DG Contract Management DG Contract Management

Contract ManagementContract Management

1. Contract Management1.1Contract Obligations & Disbursement Requirements1.2 Chamber Contract Evaluation Form1.3 Learner Information Form1.4 Contract Amendments’ Process1.5 Logbooks / Attendance Registers / Learner Allowances

2. Learner Tripartite Agreement

3. Skills Program Registration Form

1. Contract Management1.1Contract Obligations & Disbursement Requirements1.2 Chamber Contract Evaluation Form1.3 Learner Information Form1.4 Contract Amendments’ Process1.5 Logbooks / Attendance Registers / Learner Allowances

2. Learner Tripartite Agreement

3. Skills Program Registration Form

CONTRACT MANAGEMENTCONTRACT 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 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 MANAGEMENTCONTRACT MANAGEMENT

• 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 & obligationsNOTE: 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

• 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 & obligationsNOTE: 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 MANAGEMENTCONTRACT MANAGEMENT

Contract Amendment Process

• 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 Amendment Process

• 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 MANAGEMENTCONTRACT MANAGEMENT

Logbooks, Learner Allowances & Attendance Registers

• 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

Logbooks, Learner Allowances & Attendance Registers

• 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 AGREEMENTLEARNER 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)

• 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 InvoicingClaims Processes and Invoicing

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 claimThe 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 1: Company submits claim

The chamber receives & records the claim in the received claims record book.

Step 2: Assistant ETDP/Contract Admin assesses the claimThe 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.

Process

Step 3: ETDP verifies claimAll 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 EOThe 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.

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 R40, 000.00For 10 learners

Tranche 1

Amount Due R40, 000.00

VAT -Amount Due R40, 000.00

344 Pretoria Avenue, Sonsono Building, Randburg, 2125.TAX INVOICE

Date: (Date submitted to TETA)Amount

TETA7/DG000, Learnership on Professional driving R40, 000.00For 10 learners

Tranche 1

Amount Due R40, 000.00

VAT -Amount Due R40, 000.00

Contracts ManagementTypical problems and solutionsContracts ManagementTypical 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.

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 Challenges facing the Chamber

Currently displaced Difficulties to access documentsAccessibilityNon co-operation from stakeholdersQueries non responded to by

stakeholdersPoor reporting from StakeholdersTurn around times

Currently displaced Difficulties to access documentsAccessibilityNon co-operation from stakeholdersQueries non responded to by

stakeholdersPoor reporting from StakeholdersTurn around times

For Further InformationFor 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

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 EndThe End