE OF HEALTH SCIENCES FINANCE WORKSHOP COST CENTRE APPLICATIONS 1. Complete Pages 1 & 2 of Application Form   2. Dean / HOS Approval 3. Supporting Documents 4. Internal Grant - Award Letter 5. External Grant - Signed Contract by UKZN i.e Research Office / Legal Office 6. External Grant for self -funded/income generation- Signed Contract by UKZN Legal Office 7. All Foreign Funding application for research processed at Inqubate 8. Funding over a million rands for research processed at Inqubate 9. All Foreign Funding application for self - funded/income generation processed at the college finance 10. All Foreign Funding application for self - funded/income generation processed at college finance

COLLEGE OF HEALTH SCIENCES FINANCE WORKSHOP NRF All NRF grants must have its own cost centre for audit and claiming purposes Funds are only transferred to the cost centre when NRF releases funding Expenditure must be in line with the proposed and approved budgets/ line items Movements of budgets from one line item to another must be motivated to and approved by NRF Utilisation of funding very late in the year. This affects the claiming process. No carry forwards for Incentive Funding. Funds must be spent within the year and only actual expenditure can be claimed, NOT commitments NRF will not allow funds to be carried forward if less than 60% in case of all other grants and (70% in case of SARChi) of the total awarded operating costs, including BF from the previous financial year, has been expensed and claimed. In such cases a strong motivation is required and uploaded on the NRF Online Submission System

COLLEGE OF HEALTH SCIENCES FINANCE WORKSHOP NRF APPLICATION VIA CENTRAL RESEARCH OFFICE APPROVAL AND RELEASE OF FUNDS NRF ALLOCATION AND ADMINISTRATION OF FUNDS COLLEGE FINANCE OFFICE CLAIMS COLLEGE FINANCE OFFICE APPROVAL OF CARRY FORWARD FUNDS COLLEGE FINANCE OFFICE AUDITS INQUBATE / COLLEGE FINANCE OFFICE

COLLEGE OF HEALTH SCIENCES FINANCE WORKSHOP Productivity Awards Every staff should have his/her own cost centre dedicated for productivity awards Productivity Awards are allocated by Central Research Office and not College Finance Office Administration of funds, College Finance Office Misconception of Productivity Funds is that, grant holders assume that they may utilize these funds as they please. However there is a lot of discretion but UKZN Financial Regulations must be adhered to.

COLLEGE OF HEALTH SCIENCES FINANCE WORKSHOP Use of productivity funds Funds may be used for any research related expenditure, including (a) Personnel (e.g., research and teaching assistance); (b) Running Expenses (e.g., travel, subsistence, field work, operating costs); (c) Equipment (including journal subscriptions and internet subscriptions for home-based research), books, etc); (d) Conference attendance; and (e) Membership of scholarly and professional societies, excluding fees payable to statutory licensing bodies. (f) Study fees payable to another university where the UKZN staff member is the only specialist in a particular field and has to register at another intuition for doctoral studies. The funds are spent entirely at the discretion of the awardee (within the strictures of University Finance and Buying policy). There is no time limit for using the funds.   The deployment of these funds must comply strictly with UKZN’s financial policies and procedures.

COLLEGE OF HEALTH SCIENCES FINANCE WORKSHOP VAT Foreign Funding / C0st Centre setup / Vat Status Process still to be defined in claiming back VAT Donated Equipment, kindly contact College Finance Office for assistance and direction

COLLEGE OF HEALTH SCIENCES FINANCE WORKSHOP Imported Services A supply of services Made by a supplier who is not a resident of the RSA, or who carries on business outside the RSA; To a recipient who is a resident of the RSA; To the extent that such services are not used in the course of making taxable supplies. Section 1 – Defn of “imported service” SECTION 7(1)(c) – charging section imposes the tax at a rate of 14% on the VALUE of the supply SECTION 7(2) includes – the tax on imported services is payable by the RECIPIENT.

COLLEGE OF HEALTH SCIENCES FINANCE WORKSHOP Source and Use of Funding Before processing any transactions the following checks must be done Source of Funding Main Fund, check budget award letter External Funding, check contract for budget line items Internal Funding, check award letter and allowable expenditure If Administrators are unsure, please check with School Finance Office and College Finance Office before processing any expenditure

COLLEGE OF HEALTH SCIENCES FINANCE WORKSHOP Fund Analysis / Cost Centre Clean-up University wide clean-up of cost centres As per CMC first priority is to clear debit balances. Staff must use their productivity funds to clear debit balances Funds available in old cost centres will be investigated and transferred to the college. With the current budget constraints, the use of these funds will be at the discretion of CMC This is an ongoing exercise and meetings will be setup to during the course of the year

COLLEGE OF HEALTH SCIENCES FINANCE WORKSHOP

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