Policy – Subsistence and Travelling Allowance Policy
Subsistence and Travelling Allowance Policy
The policy document that is provided is an example of how a school can ensure that monies that need to be reimburse to staff is done within the confines of the SASA and the Education Act.
Any monies that are available to be paid as Subsistence and travelling allowances must have been approved by the parents at a special budget meeting to approve the Budget for the following year.
No monies may pe paid out of school funds unless it has been budgeted for. Monies supplied by the state as a subsidy may not be used for this purpose.
Below is an example of a claim form for:
LEaddersHIP ACADEMY
CLAIM FOR SUBSISTANCE AND TRAVELLING ALLOWANCE
NAME OF APPLICANT: …………………………………………………………….
OCCASION AND SERVICE: ………………………………………………………..
……………………………………………………………………………………….
DATE: ……………………….
A. TRAVELLING EXPENSES WITH PRIVATE TRANSPORT
TRAVELLED FROM: …………………………….. TO ………………………………
DEPARTURE: ……H…..ON …./…./….. RETURN ……H…..ON …./…./……
VEHICLE USED: Make and year: ………………………………………………..
Engine capacity:………………………………………………..
PAYMENT AS PER VEHICLE CONSUMPTION:
……………..Km travelled + …………..km/l =……… X …….(price per litre)
ANMOUNT CLAIMED: ………………………..
APPLICANT:……………………………….DATE:……………………
HOD/DEPUTY:……………………………DATE:……………………
PRINCIPAL:………………………………..DATE:……………………
Download the word document from the sidebar and personalise it to your school’s requirements.
LEaddersHIP ACADEMY
CLAIM FOR SUBSISTANCE AND TRAVELLING ALLOWANCE
NAME OF APPLICANT: …………………………………………………………….
OCCASION AND SERVICE: ………………………………………………………..
……………………………………………………………………………………….
DATE: ……………………….
B. TRAVELLING EXPENSES WITH PUBLIC TRANSPORT
(To be handed to the Principal for authorisation on the 1st 1nd 15 of each month)
TRAVELLED FROM:……………………………… TO ………………………………
DATE: ………………………………………AMOUNT:……………………………….
TRAVELLED FROM:……………………………… TO ………………………………
DATE: ………………………………………AMOUNT:……………………………….
TRAVELLED FROM:……………………………… TO ………………………………
DATE: ………………………………………AMOUNT:……………………………….
PUBLIC TRANSPORT: AMOUNT CLAIMED: ……………………………………
APPLICANT:……………………………….DATE:……………………
HOD/DEPUTY:……………………………DATE:……………………
PRINCIPAL:………………………………..DATE:……………………
Download the word document from the sidebar and Personalise it to your school’s requirements.
LEaddersHIP ACADEMY
CLAIM FOR SUBSISTANCE AND TRAVELLING ALLOWANCE
NAME OF APPLICANT: …………………………………………………………….
OCCASION AND SERVICE: ………………………………………………………..
……………………………………………………………………………………….
DATE: ……………………….
C. SUBSISTENCE DAY ALLOWANCE (MORE THAN 24 HOURS)
DEPARTURE: ……H…..ON …./…./….. RETURN ……H…..ON …./…./…… FI
TOTAL NUMBER OF DAYS AND HOURS:………………………………………
PAYMENT AS PER DEPT. SCALE:
AMOUNT CLAIMED: ……………………………………
TARRIF: R………………………. PER DAY / R ……………………… PER HOUR
(INCIDENTAL EXPENSES / FIX DAILY S & T)
APPLICANT:……………………………….DATE:……………………
HOD/DEPUTY:……………………………DATE:……………………
PRINCIPAL:………………………………..DATE:……………………
Download the word document from the sidebar and Personalise it to your school’s requirements.
LEaddersHIP ACADEMY
CLAIM FOR SUBSISTANCE AND TRAVELLING ALLOWANCE
NAME OF APPLICANT: …………………………………………………………….
OCCASION AND SERVICE: ………………………………………………………..
……………………………………………………………………………………….
DATE: ……………………….
D. SUBSISTENCE DAY ALLOWANCE (LESS THAN 24 HOURS)
DEPARTURE: ……H…..ON …./…./….. RETURN ……H…..ON …./…./…… FI
- PAYMENT WITH PROOF OF MEALS, PARKING, TOLL FEES ETC.
- MEALS AMOUNT : ………………………………………..
- PARKING AMOUNT : ……………………………………..
- TOLL FEES: …………………………………………………..
AMOUNT CLAIMED: ………………………………………………
2. PAYMENT WITHOUT PROOF
NO SLIP TARRIFF: R…………………………………………………
AMOUNT CLAIMED: ……………………………………………….
APPLICANT:……………………………….DATE:……………………
HOD/DEPUTY:……………………………DATE:……………………
PRINCIPAL:………………………………..DATE:……………………
Download the word document from the sidebar and Personalise it to your school’s requirements.
IT IS IMPORTANT TO NOTE THAT THESE APPLICATION CAN BE DESIGN TO BE FILLED IN AS ONE (see attachments) FORM OR AS SEPERATE FORMS DEPENDING ON THE THE REQUIREMENTS OF THE SCHOOL.
These forms act as guidelines and support to the principal and his staff.
There is no intention for it to be presctibtive but is there to add value to the role that the principal play as the Accounting officer within his/her school.
The complete Subsistence and Allowance claim form that requires only one set of signatures, is ideally for the purpose where submission for reimbursement is done on a quarterly basis for the year.
FOR CLARITY
In some case an advance can be given for expenses instead of the expectation that staff must first pay out oftheir own finances. The subsistence and Allowance form gives the Bursar approval to pay out monies to the appilicant. It is also the responsibility of the Bursar as well as the Principal to ensure that monies requested are balanced out against the approved Budget.
Additional to these forms is also a declaration form to verify that in some cases public transport were use but no slips were provided.
It is always in the best interest of the employer and the employee that clear policies are in place to reduce the likelyhood of mismanagements of and non-accountabilitity of funds spent.
(see two additional forms under attachments)