UNIVERSITY OF ZULULAND
PROCEDURES FOR CLAIMING TRAVEL & RESEARCH EXPENSES
1. POLICY
University employees, Office bearers and persons who attend selection and other committees may claim, where
necessary, out of pocket expenses whilst on University related activities. The University may reimburse reasonable
expenses related to travel, accommodation and other incidentals expenses.
The following approved rates and reasonable costs are covered by the University:
1.1 Travel
1.1.1
Air Travel
The University will cover the cost of an economy class airfare. The Vice Chancellor and members of
Council will travel on business class.
2.1.2
Land Travel
1.1.2.1 Shuttle Service
The University encourages staff to, where possible; use shuttle services to and from the airport.
1.1.2.2 Car Hire
University will provide a rental vehicle either when the above is not feasible/cost effective or when
there are two or more persons traveling together. In such instances the University will book a
Class A vehicle with the approved service provider/s.
1.1.2.3
University Transport
Employees may use University vehicles whilst on official University business. It is a requirement
that bookings are made at 4 days before the actual date of use. The Transport Section will assign
a suitable vehicle which will ensure that it is cost effective and meet the requirements associated
with the duty to be performed. The following are charges for the use of the University vehicles:
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1.1.2.4
Sedans
2x4 bakkie
Minibus
4x4 single cab
4x4 double cab
=R3.05 per km
=R2,75 “
=R3,42 “
=R3,50 “
=R4,46 “
Private Vehicles
The University will also permit members of staff, Office Bearers and other persons to use their private
vehicles on University business. The University will reimburse the claimant at a rate approved
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annually by the South African Revenue Services- In 1 May 2011 the rate will be adjusted to R3,05
per kilometer.
If an employee or Office Bearer chooses to use private transport instead of air-travel, the
University will reimburse the cheaper of the cost of travel.
1.2 Accommodation
1.2.1
Hotel and Guest Houses
The University will book persons on official duty into reasonable accommodation (hotel and guest
houses). The University will also cover the reasonable cost of meals and refreshments. The University
will not cover the cost of alcohol beverages.
If a person makes his/her own arrangement with regards to accommodation and settles the cost of such
stay from his own funds, the University will reimburse the individual the lower of cost if it was done by
the University and the actual cost.
Daily Allowances
In addition to the reasonable cost of the accommodation and meals, University employees may claim
the under-mentioned per diem allowance to cover incidental expenses:
Less than 5 hours away from base
No claim
Between 5 hours and 10 hours
R44.00 payable on presentation of proof of expenditure
More than 10 hours
R88.00 payable on presentation of proof of expenditure
Overnight (university pays accommodation)
R88.00 payable - No proof of expenditure required
No more than 30 days (60 days on sabbatical) daily allowance will be refunded in
any one year.
No receipts will be required to substantiate the expenses.
1.2.2
Private Accommodation
Persons who arrange private accommodation whilst on official business will be reimbursed a per diem
subsistence allowance based on the approved rate by the South African revenue Services (SARS). The
rate for 2011 is R280 per day for local and $215 per day for overseas travel. No receipts will be
required to substantiate the expenses.
2. Research and Project Expenses
All expenses must adhere to University policies/guidelines or where applicable to the Donor’s requirements. The
under mentioned tariffs and rates apply in 2011:
2.1 Remuneration of Research Assistants
These tariffs have been calculated according to the stipulations laid down by the National Research Foundation.
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Completed Study*
Rate per day
Grade 12
B degree/National Diploma
Honours /National Higher Diploma
Master's/Master's Diploma in
Technology
PhD
R150.00
R180.00
R210.00
R240.00
R300.00
*No distinction is made between three and four year courses. Furthermore, previous work experience after
completion of the relevant study is not taken into consideration because it is rarely applicable to the work of the
research assistant.
2.2 Other Expenses
2.1 Photocopying, printing, typing, stationery, telephone/fax, internet
A maximum of R1,000.00 per item will be paid on submission of proof of service delivery.
2.2 Transcription and Data Analysis
A maximum of R5,000.00 per year will be paid on submission of proof of service delivery.
2.3 Editing
A maximum of R5,000.00 per year will be paid on submission of proof of service delivery.
2.4 Translating
A maximum of R5,000.00 per year will be paid on submission of proof of service delivery.
2.5 Books
A maximum of R5,000.00 per year. Please note that books remain the property of the University and must be
housed within the department/library.
2.6 Memory stick
A maximum allowance of R400.00 per two-year cycle per project will be allowed.
2.7 Labourers
A maximum of R100.00 per day will be allowed.
2.8 Fieldworker remuneration
Not exceeding an average of R50.00 per interview of ½ to ¾ per hour for fieldworkers holding a school leaving
certificate and working in urban areas.
2.9 Binding
A maximum of R5,000.00 per year will be paid on submission of proof of service delivery.
2.10 Facilitation fees
A maximum of R5,000.00 per year will be paid on submission of proof of service delivery.
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Please note:
Due to the huge demand in project funding, the Research Committee has introduced these maximums. Should a
researcher require additional funding for certain categories, other than the approved SARS rates for Travel, Subsistence
& Accommodation, they can apply for top-up of these maximums from other grants, i.e. NRF, MRC, HSRC, generated
funds and/or departmental funds.
3.
PROCEDURE
A. EXPENSE CLAIMS (S & T pink forms)
An official claim form must be completed for any reimbursive expenses incurred on University business.
Heads of Departments must ensure that there are sufficient funds in the relevant code are available before
forwarding it to the Finance Department.. The following information must be completed before submission
for processing:
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Staff, Internal Box and Telephone Numbers are completed;
Dates ,Times and details of the journey/trip ;
Documentary proof(original receipts, workshop invitation, registration form, cash slips, etc) in support of
the items claimed and where necessary a statement of the expenses and a signed statement why
receipts are not available( this will not apply for any amounts in excess of R100);
Claims must be submitted immediately (within 3 days) on return from the research/business related trip.
This minimizes the risk of losing receipts and relevant documentation. Claims submitted three months
after date of travel will NOT be reimbursed;
The claim form must be approved by the line manager/HoD/Executive Dean/Manco Manager before
submission to the Payments Office in the Finance Department.
Please note that incomplete forms will be sent back to the originator.
The above procedure will ensure that your claims are processed efficiently and timeously. Please allow at least
seven (7) working days for processing. Payment will be processed into your bank account which reflects on our
payroll records.
B. RESEARCH BUSINESS:
ORDERING OF STATIONERY / EQUIPMENT / CHEMICALS / TRAVEL ARRANGEMENT AND OTHER SERVICES
(Through the use of the Requisition Book)
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A departmental requisition must be completed for the acquisition of stationery, equipment, chemicals,
books, traveling expenses (i.e., flight bookings, accommodation and car hire), etc., and must be
submitted to the Research Office for authorization if the expenditure is research related.
When ordering stationery, equipment, chemicals and making travel arrangement, please ensure that
the relevant quote(s) from procurement department are attached before the ordering book is sent to the
Research Office for authorization.
Requisitions without quotes will not be authorized. Ordering books must then be submitted to
procurement / stores by the ordering department / researcher.
The following process must be followed:
 Ordering departments are urged to physically submit their requisitions with the order book to
procurement / stores department.;
 On receipt of the requisition, the procurement / stores frontline staff will stamp all copies of the
requisition including the customer copy that is retained by the originating department i.e., the
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ordering official must ensure that an acknowledgement / proof of receipt stamp is affixed on their
remaining (yellow) copy of the order book on delivery of their requisition;
 Please do not leave without acknowledgement of receipts as stated above.
The lead time for processing the requisition should not be longer than 5 working days from the receipt
of the requisition. Departments must contact either Mr. Njapa (Shakes) @ x6303 or Mr. Cele @ x6194 if
the orders are not processed within the stipulated period.
 A similar process is also applicable in respect of travel on University business. Travel requests (in
detail) must be submitted in reasonable time (at least 5 working days) to the Travel Office so that
the Travel Officer has sufficient time to obtain quotes for most cost effective travel and
accommodation arrangements. The contact person is Phumza Ntlonze @ x6727. The Travel Office
will only entertain requests for travel arrangement on short notice because of evident emergency.
All deliveries of goods / invoices must be directed to the stores department before they are forwarded to
originating departments.
The Finance Department will not pay invoices where goods have been ordered and delivered outside the
procurement policy.
C.
UNIVERSITY TRANSPORT (Form 6/4 - pink form)
If you wish to make use of a University vehicle please complete the pink University Transport form.
Bookings are to be made at least four (4) days in advance. Only authorised drivers may drive University
vehicles.
D. RESEARCH ASSISTANTS
Researchers who have had funds approved for the payment of research assistants are requested to submit
a pink subsistence and travel claim form for each assistant. Please indicate dates / times worked and the
relevant rate at which the assistant should be reimbursed. Please ensure that the assistant fully completes
the first section on the claim form (claimant), indicating their student number and banking details. Claims
for research assistants are processed through payroll because of tax implications.
E. OTHER
For all other claims (i.e., data analysis, typing, editing, translation, etc.); a pink subsistence and travel claim
form should be submitted. Ensure that all claim forms are accompanied by original proof of payment /
receipts. If these services are provided by current staff members at the University, the staff that provided
service must complete a pink claim form. These payments will be processed through payroll of tax
implications.
Updated 01 March 2011
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