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

2. 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

3. 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

4. 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

5. 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

6. 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)

7. 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
       

8. Contact Details:
Name:
Tel: