DAR ES SALAAM UNIVERSITY COLLEGE OF EDUCATION. A Constituent College of the University of Dar Es Salaam STAFF FUNERAL POLICY

Transcription

1 DAR ES SALAAM UNIVERSITY COLLEGE OF EDUCATION A Constituent College of the University of Dar Es Salaam STAFF FUNERAL POLICY JANUARY 2015

2 TABLE OF CONTENTS 1 BACKGROUND THE ROLE OF THE EMPLOYER RATIONALE FOR ESTABLISHING THE FUNERAL POLICY ESTABLISHMENT OF THE COLLEGE FUNERAL FUND DUCE FUNERAL FUND SCOPE OF DUCE FUNERAL FUND RATIONALE FOR ESTABLISHING THE FUND ADMINISTRATION OF THE FUNERAL FUND FUNERAL FUND COMMITTEE FUNCTIONS OF THE COMMITTEE MEMBERS OF THE COMMITTEE CHAIRPERSON SECRETARY TREASURER TWO MEMBERS BANK ACCOUNT AND FUND RECORDS COSTS FOR OPERATION OF THE FUND PROCEDURES FOR PAYMENT OF BENEFITS MEMBERSHIP AND CONTRIBUTION VOLUNTARY CONTRIBUTION BENEFICIARIES TO THE FUND BENEFITS PROVIDED BY THE FUND CESSATION OF MEMBERSHIP EFFECTIVENESS AND VALIDITY PERIOD APPENDICES... 6 ii

3 1 BACKGROUND Since its establishment in 2005 the Dar es Salaam University College of Education has been operating without a Funeral Policy besides the provisions of the Public Service Standing Orders 1994 that provided funeral support to a public servant excluding spouse and children. This situation created discontent to members of staff especially during occurrences of deaths of staff or their family members. In July 2007, the Management in attempts to address the challenges formed a team to develop a funeral policy that was presented to the Management with recommendations to establish funeral fund that will be contributed by staff themselves through monthly salary deductions pegged at TZS 3, In this arrangement, the employees were issued with joining forms to fill and sign as acceptance to join the fund, hence authorizing the employer to make monthly deductions including entrance fee amounting to TZS 20, Staff who did not join the fund had no opportunity to benefit from the fund. The records indicate that the initial contributions were effected in November 2007 marking the commencement of the DUCE Funeral Fund. The rates that have been paid to the deceased employee and his/her recognized members of family are TZS 500, for parents, 1,000, for staff, spouse and children. In this arrangement, an employee is paid in two equal installments; half after death notification and the other half after submitting the death certificate to mitigate the chances of cheating. All letters of appointment issued to staff after the year 2009 require a staff to join the funeral fund by contributing the required amount. In the same year The Government Standing Orders for Public Service extended the coverage of funeral support to spouse and children that includes:- (a) coffin (b) grave (c) shroud (d) wreath and decorations and (e) transport costs of the deceased public servant from the point of death to the home place of the deceased or any other place as decided by the deceased himself prior to the occurrence of death or his relatives or his official representative(s). Nevertheless, it gives provision for every organization to have its own arrangements to provide for some additional support for funeral expenses. The operation of the funeral fund has created complaints from amongst members of staff reasons being delays in payments, advance payments, and old rates not meeting current funeral expenses due to increased costs. Employees have also raised concerns over the contribution forms which are normally circulated within offices requesting monetary contribution during events of deaths of staff s relatives. The operation of the fund had started without any scrutiny and approval from the College s participatory organs including the Governing Board because it was established 1

4 as interim measure taking care of the challenges of the day. This leaves things unsettled and suspicious. 2 THE ROLE OF THE EMPLOYER The employer shall be responsible to meet basic funeral costs involved during the death of a staff, spouse and children. The items covered shall include: (a) Coffin; (b) Grave; (c) Shroud; (d) Wreath and decorations; and (e) Transport costs of the deceased from the point of death to the home place of the deceased or any other place as decided by the deceased himself prior to the occurrence of death or his relatives or his official representative(s). 3 RATIONALE FOR ESTABLISHING THE FUNERAL POLICY The justification for establishing DUCE Funeral Policy is based on non-existence of the policy and weaknesses in the current operation of the funeral fund. Establishing the policy will create transparency and accountability to the benefits of the contributors and the College. 4 ESTABLISHMENT OF THE COLLEGE FUNERAL FUND 4.1 DUCE FUNERAL FUND The College shall have a fund known as DUCE Funeral Fund into which shall be paid all contributions and other moneys required by this policy. This Fund replaces the operating Fund at the College and all assets and liabilities of the said fund shall be transferred to this Fund from the effective date of this policy. There may from time to time be paid out of the Fund benefits and other payments as are authorized by this policy. 4.2 SCOPE OF DUCE FUNERAL FUND Membership to this fund is compulsory to all staff employed on permanent and pensionable terms, staff employed on fixed term contract and temporary staff employed for duration of not less than six months. An employee who is on daily paid terms is not covered. Staff who are on secondment from the University of Dar es Salaam are exempted from membership to this fund because already they are members of the similar fund at the UDSM, however they may choose to join this fund if they wish. 4.3 RATIONALE FOR ESTABLISHING THE FUND The Funeral Fund is established to cater for the following: 2

5 a) To uphold the tradition of contributing to the neighbours. b) To lessen the burden to the bereaved in financing and managing the funeral event. c) To participate in the funeral event. d) To fulfill the funeral policy objective of abolishing solicitation of additional funds through circulation of forms. 5 ADMINISTRATION OF THE FUNERAL FUND 5.1 FUNERAL FUND COMMITTEE The administration of the fund is vested in a committee which shall be known as Funeral Fund Committee. The Committee shall report to the College Workers Council and shall be responsible for the management and control of the Fund in accordance with the provisions and regulations of this Policy. 5.2 FUNCTIONS OF THE COMMITTEE (a) To manage and administer the Fund in accordance with the provisions of this Policy; (b) To be responsible for the disbursement of benefits in accordance with the provisions of this policy; (c) To advise the Principal on matters relating to the administration of this Policy; (d) To be the custodian of all the contributions and other moneys which are required to be in the Fund; (e) To keep and maintain a register of all members contributing to the Fund and report to the Workers Council as such need arises; (f) To establish operating procedures; (g) To receive and deal with complaints from members; (h) To prepare annual report on income and expenditure and submit to the annul meeting of the College Workers Council; (i) To do all such acts and matters which in the opinion of the Committee, may be necessary for the proper and efficient administration of the Fund; 5.3 MEMBERS OF THE COMMITTEE The members of the Committee shall comprise of the Chairperson, the Secretary, Treasurer and other two members. Every member of the Committee except the ex-official members shall hold office for three years and shall be eligible for a re-appointment. The Committee shall hold two meetings per year in January and July CHAIRPERSON The Chairperson shall be the Deputy Principal responsible for Administration and shall: i) Preside over the Committee meetings ii) Be the chief spokesperson of the Fund iii) Approve the benefits of the Fund iv) Be signatory to the Fund s account/bank transactions 3

6 5.3.2 SECRETARY The Secretary shall be an officer in the Human Resources Management office responsible for staff welfare and shall: i) Oversee the daily operations of the Fund ii) Be the recorder of the fund s Committee meetings iii) Keep all records of the Fund including minutes of the Committee meetings iv) Provide secretarial services to the Fund v) Approve membership application TREASURER The Treasurer shall be an officer in the Bursar s office responsible for payroll and shall: i) Ensure monthly contribution from members are collected ii) Prepare financial statements of the funeral fund iii) Disburse fund to the beneficiary TWO MEMBERS The two members shall be appointed by the College Workers Council (one shall be a woman). These members shall be responsible for discharging the functions of the Committee save for those specified for the chairperson, secretary and treasurer. 6 BANK ACCOUNT AND FUND RECORDS The Fund will use the College main account and a special code titled Funeral Fund shall be established to control staff contributions and expenditures. The Committee shall ensure that the code and funds records are properly kept and maintained with respect to: (a) The receipts and expenditure of moneys and other financial transactions of the Fund. (b) Fund records relating to any financial year shall be audited by the Chief Internal Auditor of the College and be included in the External Auditors report. (c) Preparation of a comprehensive statement of income and expenditure report each year. 7 COSTS FOR OPERATION OF THE FUND Costs for operation of the fund including meetings of the committee shall be paid from the fund. Members of the Committee shall not be entitled to receive remuneration such as allowances and other benefits. 4

7 8 PROCEDURES FOR PAYMENT OF BENEFITS For better control of the money, strict accounting procedures shall be established by the Funeral Fund Committee that will adhere to principles of transparency and efficiency. Benefits shall be paid in full to staff or nominated person incase of the death of staff upon duly filling Form 2 which shall be approved by the Chairperson. In case the Chairperson is absent, the officer in acting capacity as the Deputy Principal - Administration will discharge the functions of the Chairperson. The Funeral Fund Committee shall ensure that money to the bereaved staff or the relatives is disbursed within 24 hours from the time the committee receives the information. Applicants for the fund are required to produce evidence pertaining to the death at the time of application. Incase such evidence is not immediately available, payments shall be made through imprest form on condition that such evidence will be submitted within two months failure of which will empower the employer to deduct from the salary of such staff the amount in the manner that will be determined by the Funeral Fund Committee. The evidence required includes death certificate or any other evidence as determined by the Funeral Fund Committee. Staff who will be found attempting to cheat or cheating in order to siphon the money from the fund will be charged with disciplinary offence. 9 MEMBERSHIP AND CONTRIBUTION Every member to the fund shall be required to make a monthly contribution of Tanzania shillings five thousand only (TZS 5,000.00). The monthly contributions shall be deducted directly from one s salary. The existing members of the Fund shall automatically be registered members to this fund. 10 VOLUNTARY CONTRIBUTION Circulation of forms at the College to solicit additional fund from staff besides the money paid from the Fund is abolished but staff may wish to do so at the bereaved home place. 11 BENEFICIARIES TO THE FUND All staff shall indicate in the prescribed form (Form 1) names and details of the beneficiaries who are: (i) Employee who contributes to the fund (ii) Spouse of the employee (iii) Children of the employee (iv) Biological parents of the employee (father and mother) (v) Biological parents of the employee spouse For the purposes of this section: spouse means a husband or wife of the public servant and for purposes of privileges and entitlements under this section, means one spouse recognized by law only. 5

8 Children means a biological or legally adopted child. 12 BENEFITS PROVIDED BY THE FUND Benefits provided by the Funeral Fund shall cover the following events (in Tanzanian Shillings): (i) Deceased employee 2,000, (ii) Death of Spouse 2,000, (iii) Death of Biological child/legally adopted child 2,000, (iv) Death of Biological Parents 1,000, (v) Death of Biological parent of the employee spouse 500, CESSATION OF MEMBERSHIP Membership to the Fund ceases upon employee s removal from the College payroll which shall not entitle such member any refund of the contributions made to the Fund. 14 EFFECTIVENESS AND VALIDITY PERIOD This policy shall come into operation from the date approved by the Governing Board and shall be reviewed from time to time when need arises. 15 APPENDICES Form 1: Funeral Fund Membership Registration Form Form 2: Benefits Application Form 6

9 Form 1 DAR ES SALAAM UNIVERSITY COLLEGE OF EDUCATION FORM YA USAJILI WA WANACHAMA WA MFUKO WA RAMBIRAMBI (Funeral Fund Membership Registration Form) 1. Maelezo ya Mwanachama /Personal Particulars Jina la mwanzo/first name: Majina mengine/other names: Tarehe ya Kuzaliwa/Date of Birth: Jinsi/Sex: 2. Taarifa za Ajira/ Employment Particulars Kitivo/Faculty Idara/Department Cheo/Designation Tarehe ya Kuajiriwa/Date of Employment Namba ya Ajira/Employee Number 3. Anuani za Mawasiliano/Contact Address Anuani ya Posta/Postal Address Simu/Tel Nukushi/Fax Barua Pepe/ 4. Anuani ya Nyumbani/Place of Domicile Anuani ya Posta/Postal Address Mkoa/Region Mji/Town Wilaya/District Kijiji/Village 5. Taarifa za Ndugu (atakayelipwa fedha kutoka mfuko wa rambirambi wakati wa kifo chako) Next of Kin (To whom money due from the College Funeral Fund to be paid in case of death) 7

10 5.1 Jina kamili/full Name Uhusiano (Kaka, Dada, mume/mke nk) Relationship (Brother, Sister, husband/wife etc) Anuani ya Posta/Postal Address Simu/Tel Nukushi/ Fax Barua Pepe/ 5.2 Jina kamili/full Name Uhusiano (Kaka, Dada, mume/mke nk) Relationship (Brother,Sister,Husband/wife etc) Anuani ya Posta/Postal Address Simu/Tel Nukushi/Fax 6. Taarifa za Ndoa/ Marital Status Hujaoa-Hujaolewa/Single Umeoa-Umeolewa/Married Mtalaka/Divorced Mgane/Mjane Widower/Widow Jina kamili la Mke/Mume/Spouse s Full Name: * Namba ya cheti cha Ndoa/Marriage Certificate No. 7. Taarifa za Baba Mzazi/Father s Particulars Jina Kamili/Full Name Yuko hai/alive Amefariki/Deceased Tarehe/Date 8. Taarifa za Mama Mzazi/Mother s Particulars Jina kamili/full Name: Yuko hai/alive Amefariki/Deceased Tarehe/ Date 9. Taarifa za Watoto/ Children Particulars Jina kamili /Full name: *Namba ya Cheti cha kuzaliwa/ Birth Certificate Number a) b) c) d) e) Jinsia/Sex 8

11 10. Taarifa za Baba Mkwe/Father s in-law Particulars Jina Kamili/Full Name Yuko hai/alive Amefariki/Deceased Tarehe/Date 11. Taarifa za Mama Mkwe/Mother s in-law Particulars Jina kamili/full Name: Yuko hai/alive Amefariki/Deceased Tarehe/Date *Ambatanisha nakala hakikiwa za vyeti * Attach certified copies of certificates 12. Taarifa za malipo ya awali Je, ulishawahi kulipwa mafao kutoka mfuko wa Mazishi? Have you ever received financial support from the DUCE Funeral Support Fund? Ndiyo Hapana (chagua mojawapo) Yes No (tick one) Kama NDIYO tafadhali ainisha lini na kwa ajili ya nani. If YES - Please state when and for whom Tamko (Declaration) Nathibitisha kuwa taarifa zote nilizozitoa hapo juu ni sahihi na kweli na ninatambua kuwa kutoa taarifa za uongo katika fomu hii ni kosa la kinidhamu na hata jinai. ( I hereby declare that all information provided is true to the best of my knowledge and I am aware that giving false information is a disciplinary offence even criminal offence). Tarehe/Date: Saini/Signature 14. KWA MATUMIZI YA OFISI TU/FOR OFFICIAL USE ONLY 14.1 MKUU WA IDARA/HEAD OF DEPARTMENT 9

12 IMEIDHINISHWA/HAIJAIDHINISHWA KWA USAJILI (futa isiyohusika) RECOMMENDED/NOT RECOMMENDED for registration (delete the inapplicable) Kama haijaidhinishwa eleza sababu/if not recommended state the reason... Jina/Name:. Idara/Department Saini/Signature Tarehe/Date Official stamp/muhuri wa Ofisi 14.2 KATIBU WA MFUKO WA MAZISHI/ SECRETARY TO THE COLLEGE FUNERAL FUND IMEIDHINISHWA/HAIJAIDHINISHWA (futa isiyohusika) APPROVED/NOT APPROVED (delete the inapplicable) Kama haijaidhinishwa eleza sababu/if not approved state the reason(s) Jina/Name:. Idara/Department.. Saini/Signature. Tarehe/Date.. Muhuri wa ofisi/official stamp 10

13 Form 2 DAR ES SALAAM UNIVERSITY COLLEGE OF EDUCATION MAOMBI YA MALIPO KUTOKA MFUKO WA MAZISHI/ Benefits Application Form 1. Maelezo ya mwombaji / Applicant s Personal Particulars Jina la mwanzo/first name: Majina mengine/other names: Anuani ya Posta/ Postal Address Simu/ Tel Nukushi/ Fax Barua Pepe/ Kama mwombaji sio mwanachama wa mfuko eleza uhusiano wako na mwanachama (If the applicant is not a member of the funeral fund state your relationship with the member of the fund) 2. Maelezo ya mwanachama /Personal Particulars Jina la mwanzo/first name: Majina mengine/other names: Tarehe ya Kuzaliwa/Date of Birth: Jinsi/Sex: 3. Taarifa za Ajira/ Employment Particulars Kitivo/Faculty Idara/Department Cheo/Designation 4. Taarifa za marehemu (particulars of the deceased) Jina la mwanzo/first name: Majina mengine/other names: Tarehe ya Kuzaliwa/Date of Birth: Tarehe ya Kifo/Date of Death Mahali alipofia marehemu/place of death Mahali atakapozikwa marehemu/place of burial 11

14 5. Kiasi cha fedha kinachoombwa/amount of money requested Kiasi cha fedha kinachoombwa/amount of money requested is.. 6. Uthibitisho (supporting Documents) Nyaraka zifuatazo zimeambatanishwa kama ushahidi wa taarifa zilizotolewa hapo juu. The following documents have been attached hereunder as a proof of the information about the death of the abovementioned person i ii. ii. 7. Tamko (Declaration) Nathibitisha kuwa taarifa zote nilizozitoa hapo juu ni sahihi na kweli na ninatambua kuwa kutoa taarifa za uongo katika fomu hii ni kosa la kinidhamu. I hereby declare that all information provided is true to the best of my knowledge and I am aware that giving false information is a disciplinary offence. Tarehe/Date Saini/Signature... 8 KWA MATUMIZI YA OFISI TU/FOR OFFICIAL USE ONLY 8.1 KATIBU WA MFUKO WA MAZISHI/SECRETARY OF THE COLLEGE FUNERAL FUND Napendekeza malipo yafanyike kwa mwombaji/i recommend/do not recommend payments to be made to the applicant Kama hujapendekeza eleza sababu/if not recommended state the reason. Kiasi kinachopendekezwa/the amount recommended Jina/Name: Saini/Signature.. Tarehe/Date Muhuri wa ofisi/official stamp 8.2 MWENYEKITI WA MFUKO WA MAZISHI/CHAIRPERSON OF THE COLLEGE FUNERAL FUND Naidhinisha/Siidhinishi malipo kufanyika/i approve/not approve payments to be made Kiasi kilichoidhinishwa/the amount approved. Jina/Name:.. Saini/Signature. Tarehe/Date Muhuri wa ofisi/official stamp 12