1. COLLEGE OF HEALTH SCIENCES FINANCE WORKSHOP
RESEARCH / ENDOWMENTS AND MY MARKET
Kumaran Thevadasan
PAO– Research College Office
EXT –

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

3. 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

4. COLLEGE OF HEALTH SCIENCES FINANCE WORKSHOP
UNIVERSITY OF KWAZULU-NATAL
COLLEGE OF HEALTH SCIENCES
COLLEGE FINANCE OFFICE
CHECKLIST
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

5. 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

6. 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

7. 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

8. 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

9. 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.

10. 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.

11. 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

12. 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.

13. 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

14. 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

15. COLLEGE OF HEALTH SCIENCES FINANCE WORKSHOP

16. Any questions !!!
THANK YOU 