UMnyango WezeMfundo
Department of Education
Lefapha la Thuto
Departement van Onderwys
Circular 37/2006
Date:
Topic
Enclosures
Distribution
Procedure for and Information on
the Changing of Bank and Bond
Accounts and / or Institutions
Annexure A: Procedures
Annexure B: Stop Order
Annexure C: Pro Forma Letters



Enquiries
25 July 2006
All Divisional Managers and Senior Managers
at Head Office and District Offices
All Employees
All Unions and Relevant Non-Governmental
Organisations
Relevant HRA Officials in District / Head Office
On request, this circular will be made available in Afrikaans, isiZulu or Sepedi within 21 days
Also available on the GDE website at: www.education.gpg.gov.za
Office of the Head of Department
Room 1009, 111 Commissioner Street, Johannesburg, 2001
PO Box 7710, Johannesburg, 2000
Tel: (011) 355 1511 Fax: (011) 333 5546
E-mail: ceogde@gpg.gov.za OR mallelep@gpg.gov.za
PROCEDURE FOR AND INFORMATION ON THE
CHANGING OF BANK AND BOND ACCOUNTS AND / OR
INSTITUTIONS
1.
PURPOSE
The purpose of this circular is to:
1.1
Ensure the effective and timeous processing of employees’ salaries and
bond payments into valid / correct employee bank accounts.
1.2
Ensure that all newly appointed employees and current employees are
aware of their responsibility regarding timeous notification of changes to
their personal circumstances such as banking details, sale of property,
changes in bond holder, etc. and the resultant impact of failing to do so.
1.3
Ensure that personnel in HRA: Conditions of Service at the Gauteng
Department of Education (GDE) and HR: Reward & Retain at the
Gauteng Shared Service Centre (GSSC), who together are responsible for
processing these changes, are aware of the impact of delays in
implementation.
1.4
Highlight the terms of the Service Level Agreement and the time frames
applicable to HRA Offices and GSSC to ensure that processing is done
timeously.
2.
EFFECTS OF INCORRECT BANKING DETAILS
Where the banking details of employees are reflected incorrectly on the PERSAL
system, the following problems will arise:
2.1
Delays will occur in the payment of employee salaries, bond and third
party payments.
2.2
The creation of unnecessary employee-related creditors in the form of the
PERSAL housing and PERSAL ACB salary recall accounts may continue
as long as account details are incorrect.
2.3
Additional and unnecessary departmental administrative costs will be
incurred. Administrative resources, which could have been used more
efficiently elsewhere, may be required for the ongoing follow-up actions of
unpaid personnel salaries and bond payments.
2.4
The salaries and bond payments of employees will be transferred into
closed or invalid bank accounts, resulting in debit orders and other
deductions not being paid and the individual incurring related costs.
English: Page 2 of 11
3.
RESPONSIBILITIES OF EMPLOYEES
3.1
It is the responsibility of the employee to timeously inform HRA:
Conditions of Service of changes to his / her banking and / or bond details.
3.2
It is the responsibility of the employee to ensure that all documents are
completed accurately and all supporting documents are attached and
submitted at the same time. Individually submitted documents can not be
processed.
3.3
It is required that the employee consult the tables in Annexure A to ensure
that the correct procedure is followed and the correct documents are
submitted.
3.4
Submission of documents directly to the GSSC is not permitted. The
Gauteng Department of Education (GDE) will not take responsibility for
such documents.
3.5
It is the responsibility of the employee to ensure that monies are
being transferred into the new account before the old account is
closed.
4.
RESPONSIBILITIES
EDUCATION (GDE)
4.1
The GDE must communicate to all new and existing employees the
importance of informing the GDE of changes in their banking details. This
can be done by means of departmental induction programmes,
memorandums, circulars, etc.
4.2
The GDE must ensure that all documents are correct. Copies of correct
documents must be made and the date of receipt must be recorded on the
form. These copies must be filed and listed on the folio index of the file.
4.3
The GDE must advise employees in writing of incorrect / incomplete forms
(Annexure C1).
4.4
The GDE must forward forms to the GSSC within two (2) days of receipt of
correct / corrected forms.
4.5
Employees must be advised in writing of the date from which the account
details have been changed (Annexure C2).
5.
ACB CREDITS (RETURNED PAYMENTS)
5.1
HRA at District Offices will receive a monthly list from Head Office
indicating the employees whose bank accounts have been closed and
where deposits (salary and bond) could not be made.
OF
THE
GAUTENG
DEPARTMENT
OF
English: Page 3 of 11
5.2
HRA units at District Offices are required to contact these employees and
advise them of the problem (Annexure C3 & C4).
5.3
HRA units at District Offices are responsible for documentation related to
the re-processing of the payment.
______________________
MALLELE PETJE
HEAD OF DEPARTMENT
English: Page 4 of 11
Annexure A (page 1)
PROCEDURE TO CHANGE BANK ACCOUNT DETAILS ONLY
 Complete F1030. Bank completes and stamps relevant section.
 Complete the Audit 1 form and attach a copy of the last salary
Employee
consults a
bank
advice.
 F1030, Audit 1 form, copy of salary advice and a certified copy of
the identity document submitted to HRA: Conditions of Service at
the appropriate District Office.
 The date of submission will be critical to effect the changes and
note must be made of the dates that PERSAL closes for salary
runs.
 A period of 25 days must be allowed for the change to be effected
on the salary. The change may be reflected on PERSAL, but be
too late for the salary run.
 Employees are responsible for advising any third parties of the
changed banking details.
Where possible, it is advised
that the previous account is
not closed until a salary has
been paid into the new
account.
PERSAL closes on the last
Friday of the previous month
for salaries paid on the 15th
and on the Friday prior to the
15th for salaries paid at the
end of the month.
PROCEDURE TO CHANGE BANK ACCOUNT DETAILS WHERE ONLY THE BOND ACCOUNT NUMBER AND / OR INSTITUTION
HOLDING THE BOND HAS CHANGED
 Complete Stop Order for Housing Loans.
 Obtain letter stating the registration date, account number, loan
Employee
consults a
bank /
institution
granting bond
amount, monthly instalment and interest rate of the new bond.
 Obtain a statement from the previous bond account, showing a nil
balance.
 Stop order, statement showing nil balance, letter and a certified
copy of identity document submitted to HRA: Conditions of
Service at the appropriate District Office.
 The date of submission will be critical to effect the change and
note must be made of the dates that PERSAL closes for salary
runs.
 A period of 25 days must be allowed for the change to be effected
on the salary. The change may be reflected on PERSAL, but be
too late for the salary run.
 Where possible, it is advised
that the previous account is
not closed, but a nil balance
is maintained until a payment
has been made into the new
account;
OR
 Changes should be
submitted no later than 3
days after a payday for this
to be effected for the
following month.
English: Page 5 of 11
PERSAL closes on the last
Friday of the previous month
for salaries paid on the 15th
and on the Friday prior to the
15th for salaries paid at the
end of the month.
Annexure A (page2)
PROCEDURE TO CHANGE BANK ACCOUNT DETAILS AND BOND ACCOUNT DETAILS
 Complete F1030. Bank completes and stamps relevant section.
 Obtain letter stating the registration date, account number, loan
Employee
consults a
bank
amount, monthly instalment and interest rate of the new bond.
 Obtain a statement from the previous bond account showing a nil
balance.
 Completes Stop Order for Housing Loans.
 Complete the Audit 1 form and attach a copy of the last salary
advice.
 F1030, Statement of bond showing nil balance, Stop Order, letter
re new Bond, Audit 1 form, copy of salary advice and a certified
copy of the identity document submitted to HRA: Conditions of
Service at the appropriate District Office.
 The date of submission will be critical to effect the change and
note must be made of the dates that PERSAL closes for salary
runs.
 A period of 25 days must be allowed for the change to be effected
on the salary. The change may be reflected on PERSAL, but be
too late for the salary run.
 Employees are responsible for advising any third parties that may
be affected of the changed banking details.
 Where possible, it is advised
that the previous account is
not closed, but a nil balance
is maintained until a payment
has been made into the new
account;
OR
 Changes should be
submitted no later than 3
days after a payday for this
to be effected for the
following month.
HRA: CONDITIONS OF SERVICE PROCEDURE
Documents
received by
HRA at the
appropriate
District Office /
Head Office
 Documents are checked for completeness and correctness.
 If any documents are incorrect or incomplete ALL documents are
returned for correction / completion within 3 days of receipt. A
letter is attached indicating the problem.
 Where documents are correct and complete an HR6 is completed
and forwarded to GSSC within 3 days of receipt.
 The date on which the change has been made on PERSAL will be
communicated to the employee in writing. This will alert the
employee in the case of possible problems.
English: Page 6 of 11
PERSAL closes on the last
Friday of the previous month
for salaries paid on the 15th
and on the Friday prior to the
15th for salaries paid at the
end of the month.
Annexure B
AFTREKORDER / STOP ORDER
(ten opsigte van behuisinglenings)
(in respect of housing loans)
MOET IN TWEEVOUD VOLTOOI
WORD
TO BE COMPLETED IN DUPLICATE
Ek die ondergetekende
I the undersigned
(a) Volle Naam
Full Name
(b) Rang
Rank
(c) Salaris No.
Salary No.
(d) Betaalpunt
Paypoint
(e) Salariskerf
Salary Notch
(f) ID No.
ID No.
Magtig hiermee die Rekenmeester van die Department van
Hereby authorise the accountant of the Department of
Om maandeliks met ingang van
To deduct monthly with effect from
Die bedrag van
The amount of
20
R
Wat soos volg saamgestel is, van my salaris af te trek en dit aan die verbandhouer te betaal, te wete
Which has been made up as follows and to pay it to the mortgagee namely
rekeningnommer
account number
van wie ek ʼn behuisingslening verkry het, totdat ek of genoemde verbandhouer hierdie aftrekorder
skriftelik kanselleer, of totdat ek hierdie aftrekorder vervang met ’n ander aftrekorder.
from whom I have obtained a housing loan, until such time as I or the said mortgagee cancels this stop
order in writing or until I replace this stop order with another stop order.
(i)
Verpligte kapitaal / rentedelging
Compulsory capital / interest redemption
R
(ii) Vrywillige bykomende kapitaaldelging
Voluntary additional capital redemption
R
(iii) Assuransiepremie
Insurance Premium
R
GETEKEN TE
SIGNED AT __________________
OP HIERDIE
DAG VAN
ON THIS
________ DAY OF _________________ 20 __
___________________________
HANDTEKENING / SIGNATURE
English: Page 7 of 11
Annexure C1
Pro Forma Letter: Incomplete / Incorrect Forms
Enquiries:
Tel:
Ref:
______________200_
Dr./Mr./Ms. _________________
__________________________
__________________________
__________________________
Dear Sir/Madam
RE:
CHANGES TO BANKING DETAILS
The forms which you have submitted to effect a change to your banking details have
been received. The following error(s) were found:
Document
F1030
Stop Order
Outstanding Incomplete
Other
Audit 1
Bond Statement – nil balance
Bond Letter
Salary Advice
Third Party deductions
ID copy originally certified
Please be aware that PERSAL closes on the last Friday of the previous month for
salaries paid on the 15th and on the Friday prior to the 15th for salaries paid at the end
of the month.
The date on which the documentation reaches this office will influence the date of the
implementation of the changes on PERSAL.
Sincerely
__________________
Deputy Director: HRA
District: _____________
English: Page 8 of 11
Annexure C2
Pro Forma Letter: Changes Captured on PERSAL
Enquiries:
Tel:
Ref:
______________200_
Dr./Mr./Ms. _________________
__________________________
__________________________
__________________________
Dear Sir/Madam
RE:
CHANGES TO BANKING DETAILS
Please be advised that the changes requested to your banking details have been
captured and updated on the PERSAL system as specified below.
The changes recorded were:
Change
Bank details for salary purposes
Bond account number
Bond account and institution number
Date of updating change
Sincerely
__________________
Deputy Director: HRA
District: _____________
English: Page 9 of 11
Annexure C3
Returned Salary / Bond – GDE not advised of changes
Enquiries:
Tel:
Ref:
______________200_
Dr./Mr./Ms. _________________
__________________________
__________________________
__________________________
Dear Sir/Madam
RE:
CHANGES TO BANKING DETAILS
This office has been advised that the following monies have been returned due to the
closure of the account:
Salary ______
Bond ______
Other _______
It is noted that you have not advised the Gauteng Department of Education of the
changes.
The forms which you are required to submit to effect any changes to your banking
details are indicated below.
Document
F1030
Stop Order
Audit 1
Bond Statement – nil
balance
Bond Letter
Salary Advice
Third Party deductions
ID copy originally certified
Outstanding Incomplete Other
Please be aware that PERSAL closes on the last Friday of the previous month for
salaries paid on the 15th and on the Friday prior to the 15th for salaries paid at the end
of the month. The date on which the documentation reaches this office will influence
the date of the implementation of the changes on PERSAL.
Sincerely
__________________
Deputy Director: HRA
District: _____________
English: Page 10 of 11
Annexure C4
Returned Salary / Bond – GDE advised of changes
Enquiries:
Tel:
Ref:
______________200_
Dr./Mr./Ms. _________________
__________________________
__________________________
__________________________
Dear Sir/Madam
RE:
CHANGES TO BANKING DETAILS
This office has been advised that the following monies have been returned due to the
closure of the account.
Salary ______
Bond ______
Other _______
It is noted that you have advised the Gauteng Department of Education of the
changes.
Please be aware that PERSAL closes on the last Friday of the previous month for
salaries paid on the 15th and on the Friday prior to the 15th for salaries paid at the end
of the month.
The correction will be made as soon as the change in banking detail is confirmed on
PERSAL.
Sincerely
__________________
Deputy Director: HRA
District: _____________
English: Page 11 of 11