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Procurement & Payment Services
Home > Finance > Procurement & Payment Services > Policies & guidelines

Policies and guidelines

Please use these guidelines and procedures until a formal Procurement and Payment Services (PPS) policy is in place.

Procedures

Procedure name Code
Import and export of goods PPP001
Threshold values for purchasing PPP002

Guidelines

  • Car rental

    The university only provides insurance cover for vehicles rented from Budget Car Rental when:

    • the car will be used for official university business;
    • designated driver/s are all university staff members.

    Budget Car Rental may be used to rent cars for official visitors to the university, although insurance cover must be taken out using Budget's insurance.

    The university will not take responsibility for vehicle losses or damages caused by visitors, and departments should ensure that the correct procedure is followed when renting vehicles on behalf of visitors. Failure to do so may result in the department concerned being liable for any losses or damages.

    Note: all traffic fines incurred while on university business are for the driver's own personal account.

    UCT Budget Car Hire rates are available to staff in their private capacity, but:

    • bookings must be made directly with Budget Car Hire using a UCT staff card
    • payment must be made by personal credit card and NOT by UCT purchase order or pcard
    • bookings are NOT covered by UCT insurance.

    Consult the SAP Help procedure for ordering a hired car. (Under 'Links' on right)

  • One-time vendors and cheques

    The creditors section is unable to deposit cheques in bank accounts for orders from one-time vendors.

    Normally the cheque would be posted to the vendor (who may be a staff member if they do not have a staff vendor number). Alternatively, the purchaser may request, on the order, to collect the cheque.

    See 'How to enter purchase order payment instructions' under 'Links' on the right.

  • Using staff vendors instead of one-time vendors

    Staff members who receive reimbursements or allowances (eg, mileage) should have a staff vendor number on SAP to facilitate payment.

    When placing orders for staff members who do not have an SAP vendor number, please request that the vendor be set up by either emailing the person's name and staff number to PPS (email on right), or by completing the Staff Vendor Application Form (download on right) and sending it to:

    Master Data Section
    Procurement and Payment Services
    Meulenhof
    Main road
    Mowbray

    Note: Provincial Government of the Western Cape staff must use the form to ensure that bank details are correct and also to inform inform PPS of any change to their bank details.

 

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