DG Contract Management
Contract Management
1.
Contract Management
1.1Contract Obligations & Disbursement Requirements
1.2 Chamber Contract Evaluation Form
1.3 Learner Information Form
1.4 Contract Amendments’ Process
1.5 Logbooks / Attendance Registers / Learner Allowances
2.
Learner Tripartite Agreement
3.
Skills Program Registration Form
CONTRACT MANAGEMENT
Contract Obligations & Disbursement Requirements
• Receipt of contract by Employer
• Contract must be signed by the designated signatory of the Company –
Chamber requests details of the signatory to the contract to also be
submitted e.g. Name & E-mail address
• Contract to be returned signed to the Chamber by NO LATER than
date stipulated in the communications – if not returned it will be
cancelled immediately and funds reallocated to other projects
• The 1st tranche claim can be submitted simultaneously together with
your contract or alternatively no later than date that will be stipulated on
the contract – upon meeting all obligations
• Chamber registers the contract on the TETA system
CONTRACT MANAGEMENT
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Your contract is a LEGAL document!!!!!!; the contract is wider than merely
accounting for the number of people being trained
Remember the starting point of all payments! – Your contract. Take special
consideration of ALL your contractual obligations
Company to manage project & contract; Submit tranche claims as per contract
dates & obligations
NOTE: All tranche claims MUST be submitted with the relevant supporting
documentation as per disbursement obligations, in order for payment to be
made
Any constraints and or changes MUST be communicated to the Chamber in
writing before the tranche due date
Company has 14 days after the due date as per the contract to submit relevant
and due tranches before the Chamber takes corrective action e.g. letter of
reprimand for breach of contract and or cancellation of contract by the
TETA funding is ONLY available for a two year window period (See note and
date on your contract)
Final tranche payments will only be made on submission of a final report from
the EXTERNAL MODERATOR
CONTRACT MANAGEMENT
Contract Amendment Process
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Any requests for amendments to your contracts must be communicated to the
Chamber in writing – It must be supported by a written motivation signed by a
company authority, especially for extension purposes
If there is a dramatic reduction in the number of learners, you must
communicate this to the Chamber ASAP in writing also signed by a company
authority, of which the surplus funding will be allocated to other projects by the
TETA – However, if we see from your progress reports that the numbers have
reduced, we will reduce funding accordingly and reallocate the funding to other
projects as it will be considered a non performance of the company with
regards to the contract
Any amendments to contracts will only be signed by the TETA CEO
Should you be in doubt, contact the Chamber
CONTRACT MANAGEMENT
Logbooks, Learner Allowances & Attendance Registers
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Logbooks MUST be kept for learners on Learnerships, and they MUST be
signed off weekly by their Mentor
Workplace & Provider attendance registers MUST be signed by the learners
and copies thereof must be submitted with your tranche claims and made
available during an audit process
Learner Allowances MUST be in line with the DoL determination document /
Chamber may request proof thereof for audit purposes and or must be
submitted with your tranche claims eg copies of payslips or letter from company
confirming that the allowance is in accordance with DoL determination
document
As the Chamber cannot possibly audit each company, we request that you
submit a letter with each tranche claim, signed by a company authority
confirming that the above was in place and is being adhered to for that period.
The above are part of your broader contract obligations, but may not be part of
your disbursement obligations AND are subject to an audit by the Chamber
LEARNER TRI PARTITE AGREEMENT
• A Learner Agreement MUST be completed and submitted to the
Chamber for each learner registered onto a learnership together with a
copy of identification of each learner (one of the contract obligations)
• The Chamber will register this agreement onto the TETA SMS system
which is linked to the National Learner Record Database (NLRD) of
SAQA
• The correct learner information must be filled in on the agreement as it
could be rejected by the system if the information is not complete
• TETA can only issue certificates if the above information is captured on
the NLRD (and subject to completion and signing off by External
Moderator appointed by TETA)
Claims Processes and Invoicing
Process
 Step 1: Company submits claim
 The chamber receives & records the claim in the received
claims record book.
 Step 2: Assistant ETDP/Contract Admin assesses the claim
 The following are assessed:
 Invoice – Date, contract number, amount being claimed.
 Documents – Are they as per disbursement obligations
(contract)
 Capture learners/Spreadsheet
 Claim is compiled and sent to ETDP for verification.
Step 3: ETDP verifies claim
All documents are verified & claim is signed off if
everything is in place then claim is submitted to the
Executive Officer. (addendum/documents, etc)
If there are any outstanding documents, the SDF is
notified & the claim will be placed on hold. Until all
supporting documents are submitted.
Step 5: Claim sent to EO
The EO signs off the claim & returns it to the Assistant
ETDP
Step 6: Claim submitted to finance
The chamber submits the claim to the finance
unit in order for the payment to be effected.
All claims must be accompanied by an Invoice,
Signed and stamped banking form and a
cancelled cheque. Invoice should not include
vat.
344 Pretoria Avenue, Sonsono Building, Randburg, 2125.
TAX INVOICE
Date: (Date submitted to TETA)
Amount
TETA7/DG000, Learnership on Professional driving
000.00
For 10 learners
R40,
Tranche 1
Amount Due
R40, 000.00
VAT
Amount Due
R40, 000.00
Contracts Management
Typical problems and solutions
 Contracts dragging longer
 Service provider not accredited
 Intervention / programme not NQF aligned and not
accredited.
 Learner certification; if certificates cannot be issued
due to accreditation related problems this has a
negative impact on the processing of the final tranche
of the Funding contract.
 Poor management of implementation of project. This
results in project falling out of the time frame of the D
G Funding contract.
 Learner drop outs could result in reduced funding of
the contract and Chamber targets are also affected.
Challenges facing the Chamber
 Currently displaced
 Difficulties to access documents
Accessibility
Non co-operation from stakeholders
Queries non responded to by
stakeholders
Poor reporting from Stakeholders
Turn around times
For Further Information
Telephone:
(011) 781-1280
Fax:
(011) 886-2502/781 3371
Cell Phone:
083 626 0054
Email:
tuelo@teta.org.za
Website:
www.teta.org.za
The End