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DISCRETIONARY GRANT GUIDELINE FOR PAYMENTS INTERNSHIP

This guideline provides entities with instructions on how to submit their invoices to the Services Seta for timely payment. It works in conjunction with Seta policies and procedures. Entities must ensure they have received the necessary documents before submitting invoices. The guideline covers payment cycles, attendance submissions, mentorship reports, and retention processes. Contact information for assistance is provided.

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DISCRETIONARY GRANT GUIDELINE FOR PAYMENTS INTERNSHIP

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  1. DISCRETIONARY GRANT GUIDELINE FOR PAYMENTS INTERNSHIP

  2. Introduction • The purpose of this guideline is to induct entities on how to submit their invoices to the Services SETA to ensure that all invoices are paid timeously. Entities need to note that this guideline works in cohesion with all of the Services SETA policies and procedures. Should there be any conflicting information between this guideline and the signed contract, the signed contract will prevail. • Before submitting invoices entities should have received the following from the Learning Interventions Project Coordination Division: • A FULL COMMENCEMENT LETTER: • An approved and signed off Budget; • All approved budget items may be invoiced for; • A list of the compliant learners. • The service provider will contact the entity to register the learners for the implementation of BLAMS ( Biometric Learner Administration Management System)

  3. Stipends The number of days in a payment cycle is 21. Detailed monitoring report for the month for all sites is submitted to Project Manager and SSETA finance on the last day of the payment cycle. The “date by which all inputs on payment are to be received” means the final date where all submissions regarding attendance will be accepted for the payment run. This includes but not limited to the below: Completed SSETA BLAMS Exception day approval form Submission of sick leave forms Submission of signed schedule of days off granted to learners Where SSETA is paying the entities directly E-mail manual registers to stipend@serviceseta.org.za Where Grayson Reed pays the learners directly and manual registers are used E-mail attendance registers to :registers@graysonreed.co.za and copy stipend@serviceseta.org.za

  4. Invoice to be submitted at month end as the Project Management will be paid for the number of learners paid by the service provider Invoice to be submitted at month end as the 2nd claim is at the 6th month for the learners paid by the service provider • Mentorship • Compliant Mentorship Report. Document Reference Number MR005. • Only learners who have signed will be eligible for payment. • Entity must sign off the mentorship report • Invoice to be submitted at month end as the Mentorship will be paid for the number of learners paid by the service provider

  5. Retention: • Retention will be processed for the number of learners completed the internship: • Closure report

  6. E-mail Mentorship Report and copy the respective finance SnrOfficer / Officer training@serviceseta.org.za Supporting documents can be submitted or Couriered to: The Services SETA (Sector Education & Training Authority) 15 Sherborne Road, Parktown, Gauteng, 2193

  7. Payment is 15th or month end 30 day turnaround time from compliance of invoice For assistance or queries call (011) 276 9600

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