Status: Approved Custodian: Human Resources Directorate Date Approved: 2013-07-17 Implementation date: 2013-07-18 Decision number: SAQA 14100/13 Due for review: 2016-07-16 File number Page 1 of 10
TABLE OF CONTENTS Contents 1. PREAMBLE...3 2. PURPOSE...3 3. OWNERSHIP...3 4. SCOPE OF PRACTICE...3 5. TYPE OF POLICY...3 6. DEFINITIONS...3 7. APPROVAL...4 8. COSTS ASSOCIATED WITH RELOCATION...4 9. APPENDIX A...7 Page 2 of 10
1. PREAMBLE POLICY ON RELOCATION The South African Qualifications Authority (SAQA) endeavours to attract, employ and retain competent employees. If such candidate resides outside the geographic boundaries of the Gauteng Province, SAQA accepts the responsibility to meet, within reason, the relocation costs to be incurred by such an employee. 2. PURPOSE The purpose of this policy is to define and regulate the circumstances and conditions in which relocation costs may be paid. 3. OWNERSHIP The Human Resources Directorate is the custodian of this policy. 4. SCOPE OF PRACTICE 4.1. This policy applies when: SAQA employs persons with specialised, critical and/or scarce skills who reside outside the geographic boundaries of Gauteng. Candidates are offered permanent positions or fixed term contracts of at least five years in duration. 4.2. This policy is applicable to the employee and his/her immediate family. 5. TYPE OF POLICY This policy is of an operational nature. There is no procedure accompanying this policy. 6. DEFINITIONS 6.1. Employer - The South African Qualifications Authority (SAQA) 6.2. Employee - A person who has accepted an offer of employment with SAQA. 6.3. Employee s immediate family - The employee s spouse/life partner and dependent children. 6.4. Interim accommodation - A temporary place to stay while an employee is actively looking for permanent accommodation. 6.5. Household: A household consists of a person, or a group of persons, who occupy a common dwelling 6.6. Household effects The furniture and contents of the primary dwelling occupied by a household. Page 3 of 10
7. APPROVAL The requirement for relocation should be determined at the interview stage of the recruitment process. The appointment of a prospective employee requiring relocation must be approved by the Chief Executive Office 8. COSTS ASSOCIATED WITH RELOCATION SAQA will take responsibility for the following expenses: 8.1. Visit to new location A reasonable amount in respect of the actual travel and subsistence expenses will be payable to the employee and one other member of his / her household in respect of a visit to the new domicile in order to search for suitable accommodation. SAQA will pay for not more than two days excluding travelling time. The necessary documentary proof needs to be submitted for approval with the claim as per the attached claim form. 8.2. Transportation of individuals Transportation costs by road, first class rail or economy class air fare, whichever option proves to be the most cost-effective and practical, will be paid from the old to the new place of domicile. This will be paid in respect of the employee and his /her immediate family. 8.3. Transportation of goods Transportation costs of the removal of all furniture and household effects as well as one motor vehicle owned by the employee will be paid. The employee is responsible to obtain and submit three quotations in advance from reputable cartage contractors. Transportation costs will include the insurance costs in respect of the goods whilst in transit as well as storage costs for a maximum period of 3 (three) months. 8.4. Relocation Allowance A relocation allowance will be payable for an amount equal to one months basic salary plus pensionable allowances to compensate for incidental expenses which are typical of relocation. This allowance may be adjusted given specific circumstances upon the submission of a motivation to and approval by the Chief Executive Officer. 8.5. Interim Accommodation 8.5.1 Interim accommodation will be provided including a garage or covered parking. The interim accommodation will be up to the level of a 3 (three) star hotel or a comparable alternative. Accommodation expenses include Page 4 of 10
rooms, two meals per day and laundry costs (all of which are to be supported by valid vouchers). All other expenses are for the employee s own account. Interim accommodation will be provided for maximum of two months. 8.5.2 SAQA will reserve the right to arrange the interim accommodation but could consent to arrangements made by the individual when it appears to be reasonable and cost effective. 8.6. Reimbursive expenditure Payment of subsistence costs will be made subject to SAQA s Policy on Reimbursive Expenditure. 8.7 Deferment of Relocation It is acknowledged that, due to some circumstances, it may not always be possible for an employee to relocate his/her household on resumption of duties. This may be due to the employment offer being made mid-school term, spouse/life partner not immediately able to relocate. Should this be the case, the newly appointed employee may apply to have his/her relocation deferred for a period of not more than six months from the date of assumption of duty. 8.7. Reimbursements Period Should the employee leave SAQA of his / her own accord or as a result of misconduct or poor performance, within 3 years (36 months) from the date of relocation, the employee will be obliged to reimburse SAQA for all costs incurred as follows: 0-6 months 100% of total costs incurred > 6-12 months 80% of total costs incurred > 12-24 months 60% of total costs incurred > 24-36 months 30% of total costs incurred The employee must sign a contract with SAQA wherein the above is acknowledged. An agreement to the effect that interest, in line with the Treasury Guidelines will be payable on any outstanding debt where the employee defaults on agreed terms of repayment as captured on the acknowledgement of debt, where applicable will be included. Page 5 of 10
The agreement must be signed within four months of the employee s commencement of duties or no later than seven months where relocation has been deferred in terms of clause 8.6 In the case of retrenchment or termination due to ill health, the reimbursement requirement may be waived by SAQA. Page 6 of 10
APPENDIX A AGREEMENT ON RELOCATION EXPENSES ENTERED INTO BETWEEN THE SOUTH AFRICAN QUALIFICATIONS AUTHORITY AND (The Employee). The Employee was relocated from to and commenced his/her service on.. in the capacity as.. 1. According to the Relocation Policy The Employee qualified for the following costs to be paid by the employer, the South African Qualifications Authority (SAQA): 1.1. Moving of furniture, household items and vehicle. 1.2. Two months of accommodation. 1.3. One months basic salary. 1.4. Travel costs 2. The following conditions will apply; Should the employee leave the SAQA of his/her own accord or as result of misconduct or poor performance, within three (3) years from date of appointment, then The Employee will be obliged to reimburse SAQA for all costs incurred as follows: 0-06 months 100% of total costs incurred >06-12 months 80% of total costs incurred >12-24 months 60% of total costs incurred >24-36 months 30% of total costs incurred Page 7 of 10
In the event of such termination, the employee will be required to repay the applicable amount in terms of an acknowledgement of debt and will be liable to pay interest in line with Treasury guidelines, on any outstanding amount due to defaulting on repayment. SAQA shall be bound to recover the money referred to herein including all other charges that may arise as a result of the default including but not limited to the legal fees and penalties 3. In the case of retrenchment or termination due to ill health, no reimbursement period will apply. 4. Details of relocation expenses are as follows: Moving furniture, household items and/or vehicle Accommodation Expense claim form (flights, petrol, meals) One month s basic salary allowance Total Page 8 of 10
5. Acknowledgment of debt I., hereby acknowledge that SAQA has incurred expenses to the amount of R (in respect of relocation costs). I hereby agree to the above terms and conditions and accordingly append my signature as such: The Employee Signed on this.. day of 20. at Pretoria.... SAQA Designated official (Duly Authorised) For and on behalf of SAQA on this. day of 20 at Pretoria. Page 9 of 10
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