Policy and Procedure on Attendance Fees for Meetings

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1 Policy and Procedure on Attendance Fees for Meetings Status: Approved Custodian: Director: Finance and Administration Date approved: Decision No: SAQA 08103/14 Implementation date: Due for review: File Number: 1

2 Table of Contents 1. PREAMBLE PURPOSE OWNERSHIP SCOPE OF PRACTICE PROCEDURE TYPE OF POLICY FEES FOR MEETING ATTENDANCE Eligibility Allowance APPLICATION AND AUTHORISATION CLAIMS

3 1. PREAMBLE The policy and procedure on Attendance Fees for Meetings originates from the need by Management to determine which Board members and Board subcommittee members will be remunerated for their attendance at Board and Board sub-committee meetings. 2. PURPOSE This policy and procedure has been developed to set out the criteria for payment of attendance fees. 3. OWNERSHIP The custodian of this policy is the Directorate: Finance and Administration. 4. SCOPE OF PRACTICE The policy and procedure is applicable to all Board members and Board Committee members. 5. PROCEDURE The Procedure for Attendance Fees for Meetings, as indicated under paragraphs 8 and 9 of this document, is to be read and implemented with this policy. 6. TYPE OF POLICY This policy is of a strategic nature. 7. FEES FOR MEETING ATTENDANCE 7.1 Eligibility Section 18 of the National Qualifications Framework Act 67 of 2008, provides: 3

4 A member of the board and a member of a committee who is not in the full-time service of the State may, in respect of services rendered by him or her in connection with the affairs of the board or committee, as the case may be, be paid by the SAQA such allowances and, in the case of the chairperson of the board, such additional remuneration as the Minister, with the concurrence of the Minister of Finance, may determine. An allowance will be paid to attendees of meetings of SAQA structures where an eligible individual is financially disadvantaged or out of pocket by attending meetings. The allowance will be payable to individuals officially appointed to the Board and its Committees as well as SAQA functional structures. 7.2 Allowance The maximum allowance payable will be based on rates prescribed by the National Treasury and approved by the Minister of Higher Education and Training A fixed amount will be payable per meeting based on the time spent. However, where more than one meeting is attended on the same day, the allowance will be limited to the amount payable for one day (One meeting) The time spent is the aggregate of the time elapsed between leaving the member s normal place of business for the meeting and arriving back after the meeting and the time spent in preparation for the meeting The allowance is subject to the deduction of income tax in line with SARS requirements. 4

5 PROCEDURE 8. APPLICATION AND AUTHORISATION 8.1 Individuals are required to submit an application to the Chief Executive Officer for consideration of their eligibility to receive an allowance. 8.2 The Chief Executive Officer must submit a report on all applications to the Board on a quarterly basis. 8.3 Applications must be motivated and proof supplied that the individual is not being remunerated by current employment. 9. CLAIMS 9.1 Where approval had been granted for payment of an allowance to an individual, a claim form must be completed and submitted after attendance of a meeting. 9.2 Claims must be submitted on the expense claim and payment requisition form of SAQA accompanied by proof of attendance at the meeting and approval by the Head of the Department of SAQA that arranged the meeting, where applicable. (Refer community gateway for relevant claim forms) 9.3 Claims must be submitted within 14 days after the attendance of a meeting. The payment of the allowance will not affect the payment of travelling and accommodation in respect of attendees of meetings. 5