SIMPLE SERVICE LEVEL AGREEMENT(INCLUDING PROCESS …



SERVICE LEVEL AGREEMENT (INCLUDING PROCESS MAP)

Name of Professional Services Section: COLLEGE FINANCE OFFICE

Date of Service Level Agreement:

Duration of SL Agreement:

|Action/Process Activity |Who is Responsible |Expected Outcome, including timeframe of action |

|Enquiries: |Enquiries: |Enquiries: |

|Telephonic/e-mail/in person |ALL College Finance Office staff |Immediate response/feedback/information provided/appropriate referral |

|Budgets (Main Fund): |Budgets (Main Fund): |Budgets (Main Fund): |

|Prepare Staff Compensation budget (perm and fixed |College Accountant (CA); SOM’s and Director: |Annual – finalised by end of September of the previous year, requesting feedback |

|term staff) |Financial Planning & Operations (DFPO) |from the DPFO by end of October of previous year for submission to November CMC; |

|Prepare JHE budgets (DOH JHE payment and monthly UKZN|College Accountant (CA); SOM’s, Director: Financial |Monthly - follow process of MISB corrections as agreed (MISB download by HR on |

|DOH-subvented budget reconciliation) |Planning & Operations (DFPO) and Payroll Officer. |31st, ledger & payment information by 28th. HR & Finance review & correct MISB by|

|Prepare Supplies & Services budget |CA and SOM’s |3rd of next month) |

|Prepare CAPEX budget |CA and SOM’s |Monthly – CA to finalise by 28th [Salaries must provide information by 09h00 on |

|Prepare strategic fund budget |CA; CDR and DCPS |24th) all salary-related reports, reconciled by FM 31st and submitted to SOM and |

| | |by 2nd returned to FM/CA. FM finalises reports for CMC submission by 4th . |

| | |Annual – finalised by end of September of the previous year, requesting feedback |

| | |from the DPFO by end of October of previous year for submission to November CMC |

| | |Monthly – by 28th [Salaries must provide information by 09h00 on 24th) all |

| | |salary-related reports reconciled by 31st and submitted to SOM and by 2nd |

| | |returned to FM/CA. FM finalises reports for CMC submission by 4th . |

| | |Quarterly – UKZN DOH-subvented information verified and reconciled |

| | |Annual – finalised by end of September of the previous year, requesting feedback |

| | |from the DPFO by end of October of previous year to be submitted to November CMC |

| | |Monthly – by 28th [Salaries must provide information by 09h00 on 24th) all |

| | |salary-related reports reconciled by 31st and submitted to SOM and by 2nd |

| | |returned to FM/CA. FM finalises reports for CMC submission by 4th . |

| | |Annual – finalised by end of September of the previous year, requesting feedback |

| | |from the DPFO by end of October of previous year to be submitted to November CMC;|

| | |Monthly – by 28th [Salaries must provide information by 09h00 on 24th) all |

| | |salary-related reports reconciled by 31st and submitted to SOM and by 2nd |

| | |returned to FM/CA. FM finalises reports for CMC submission by 4th . |

| | |Annual – finalised by end of October of the previous year to be submitted to |

| | |November CMC. |

| | |Monthly – by 28th [Salaries must provide information by 09h00 on 24th) all |

| | |salary-related reports reconciled and by 31st submitted to SOM and by 2nd |

| | |returned to FM/CA. FM finalises reports for CMC submission by 4th |

| | |Weekly – 12h00 of every Monday |

|Procurement: |Procurement: |Procurement: |

|Request uploaded |Requestors |Provided correct & complete documentation uploaded, - |

|Authorisation |Approvers |Connex : Processed within an hour |

|Allocation of order no. |Finance Operations Officer (FOO) |Emergency:If approved as such by DCPS/SOM within one working day for prioritized |

|Placing of order with supplier and |FOO |requests |

|discipline/requestor notified | |Planned purchases:Within 24 hours |

| | |Expensive items/services: Within one week (tenders 6 weeks) |

| | |Within one working day. For prioritized requests, call the DCPS/SOM/DHOS to be |

| | |approved within two hours |

| | |Connex/emergency:Immediate upon approval |

| | |Planned purchases/expensive items & services:Within one WD |

| | |Within one WD |

|Creditors: |Creditors: |Creditors: |

|Upon receipt of goods, GRV created and invoice |FOO, Requestors |Invoice uploaded by requestor within 24 hours |

|uploaded |FOO |Within one WD |

|GRV/invoice verified then validated |FOO |Within one WD |

|Capture the invoice that are due for payment |Financial Coordinator (FC) |Within one WD |

|Validation of capture |FOO |Within two WD |

|File the invoices |FOO |All documentation captured, verified, validated by Tuesday each week |

|Urgent payments (overdue invoices) | | |

|Reconciliations: |Reconciliations: |Reconciliations: |

|Creditors |Creditors |Creditors |

|Outstanding commitment list (age analysis) |FOO/SOM’s |Submitted to SOM’s by 3rd WD of each month and received updated response by 20th |

|distributed within CHS |Suppliers and Reconciliation Officer (RO) |of each month |

|Supplier statements received |Assets |Analysis, verification and detailed reconciliation within two weeks/mid-month and|

|Assets | |prior to end of month |

| | |Assets |

| | | |

| | |Budgets |

|Budgets |Budgets |Staff compensation – by 28th of the month |

|Reconcile consolidated main fund budget reports |CA |Supplies & Services – by 28th of the month |

| | |CAPEX – by 28th of the month |

| | |Strategic Funds – by 28th of the month |

| | | |

|NRF | |NRF |

|Reconcile allocations, payments and claims |NRF |By 3rd WD of each month |

| |Research PAO (RPAO) Research Office | |

| | | |

|MRC | | |

|Invoicing |MRC |MRC |

|Allocation |Research PAO & Debtors |Within 24 hours upon receipt of invoice, sent to Debtors. |

|Reconciliation |Research PAO |Upon receipt of funding notice from Debtors, allocation and notification to |

| |Research PAO & Research Office |researchers made within 48 hours |

| | |Reconciliation of account, in consultation with Research Office, done monthly by |

| | |2nd working day of the month |

| | | |

|Assets: |Assets: |Assets: |

|Asset additions |FOO |Monthly identification of new assets via report and coding identification within |

|Asset disposal |FOO and Facilities |5 WD of following month. Issue asset tag to School Finance Office within the 5 |

|Buildings |FOO and Finance Central |WD period. Capture asset into asset register within the next 5 WD period. |

|Review of repairs and maintenance account |FOO |Reconcile asset register to general ledger before the end of the month. |

|Review of 50 000 series account |FOO |Upon request and receipt of form, forward approved form to Facilities within 24 |

|Physical verification/Audit |FOO |hours, for removal of asset within one month. Update spreadsheet of disposed |

| | |assets for approval and writing off of asset within 24 hours |

| | |Run the ledger for the buildings account every month, to be capitalized |

| | |Run the ledger as above, every month |

| | |Check that there are no transactions on account, correct as necessary, every |

| | |month |

| | |Upon request from the Auditors |

|Research Funding: |Research Funding: |Research Funding: |

|1. Interest allocation for all non-budget cost |Central Finance/RPAO |By the 7th of December interest rates provided to CHS and RPAO allocates interest|

|centres |ICS |by 19th December |

|Admin fee report |Research PAO |By 10th of January report provided to CHS |

|Fund analysis report |Research PAO |By 28th to CFM and by 2nd to SOMs monthly |

|Financial statements |Research PAO |Ad hoc upon request issued within 1 WD for one year audit and 1 week for more |

|Audit | |than 1 year audit |

| | |Ad hoc upon request provide necessary engagement for both auditors and funders |

|Special Projects: |Special Projects: |Special Projects: |

|CTG |SPPAO & CFM & SOMS |For all expenditure tables, submission of monthly cash flows, to CFM by 28th and |

|Fund analysis |SPPAO |SOMs and returned by SOMs to CFM by 2nd. Summary templates to CFM by 2nd for |

|Petty cash |SPPAO |CMC. Reconciliation of all CTG cost centres to be finalised by 5th of every month|

|I & E Grant |SPPAO |and submitted to CFM. For strategic meetings, presentation of information and |

|Audit |SPPAO |projections for new funding periods, at least 1 week prior to meeting. |

|Income generating and self-funded cost centres |SPPAO |By 28th to CFM and by 2nd to SOMs monthly |

| | |Provide schedule of all petty cash cost centres and reconciliation reports to |

| | |SOMs by 2nd of each month and SOMs to return feedback by 4th |

| | |Provide expenditure report to CFM by the 10th of every second month and quarterly|

| | |by the 4th for CMC |

| | |Interim audit in Jan (period Apr to Dec) and final audit in 1st week of Apr |

| | |(period Apr to Mar). Submitted to DoHET by 15th of Apr. Ad hoc upon request |

| | |provide necessary engagement for both auditors and funders |

| | |On quarterly basis provide updated historical status report to SOMs and DCPS by |

| | |end of Aug 2013 and quarterly thereafter |

|General Financial Administration: |General Financial Administration: |General Financial Administration: |

|Data gathering for reporting |All College Finance Office staff |As per institutional requirements or negotiated timelines |

|General financial administration- expense claim, |All requestors/SFO |Immediately upon requests, according to School deadlines |

|Expense claim, petty cash and EFT |All College Finance Office staff & Central Finance |Expense claims – approved within 24 hours upon receipt. Petty cash – approved and|

|Bursary, IDR, journal |All College Finance Office staff & Student Funding |captured within 48 hours upon receipt. EFT – approved within 24 hours upon |

|Outstanding commitments |All College Finance Office staff |receipt. Processed by central within 48 hours after receipt of approval. |

|Cost centre applications |All College Finance Office staff & Research Office & |Bursary payments – Approved within 24 hours and processed by Student Funding |

| |Central Finance |within 48 hours after receipt of approval. IDR & Journals - Approved and |

| | |captured within 48 hours upon receipt. |

| | |Every 2nd month, schedule sent to CFM by 2nd and to SOMs by 4th and SOMs to |

| | |respond by 20th of the following month |

| | |To be submitted to Research Office within 24 hours upon receipt of correct |

| | |documentation, for approval. Research Office to forward to central Finance |

| | |within 48 hours upon receipt. Finance to process within 4 day upon receipt from |

| | |Research Office |

|HR I-Enabler and fixed term appointments: |HR I-Enabler and fixed term appointments: |HR I-Enabler and fixed term appointments: |

|Budget provision for I-Enabler/less than 1 year |Requesters/SFO – all cost centres (except MEPI) and |Immediately, within one working day |

|appointments |CFO |Within two working day |

|Approval of funding for 1 year and less than 2 year |CFO |Within two working day |

|appointments and postdocs |CFO | |

|Approval of salary adjustments | | |

|Performance Management: |Performance Management: |Performance Management: |

|Agreements, PDP’s and mid and final reviews/ratings |All College Finance Office Staff |Per HR deadlines, process to start a month in advance to be finalised at least |

|finalised | |one week before deadline dates |

|Talent Management |Talent Management |Talent Management |

|Define your specific position and goals |All staff |Per HR deadlines, process to start a month in advance to be finalised at least |

|Discussion of position and goals |All staff |one week before deadline dates |

|Approval of integrated talent management |All staff |Per HR deadlines, process to start a month in advance to be finalised at least |

| | |one week before deadline dates |

| | |Per HR deadlines, process to start a month in advance to be finalised at least |

| | |one week before deadline dates |

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