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

Policies & guidelines

Please use these guidelines & procedures until a formal PPS policy is in place.


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


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 also be used for 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 will render the department concerned liable for any losses or damages incurred.

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 UCT staff card
  • Payment must be made by personal credit card and NOT by UCT purchase order or pcard
  • These bookings are NOT covered by UCT insurance

More information

Consult the SAP Help procedure for ordering a hired car. (Link 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.

More information

See "How to enter purchase order payment instructions". (Link on right)

Using staff vendors instead of one-time vendors

Staff members who receive reimbursements or allowances (e.g. 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 to have the vendor 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
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.