NAME
DUBE ZIBUSISO
DEPARTMENT
FINANCE
STUDENT NO:
P0127097X (PARALLEL)
COURSE
INDUSTRIAL ATTACHMENT - CFI
COMPANY NAME
NATIONAL UNIVERSITY OF SCIENCE
AND TECHNOLOGY
PROGRAMME
B.COM FINANCE HONS
INDUSTRIAL SUPERVISOR
Mr. K NOKO
ACADEMIC SUPERVISOR
Mr.
ACADEMIC YEAR
2014/2015
INDUSTRIAL ATTACHMENT LOGBOOK
BACKGROUND OF INDUSTRIAL ATTACHMENT
Industrial attachment or student internship is an indispensable part of all undergraduate programs
that involves supervised practical experience in commerce and industry. Industrial attachment,
among other things offers students a chance to:
 Gain practical experience by applying theory, developing and acquiring knowledge as
it occurs in a professional environment
 Gain an element of personal gratification by leaning to handle situations with
intellectual zeal.
 Acquire confidence in handling of new problems in an organization.
The industrial attachment year is preceded by two years of academic learning on campus. Industrial
attachment is an attempt to improve the employability of graduates, which on its own should
become a measure of performance for all higher education providers like the National University of
Science and Technology.
VISION
To be a world class centre of excellence in teaching, research, innovation and entrepreneurship for
sustainable development.
MISSION STATEMENT
1) The primary mission of NUST is to serve the people of Zimbabwe.
2) NUST strives to be a first rate university nationally, regionally and in general international
fraternity of universities.
3) The university is dedicated to the fundamental principle and concept of administrative
autonomy and academic freedom, which are central and essential to the maintenance of
high teaching and research standards and the continuous search for truth.
4) The university aims at the advancement of knowledge with a special bias towards the
diffusion and extension of science and technology through teaching, pure research, applied
research and the fostering of close ties with commerce and industry.
5) The university strives to create an environment in which inquiry and scholarship can flourish
and where creativity can find uninhibited expression.
6) The university strives for excellence in all aspects of its operations and in service to
community.
DUBE ZIBUSISO (P0127097X)
Page 2
7) The university aims at the production of high level manpower in science and technology with
initial emphasis in the fields of applied sciences, Industrial technology, Architecture and
Quantity Surveying, Environmental science, Communication and Information science and
Technical Education.
8) To contribute positively towards the advancement of humanity through the provision of
knowledge based solutions to scientific, technological, economic and social challenges.
Achievement of the mission will be guided by the following core values:






Honesty and Integrity
Intellectual Freedom
Innovativeness
Equity
Excellence and Diligence
Social and Environmental Responsibility
MOTTO
Think in other terms
SECTIONS OF THE DEPARTMENT
VISITED DATE
SUPERVISOR
1. STUDENT ACCOUNTS
01 September 2014
Mrs. S Bere
2.PAYMENTS SECTION (LIBRARY)
15 September 2014
Mrs. S Sebata
3.SALARIES AND BENEFITS
08 December 2014
Mr. L Ncube
4.ASSETS AND INVESTMENTS
MANAGEMENT
16 March 2014
Ms. B Moyo
DUBE ZIBUSISO (P0127097X)
Page 3
STUDENTS ACCOUNTS SECTION
Month of September
Date : 01/09/14 to 12/09/14
DAILEY ACTIVITIES AND DUTIES
Week one & two (01-05September) & (08-12 September)
The structure of the Student accounts section
Principal Accountant
Student Accounts
Assistant Accountant
Assistant Accountant
undergraduate programmes
postgraduate programmes
Accounting Assistants
Accounting Assistants
undergraduate programmes
postgraduate programmes
Above is a diagram of the structural nature of the student account’s section which comprises
of the undergraduate and the postgraduate programmes.On my first day I was deployed in the
former which handles the accounts of all the undergraduate students in the institution. On
deployment I was under the supervision of Mrs.Bere who was the acting Head of the section
at the time. The first few days were dedicated to orientation and introduction to the systems
especially Navision, which is the system that manages the university data and a system that is
used in the day to day running’s of this section.
Duties and responsibilities are outlined below:

Preparing journal vouchers-these comprise bulk of activities under the section because
of the online registration method. When a student attempts to register the system bill
the account the complete fees and is not designed to suit students with carries or
repeats who in most cases have their tuition pro-rated. Hence the wrong charges made
have to be reversed using the journal voucher.
DUBE ZIBUSISO (P0127097X)
Page 4







The journal vouchers are also used to reverse double charges that may have been
billed wrongly to a student.
Attachee only handled paperwork while the actual reversals on the accounts where
done by the data capturers.
Office management-attending to phone calls and referring those beyond me to my
supervisors.
I learnt how to check a student’s registration status on the Navision system. I also at
some point had to prepare a Payment Vouchers for refunds of fees overpaid by a
student who had finished his degree.
I also issued out fees statements upon request by students if they had issues on their
accounts and also learnt to interpret their accounts and assist those who would request
their balance on fees and levies.
I was also tasked with the creation of students who did ACCA, which was recently
being established in the institution.
I also would issue out invoices to students pertaining their fees and levies
Strengths
I quickly managed to grasp how to operate Navision, on how to issue statements’ and create
ACCA students accounts as well as preparation of payment vouchers and reverse journals.
Challenges
I at first had challenges in interpreting the students request letters on repeating and deferring
ones on how their charges were supposed to be structured.
Supervisor’s Signature…………………
DUBE ZIBUSISO (P0127097X)
Page 5
PAYMENTS SECTION-LIBRARY
Month of September to November
Date : 15/09/14 to 30/11/14
DAILEY DUTIES AND RESPONSIBILITIES
Week three and four (15-19 September) & (22-26 September)
The main function of this section is to policy the liquidity of the institution. This section
produces the books of accounts; controls staff debtors, does creditors and bank
reconciliations, payments to creditors and preparation of daily cash-flows. It is directly
responsible to the Deputy Bursar Finance and Investments though it works closely with the
Deputy Bursar Accounting systems in the production of accounts. Below is the general
structure of the section.
Principal
accountant
(Payments)
assistant
accountant
chief
accounting
assistant
accounting
assistant
accounting
assistant
accounting
assistant
accounting
assistant
On my first week in this section there was more involvement in the orientation and
introduction into the library systems, control and procedures. This orientation process was
conducted by N. Ncube who had been occupying the office and strictly emphasized on the
safe keeping of stationery, frequent banking of library fines and sequential filing of
DUBE ZIBUSISO (P0127097X)
Page 6
documents. Mrs. E Mvuto , the Library secretary then introduced me to the Library Assistants
who were to be submitted fines they had collected to me during my time in office. Below is a
general setup of how the library is setup up to these Assistants.
LIBRARIAN
PERSONAL
ASSISTANT
DEPUTYLIBRARIAN
SUB-LIBRARIAN
SENIOUR
ASSISTANT
LIBRARIAN

LIBRARIAN
ASSISTANT






LIBRARIAN
ASSISTANT
LIBRARIAN
ASSISTANT
I firstly made my own summary of the stock of stationery present at the time I
assumed office, which is generally used in the day to day running’s of the library.
Had to familiarize myself with the new system which was being used in this section,
which is the Millennium.
Collected library fines from the Library Assistants and then compiled the summary
which I would submit upon banking the money collected. These fine collected from
students are meant to be a way of internal control to safeguard the assets of the
institution.
Kept the stationery and upon issuing it to the sectional Heads, and had to make sure
they signed upon collection for control purposes.
Records management-filed purchase orders I received from the Buying Section .These
documents stood as proof that a payment voucher prepared had been processed.
Prepared payment vouchers for the Librarian who was travelling for a meeting in
Harare, thus had to collect an invoice from the company which was providing the
DUBE ZIBUSISO (P0127097X)
Page 7
transport service as an attachment document then submit to the payments sections
Challenges
I had challenges mostly in identifying the Library Assistants that were coming to the office to
receipt the library fines they had collected because was still new to the environment.
I also faced hardships in operating the office computer because administrative rights were
needed which at first I did not have. Hence I would have to request I.T personnel every
morning to log on to the Millennium System for me using their credentials up to the time
arrangements were made for my own user account to be created.
Recommendations and observations
I observed that for every document I prepared, that is, payment vouchers’ and fines paid
summaries, I had to make a copy for my own record keeping for future reference which is a
very good exercise so that even when a different person is in office he or she is able to follow
through on ones’ work.
I would just recommend that a another printer be purchased as there is only one printer
functioning the whole library ,to promote a smooth flow of daily duties at the same time not
consuming too much time in carrying out the exercise assigned.
Lastly I would just recommend that for someone who is stepping into office be immediately
have a Millennium account activated before commencement of duties largely for internal
control purposes.
Week five (29 September-03 October)




In this week I continued carrying out my first week’s duties.
Prepared payment vouchers for two elected library officials to represent the university
in a meeting in Harare (INASP MEETING) while others were for the purchase of
books from an international company.
Collection of library fines and banking them at the Payments Section at the University
campus.
Tasked with committing all the budget register and made copies for reference sake.
These marked the end of the third quarter. This commitment register comprised of
different votes that represented a monetary budget allocation for the library activities,
e.g, book addition and teas votes. These acted as purchase controls.
DUBE ZIBUSISO (P0127097X)
Page 8

Balanced the petty cash book for the month. This gives a clear account of the funds
that have been disbursed as well as funds still available for use, enabling one to plan
ahead.
Supervisor’s Signature………………………..
DUBE ZIBUSISO (P0127097X)
Page 9
Month of October
Date :06/10/14 to 31/10/14
Week six (06-10 October)




Tasked to track the payment dates on payment vouchers prepared in 2013 pertaining to
purchase of books and bring copies of proof of payment to Miss Masocha.
Inquired from the Payments Section at campus whether payment vouchers I had
prepared had been processed.
Collected library fines and banked them at campus
Raised a payment voucher for the library electricity power and had to collect the
money from the payments section, thereafter I purchase the power units from the
ZESA offices. I would then submit the receipts as proof of payment to Mr Mzondo for
capturing.
Week seven (13-17 October)



I collected library fines and had to go bank at campus. I would also collect them from
the other libraries based at campus which are the Graduate School of Business and
The FOBE Library.
I had to issue stationery for usage to the departmental heads.
I received purchase orders which I had to file, providing the proof that the PVs in
question had been authorized for payment.
Week eight (20-24 October)




Raised a payment voucher requesting petty cash to cater for petty expenses. I collected
the respective funds at the payments section.
I carried on with my usual duties of collecting library fines and had to go to bank them
at campus.
Issued out petty cash for the payment of duty and storage costs on books we had
received via the post office. Filed the receipts as proof for the transactions performed.
Personally went to the ZIMRA warehouse to settle these payments pending on duty,
and then had to go settle the storage costs by the Post Office.
DUBE ZIBUSISO (P0127097X)
Page 10
Week nine (27-31 October)




Prepared a requisition requesting stationery to cater for Library stock shortages. In its
preparation had to contact the buying section to obtain the prices of the items needed
then calculate the total expenditure per item then take the form to the Librarian for
authorization as a departmental request. I then had to take the form to the other
bursar’s department sections for authorization then budgetary then go to the stores
section to collect the listed items in the requisition.
I prepared PVs towards clearance charges on books received that had been purchased
from an international company.
By the end of the week I made a follow up whether the costs on clearance charges had
been settled. I had to make my own copy of the proof of payment for my filing.
I also balanced the petty cash book to know how much was still available for usage
upon request.
Challenges
I had challenges in obtaining transport at times when I wanted to go bank the library fines or
going to submit the payment vouchers I had prepared, mostly because there will be a booking
at that time whilst sometimes it was an issue of a car not being available at that time.
The Assistant Librarians would sometimes submit their fines late, making orderly record
keeping difficult.
Making follow ups and obtaining proof of payment on urgent payments such as clearance
charges and duty was sometimes a lengthy process.
Observations and recommendations
I would recommend that there be at least a car solely for the errands of the library that would
be readily available upon request to enable a smooth flow of daily duties.
I observed that the Library Assistants had no form of cash boxes where they would keep the
money they had collect prompting them to combine it with their personal funds hence raising
the chances of theft by conversion. I would thus recommend that these be provided for all
those who would be by the issue desks attending to students to avoid such implications.
On the issue of obtaining relevant payment details on certain payment vouchers prepared I
would recommend that each staff member upon assumption of duty in the accounts office at
the Library, be given access to Navision System where one could easily trace whether the
payment in question has been settled.
Supervisor’s Signature…………………….
DUBE ZIBUSISO (P0127097X)
Page 11
Month of November
Week ten (03-07 November)



My first week I again prepared a payment voucher for clearance charges associated
with books we had received as a donation from a foreign company.
Raised a payment voucher for electricity power for the library. Collected the
respective cash from the Payments Section, then after purchasing I then had submitted
the receipt at campus.
I collected library fines and I went to go bank the money at campus.
Week eleven (10-14 November)




Issued out stationery to the sectional heads upon their request.
Collected library fines from the Assistant Librarians
Quotation sourcing- had to seek quotations from local stationery shops of a few
stationery items ,which were out of stock at the University Stores, so as to purchase
the items from the available petty cash
Tasked with tracing the payment on a payment voucher that was made earlier during
the year for software installation in the library from the Buying Section and Payment
Section.
Week twelve (17-21 November)





Tasked with preparing a payment voucher for the library e-resource subscriptions for
the year 2015, though the relevant vote for the expenditure was near exhaustion of
funds. I had to then request from the Budgetary section to veriment funds from another
vote.
Made a strict follow up on these payments, because services offered by the payment of
this subscription enable students to access reading resources from the internet
Had to request from the Budgetary Section, reports showing the expenditure
breakdown for the year on all our votes and handed them to the Librarian for analysis.
I collected library fines and went to bank the money at campus.
Instructed to go over the files of a former employee at this office to ascertain
information of where the Library had previously bought barcode labels, a product
which is rarely available only until placing an order. I thus was tasked to source
quotations on possibly suppliers in order to place an order.
DUBE ZIBUSISO (P0127097X)
Page 12
Week thirteen (24-29 November)






Communicated with the previous supplier of the barcode label and requested a quote
for the product. I would only receive the quote after they had enquired from their
supplier based outside the country.
Issued petty cash for the purchase of the stationery items that Stores Section did not
have.
I collected library fines and went to bank the money campus
Had to ascertain proof of payment on clearance charges of books held by DHL that
were sent by an international book supplying company to the University Library
Balanced the petty cash book by closing the accounts for the month of November.
Committed all the budget votes and printed out the commitment register for records
management purposes.
Month of December
Date : 01/12/14 to 21/12/14
Week fourteen (01-05 Dec)





This week we had to submit our reports in the form of an interview to a panel
comprising of all the Head of Sections in Bursar’s Department, led by the Deputy
Bursar of Finance and Administration explaining our experiences as attachees in the
different sections we were deployed in from September to November before we
rotated to different sections
I maintained my normal duties I carried out in the library whilst orienting the attaché
to be next in office .I had to take her through the Millennium system which is used in
this department to receipt fines paid as well extracting relevant information to the
excel format to create a schedule for submitting .By so doing I informed her the
procedures carried out up to the time the money is banked at campus as well as all
other office duties she was supposed to carry out.
We also did a stock count, recording all current stationery.
She also did likewise and introduced me to my immediate supervisors at the Salaries
and Benefits section where I was deployed to for the next 3 months.
Generally did not have duties to perform but rather had to clear electricity cash power
for the library as the payment voucher was prepared in my name for cash collection.
Supervisor’s Signature………………………
DUBE ZIBUSISO (P0127097X)
Page 13
SALARIES AND BENEFITS SECTION
The structure of the Salaries section
PRINCIPAL ACCOUNTANT
SECRETARY
ASSISTANT ACCOUNTANT
CHIEF ACCOUNTING ASSISTANT
SENIOR ACCOUNTING ASSISTANT
(RECORDS MANAGEMENT)
ACCOUNTING ASSISTANT
(LOANS AND ADVANCES)
ACCOUNTING
ASSISTANT
(MEDICAL AID)
ACCOUNTING ASSISTANT
(PART TIME CLAIMS)
DAILEY ACTIVITIES AND DUTIES
Week fifteen (08-12 December)
During the first week there was more involvement in the orientation and introduction to
salaries’ systems, controls and procedures. Emphasis was made on the privacy code that is
expected from every employee of the institution especially this section. Salaries are processed
right from the beginning of the month to ensure that final output is spot on and contains no
error. My first point of office was under Miss Ndlovu and Mr Ndebele were all input details
DUBE ZIBUSISO (P0127097X)
Page 14
were captured, creation of employees through completing the necessary forms as well as
creating files for them and also issues to do with bank and Vice Chancellors revolving loan
and its assessment together with the assessment of advance against salary forms.(In this office
manual data capturing is done as well as attending to queries’ from the institutions’
employees and the preparation of final accounts.)

Started off with filing of personal files/documents for staff members. These are taken
from the in-tray (which is a tray where all documents coming into the department and
affecting the payroll members are received and processed).After processing they are
then filed into the personal files.
Completion of payroll input forms:
INPUT FORM 1 : Mainly consists of permanently personal details of employees, that
is, name, surname, initial and title. Other details included also are; the address
(Paypoint),vote , pay mode, medical aid details as well as pension details.
On this task compiled input form 1s for some of the students attached at the
organization. Some attaches had not provided the section with personal details as well
as their banking details hence this presented a challenge as it meant we had to call
them from various departments and request that they submit the relevant information.
In the event that one has no banking details they had to receive it in the payments
section.
INPUT FORM 2: Consists of permanent earnings and deductions. Information filled
in the document is taken from employees’ assumption of duty and appointment or
offer letter, court order garnishes and memos from the Human Resources department.
INPUT FORM 3: Consists of temporary earnings and deductions. This form mainly
has prorated salaries especially those who have assumed duty after the first day of that
particular month
INPUT FORM 4: This is an overtime form only for employees from the works
department. Requires information such as employee numbers ,surname ,initial, codes
and hours claimed. All this information is found from the logbook signed and checked
by the department head.
INPUT FORM 6: Employees banking details are to be completed in this form.
CHALLENGES
Difficulties in completing some of the input forms, specifically in the areas requiring cost
codes , votes and pay points. This was so because the employees list book was backdated and
did not contain most of the new employees.
DUBE ZIBUSISO (P0127097X)
Page 15
Week sixteen (15-21 December)








The second week was very busy and it required us to do over time sessions to clear the
backload.
Pro-rating salaries for some employees who had started later than the first day of the
month
As we were working on the Special Run, I was tasked in compiling batches by
completing input form 3’s, then compiling a soft copy in Excel format.
Preparing Payment Vouchers- before a P.V for advance against salary or claim is
compiled an employee must complete a salary advance form, and highlight whether it
is against a claim or salary. After that is done a tax check must be done and attached
to the advance form, and then taken to the Sectional Head (Mr L Ncube for
recommendation)
The document is then taken to the Deputy Bursar or the Bursar for approval who puts
the amount to be paid in writing. At this point a P.V is then compiled and for it to be
legit it must have the signatures of the following people: Head of Salaries section,
Budgetary control personnel, the Bursar or any of the Deputies.
After all the requirements have been met the document is photocopied and the copy
filed while the original is sent to payments section for payment.
Checked payroll batches. These batches contain information that is used to make final
salary payroll for that particular month. The information on these batches is actually
captured from the input forms .Also checked the Audit Trail which contains
information relating to changes in surnames, banking details and every other
information provided by the employee. It is thus important to check because in some
cases the batches and the source documents will not tally. When checking, two people
must help each other this way they can note errors that may have taken place such as
wrong amounts ,pay well codes and names, or omitted members on the payroll
When we had completed the run, was tasked with raising the Special Run P.V. I had to
take the payment voucher in question to the Deputy Bursar for authorization
Preparing pay slips-after pay slips are printed they are folded and stapled as well as
grouped according to their departments for easy collection.
We further worked on the bonus payroll, going through all the stages right from
compiling input up to batch checking.
STRENGTHS
The tasks given were easy to master and carry out. Although the procedure of preparing may
DUBE ZIBUSISO (P0127097X)
Page 16
seem lengthy it promotes transparency which combats a lot of risks pertaining to fraud cases
because for a single document to be passed for payment it needed at least 3 signatories to have
gone through it
Supervisor’s Signature……………………….
DUBE ZIBUSISO (P0127097X)
Page 17
Month of January
Date : 05/01/15 to 30/01/15
Week seventeen (05-09 January)












Filing of personal documents to respective files after they had been processed
Learning how to prepare tax checks- this was very essential because before an advance
is paid out, the amount claimed must be taxed because this will be an earning outside
the Payroll hence no payslips are issued but employees must still pay tax. Came to
knowledge that a Final Deduction System Averaging Method (FDS) is used in the
calculation of tax in this section on the basis of historical simulation ,i.e, tax charged is
based on actual taxable income that factors in tax already collected before estimating
th current tax
Tasked to compile a check report for all employees who had failed to obtain their
salary in the November Special Run, through preparation of payment vouchers for all
the affected individuals and get these authorized for payment.
Payslips compilation-we had to group payslips according to their respective
departments. There was a total print out of the bonus pay.
Also dealt with input on issues relating to employees changing their surnames,
extension and renewal of contracts.
Processed manual payments for individuals who had not received their salaries. The
reason for not receiving these salaries normally would be due to incorrect banking
details submitted or contract end dates either incorrectly captured or extended and
paperwork for extension not yet processed.
Office management duties- keeping records in order, attending to client queries,
answering and making phone calls.
Went on to prepare a batch for other staff members.
Went on to prepare input form 3 for the retrieval of advance payments/allowances
made to certain individuals.
Verification of contract end dates for employees; that is by checking letters of
appointment and assumption of duty.
Photo-copying letters of appointment and assumption of duty as part of attachments to
input forms and files.
Had to go to the Archives Room to help retrieve payslips dating from 2003 searching
for certain individuals who had since retired but had pension accordingly accruing to
them, hence we had to submit this information to Head of Section, Mr Ncube.
DUBE ZIBUSISO (P0127097X)
Page 18
Week eighteen (12-16 January)
In this week I was moved to the next office occupied by F Ncube ,were the information
manually captured into input forms and checked by the sections’ chief accountant is then
captured into the payroll system .The duties of this office mainly surrounded capturing data
into the system, then create check and control reports(entails all earnings and deductions
data),which also require checking for errors through the validation process which everyone in
the section took part in. Last but not least, payslips were prepared in this office as well .Even
though I had moved to this office I continued with the duties I was initially tasked to do in the
first office. While also in this office ,I was assigned with the duties of the next office of call
occupied by N.SIBANDA which deals with part time claims, statutory payments, attachee
documents and last but not least also details on work study.







Calculating overtime hours worked by individuals in the department of works and
security as well as acting allowances accruing to some employees..For the normal
days the rate is calculated by the amount charged or paid per hour multiplied by one
and a half, whereas on weekends and holidays the rate is multiplied by two.{Say
amount is $1.40 per hour and normal hours worked are 50:it would be calculated as
($1.40x1.5)50,if it were a holiday instead of 1.5 we would have 2}
I was tasked to further process manual payments for the remaining individuals on the
check report, which comprised of employees who had failed to obtain their salary in
the November Special Run, due to cases of banking details errors or issues involving
their contracts.
Assessing individuals on amount that they can apply for under the Revolving loan
scheme.
Raised payment vouchers on salary advances.
Completed the NSSA form for an individual who had since attained his retirement age
thus had to be appropriately be calculated for, the amount of NSSA pension accruing
to him.
Calculating the tax charges, i.e PAYE and AIDS LEVY on claims and salary advances
requested by individuals.
Retrieved claims and payment vouchers raised on salary advances from the Payments
section for verifications of queries made by clients.
DUBE ZIBUSISO (P0127097X)
Page 19




We were again tasked to go to the Archives room to retrieve payslips of former
employees who had since retired so as to attain information in relation to their NSSA
contributions.
Prepared PVs for domestic and housing allowances for the Registrar.
We were instructed to clear all the backdated accruing chairpersons allowances and all
forms of outstanding acting allowances from the previous financial year, hence I had
to calculate pro-rated responsibility allowances on such cases, whereas I also manually
captured outstanding claims from all departments .
Recorded all statutory payments into the sections manual payment book and then
submitted the respective PVs raised on these deductions to the payments section.
Week nineteen (19-23 January)





As stated that I started carrying out the duties of the next office, I was tasked to
capture claim forms, recording them department by department into the sections claim
records book. A claim is a document that is completed by an employee after they have
completed a particular duty (e.g lecturing) usually for self funding programs and
overtime duties like cleaning or security work.
We were tasked as a section to clear the backload on accruing claims and meet the
deadline set for their payment which was set as the first week of February.
I also completed the input form 3s pertaining to garnishee details as well as the
relevant input inform for retrieval of revolving loan payments made to certain
individuals. This section also dwells much on pay-well codes as they differentiate the
details of payment made towards the individual or even the deduction.
Assessing employees on their credit worth to apply for loans whether internally or
externally, and providing them with attachments to submit to the relevant recipient on
their request to undertake a loan.
Photocopying letters of appointment and assumption of duty as part of attachments to
the input forms and file copies.
Week twenty (26-30 January)



I captured other claims that came into the section again into the claims records book.
I filled journal vouchers and made copies that went to the D. Bursar of Accountancy
and Management Systems.
Office management-keeping records in order, attending to client queries, answering
and making phone calls.
DUBE ZIBUSISO (P0127097X)
Page 20


Assessing employees on their credit worth to apply for loans whether internally or
externally
In this week we had to report for work during the weekend to clear the backload on
pending claims and commence the months’ normal payroll. I filed claims according to
their respective departments as well as filing reconciliations to their votes. I then had
to compile batches on these claims as they had to be paid .As a very critical form of
control we had to reference all the processed claims so that we don’t ever double pay
them. Lastly I had to make soft copies on excel on the batches and email them to C
Mthethwa for checking.
Supervisor’s Signature…..………………
DUBE ZIBUSISO (P0127097X)
Page 21
Month of February
Date: 02/01/15 to 27/02/15
Week twenty one (02-06 February)











This week required us to clock in extra hours above our normal working hours as we
needed to clear a backload that included the January normal run as well as the Special
run to clear pending claims.
Completing input form 3s ,that is, batches on claims to be paid.
Manually preparing payment vouchers on claims to be paid.
Checked batches and the audit trail printed out by F. Ncube
I made an assessment on a salary advance request by an employee.
Tasked to retrieve a few journals from Mrs. Ndebele.
Calculating overtime amount accruing to employees.
Completed soft copies on batches captured
Sent to Central Stores on Wednesday to collect stationery to be used in our
department.
Creation of new employees by completing input form 1s for them
We had to compile payslips for every department , as we had completed the January
normal payroll.
Week twenty two (09-13 February)




We started this week by completing input forms for the current months’ payroll then
filing this data.
Records management- filing the adjustment sheets of the previous months’ payroll
processed input i.e all batches compiled and reports.
This week the section was also required to put in extra hours to attend to the extra load
of processing claims submitted .Hence we had to create some part time employees
who were not in the Paywell system to enable them to be paid what is due to them.
The batches in question were then captured into the system including the newly
created part time employees. We then checked the batches with the output print out.
I had to make assessments on salary advance request and take them for authorization
to the relevant signatories, after which I raised payment vouchers on these requests to
enable them for payment after completing a tax check by calculating PAYE and AIDS
Levy. Record and made a copy of the P.V as a control measure to enable the
appropriate deductions to be effected on these individuals when the normal run was
DUBE ZIBUSISO (P0127097X)
Page 22


being processed .Also made assessments on a revolving loans request and as well as a
NUST book shop credit assessment.
Calculated the Revolving loan principal, plus interest charges for an employee, then
deriving the monthly installments to be paid. I then completed a batch, inputting this
information.
We compiled all the payslips printed out for the special run
Week twenty three (16-20 February)







Record Management-filed the rest of the documents that were captured when the
normal payroll for January was being processed, to their respective personal files.
Manually compiled the input for the current months’ payroll i.e completing the
relevant payroll forms.
Office management-keeping records in order, attending to client queries, answering
and making phone calls.
Manually calculated pension contributions by both the employee and the employer
(which 6.5% by employee and 7.5 by employer on behalf of the employee).
Processed manual payments for employees who had not received their salaries
Assisted in checking the budget allocation on claims paid with the actual amount paid.
Manually calculating cash in lieu of pension to be given to an employee.(7.5% of
gross income).
Week twenty four (23-27 February)
In this week I worked in the Medical Aid office occupied by M.G Khumalo. There are six
different medical aid policies that the NUST employees can choose to be covered with and its
mandatory that from temporary full time to full time employees be covered by at least one.
Medical Aid cover is also remitted, whereby 20% of the amount is contributed by the
employee while the remaining 80% contributed by the employer on behalf of the employee.



Records management-filing of personal documents to their respective personal files.
Taking payment vouchers to the relevant signatories for authorization.
Reconciling the January normal run and the Special Run control reports. This involves
checking the payroll control report print out against the manual compilation tamp let
on excel.
DUBE ZIBUSISO (P0127097X)
Page 23





Validation of errors-checking the audit trail for February payroll and batches produced
from the input captured into the system as well as reconciling the internal payroll
reports with the reports received from banks.
Compiling the input for claims to be paid in the special run.
Compiling input for arrears on medical aid contributions and in some cases prepared
input for employees joining medical aid.
Tasked with reconciling a medical aid report sent by PSMAS in contrast with the
report produced in the section
Tasked by the Head of Section of Budgetary Control to reconcile the report produced
from the section of Common Room contributions by employees in contrast with the
report produced from the Salaries and Benefits section
Supervisor’s Signature..…………………
DUBE ZIBUSISO (P0127097X)
Page 24
Month of March
Date : 02/03/15 to 13/03/15
Week twenty five (02-06 March)








Tasked with creating and re-instating employees terminated on the payroll system.
Had to go to Paynet offices in town to collect softcopies of Old Mutual as per request
by my superior.
Manually compiling input by capturing claim data into batches then making the
relevant soft copies.
Retrieving payment vouchers from Payments Section raised on revolving loans issued
to a number of employees so as to address client queries and also others raised on
claims for payment to be processed
Preparing journal vouchers to rectify accounts of individuals with figures erroneously
posted to their accounts
Reconciling the control report of the February special run, which comprises of all the
earnings and deductions.
Validation of errors-batch checking as well as checking the audit trail
Payslips compilation-tearing ,folding and stapling then grouping them by departments
for orderly collection
Challenges
Process of retrieving claims and was very difficult as some of the advances had been paid a
long while back and hence locating the file in which claims were filed into was very
challenging.
We were not allowed to detach the original claims thus we had to photocopy the documents
and that made the whole process even longer and time consuming considering that the section
continued with their operations hence we had to give them first preference if they needed to
use the files or equipment we wanted to use.
Week twenty six (09-13 March)


Compiled the cheque report for the February special salary run by raising payment
vouchers for the individuals after sourcing out their banking details.
Tasked with compiling a tax check for employees contracted to provide their services
for a number of days hence had to apply the daily tax rate to calculate the PAYE and
AIDS Levy.
DUBE ZIBUSISO (P0127097X)
Page 25




Since we had reached the 10th, started compiling input for the March normal run.
Tasked with creation of employees by manual compiling their personal information
into relevant forms
Inputting data on medical aid issues, completing input form 1’s for employees joining
a medical aid cover, while others are switching to a different scheme or medical aid
cover altogether, last but not least some will be adding other dependants .Then
compiled a batch for individuals with medical aid arrears.
Records management-filing of individual documents to personal files
Secretarial duties-tasked with drafting a Memorandum to send to the Paynet
Consultant requesting the section’s queries to be addressed as the sections’ secretary
was unavailable on the day.
Supervisor’s Signature…………………
DUBE ZIBUSISO (P0127097X)
Page 26
Asset and Risk Management
Month of March
Date: 16/03/15 to 31/03/15
Week twenty seven(16-20 March)



This week was mainly dedicated to orientation processes in respect to what this
section contributes to the institution.
Tasked with retrieving payment vouchers raised on current years’ asset purchases
from Payments Section then make copies for our own use in updating the Asset
Register
Records management-filing of 2015 payment vouchers on asset purchases to their
respective votes
Week twenty eight(23-27March)
 Quotation sourcing-had to source out quotations on complete motor vehicle tyres from
at least three companies to enable arrangements to be made on purchasing the product.
 Tasked to go drop off a discharge form to the institutions insurance administrator in
town(Zimbabwe Insurance Brokers)
 Office management-keeping records in order, attending to client queries, answering
and making phone calls.
 Records management-filing of pending claim forms for the current year
 Reconciling the report produced by the Salaries Section for individual motor insurance
current month contributions
Challenges
Files I was tasked to retrieve payment vouchers on were not sequentially arranged prompting
the process or duty assigned to be time consuming as well as facing difficulties in locating
them
DUBE ZIBUSISO (P0127097X)
Page 27
Observations and recommendations
I quickly observed that in some cases some departments may purchase assets for their use and
the Section is unaware of such only until we retrieve the respective payment vouchers
prepared on the assets in question. Thus I would strongly recommend that a system be put up
that enables each and every department prior to incurring the assets expenditure liaise with the
Asset Management section to enable the register to timely updated and allows a systematic
accountability of the assets.
Week twenty nine(30 March-02 April)
 Asset verification-this involved physical verification of assets which includes
reconciling the asset register with the physical assets in the department in question
 Records management-filing of office documents. These documents included asset
removal requests and asset requisition forms
 Retrieval of motor vehicle registration books-this was so to assist a department which
needed the registration book of their allocated vehicle
 Updating the asset register. I had to enter the details of computer equipment issued by
the university shop to a department for their office use
 Office management-attending to client queries and attending to phone calls. Most
queries were about their insurance cover for their personal vehicles
 Retrieving proof of payment from the Payments section of Non Motor Insurance cover
DUBE ZIBUSISO (P0127097X)
Page 28