Mechanisms that will avoid future recurrence of debts written off due to salary overpayments Date: 16 May 2018.

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Presentation transcript:

Mechanisms that will avoid future recurrence of debts written off due to salary overpayments Date: 16 May 2018

Reasons for Debts due to Salary overpayments Debt due to Salary Overpayments mainly occur due to the following reasons: Basic Salary overpayments Leave Without Pay not recovered Leave over grants Overpayment of Leave Gratuity Overpayment of Commuted Overtime Service bonus overpayment Overpayment of allowances, i.e. Housing Allowance, Danger allowance, Rural Allowance Grade progression Pay progression Abnormal and contract appointments without end dates

Mechanisms already in place People Management: Regular sample testing is performed by PM Ongoing and continuous Training to Line Managers as well as PM Staff Leave policy Service Conditions People Management Toolkit – to Line Managers Delegations PM Procedural Manuals are in place This will be reviewed and updated to ensure that all areas are covered Line Manager Toolkit is in place This will be reviewed and updated to ensure that all areas are covered

Mechanisms already in place Circular: Deduction of departmental debt from pension benefits Department can request that debt is deducted form pension benefit with permission from employee GEPF not obligated to deduct Compliance Management Instrument (CMI) is in place Reporting by Line Managers on monthly basis HR Audit Action Plan (HRAAP) in Place Reporting by HR Offices on quarterly basis

Mechanisms already in place Finance: Debt Management Policy Debt are checked and followed up on a regular basis (quarterly) Discussions with Institutions Spreadsheets sent to HR- as well as Finance staff Ongoing training is provided to PM staff on Salary matters such as: Salary recalls Partial reversals Debt Delegations

Mechanisms that must be put in place Auditing of leave files: Compulsory annual auditing of all leave files from 1 January to 31 December at Micro Level reduce leave over grants due to leave granted incorrect. Leave without Pay: request monthly reports on LWOP with salary implication “No” Identifying reasons why LWOP was captured with salary implication “No” Training to PM staff: Training on Auditing of leave to PM staff Salary determinations – Grade Progression and Pay Progression Development and updating of policies: The Compensation Management Policy and guidelines (consolidated document)

Disciplinary action Disciplinary action must be taken in instances where: Employees knowingly receive a payment that they are not entitled to and fails to report it to the PM Component In instances where overpayments occur due to negligence

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