AA01

Records transmittal list

None

ACA03

Student bank account details

When you need to capture student bank account details on
PeopleSoft (for emergencies only).

None

None

None

Request for out of hours system support

AS001

Asset acquisition form

When you need an item (which qualifies to be registered as an asset) to be recorded in the UCT assets register:
EITHER when you want to buy an item (complete this form only);
OR when you have a donated asset (also complete form CD006).

AS001HLP

AS002

This form has been removed, use AS001 combined with CD006 instead.

AS003

Asset re-location form

When an asset belonging to your department or unit is being transferred to another department or unit or to another building.

AS003HLP

AS004

Asset retirement form

When you wish to, or have disposed of an asset and require it to be removed from the asset register (or retired).
Reasons for retiring an asset include: scrapping, selling, trading it in, claiming insurance or returning the item to the vendor.

AS004HLP

AS005

New asset under construction

Properties and Services Dept should complete ONE form for EACH new Capital Project (Asset under Construction).

None

AS006

Fixed asset count authorisation

When the departmental count is finished, this form is to be completed and attached to the departmental count sheets for submission to the office of the Financial Manager of the Faculty/Service area

None

BAS01

Goods Movement Permit (Short Loan)

When you want to remove an asset from the campus on a "once-off" basis.

None

BAS02

Goods Movement Permit (Extended)

When you want to remove an asset from the campus on a continual daily basis, e.g. laptop computers, cell phones, etc.

None

BAS03

Application for the Issue of a Third Party Identification and Access Control Card

When you want to apply for an access card for a third party who will be at UCT or need access to UCT structures for some period of time.

BAS03HLP

BAS04

UCT Venue Allocation Request Form (UCT users)

When UCT users want to book a UCT venue for a function (teaching or ad-hoc).

None

BAS05*

UCT Venue Allocation Request Form (non-UCT users)

When non-UCT users want to book a UCT venue for a function. 

None

New third party system user administrator application

Use either when:

·            registering a new third party who is an employee of a UCT contractor, and applying for access to UCT resources,

·            or, for an existing third party who is an employee of a UCT contractor: updating contact details, or renewing or extending access.

When renewing an existing third party, updating personal details or changing access requirements

Note: This is a combined form, and replaces the previous CD002, CD003, CD004 and CD005 forms.

• approval for a fundraising project, and want it to be created on Kidz.
• a pledge, award or notification of a future donation to UCT.
• a donation and want to have it processed to your fund.

CMD01

Application to host an academic event at UCT

Use this form to apply to host an academic event - i.e. a conference, congress, seminar, symposium or workshop.

CO101

This form has been removed, as it is no longer in use.

CO102

This form has been removed, as it is no longer in use.

CO103

Application for Cost Center Maintenance

Use this form when you want to create or maintain a cost center.

For more than 5 requests, please use the CO103 spreadsheet

CO104

Application for Cost Center (CC)  Group Hierarchy Maintenance: Standard Hierarchy

Use this form when you want to create or change a cost center group that is part of the standard cost center hierarchy.

CO105

This form has been removed, as it is no longer in use.

CO106

This form has been removed, as it is no longer in use.

CO107

Application for Real Internal Order Maintenance

Use this form when you want to create or change a real internal order.

For more than 5 requests, please use the CO107 spreadsheet

CO108

This form has been removed, as it is no longer in use.

CO109

This form has been removed, as it is no longer in use.

CO110

This form has been removed, as it is no longer in use.

CO111

This form has been removed, as it is no longer in use.

CO112

Application for Real Internal Order (RIO) Group Maintenance

Use this form when you want to create, change or delete a real internal order group.

CO113

Application for creation of fund/cost object relationships (ZFIT update)

Use this form when you have a new or existing fund or cost centre and you would like to create ZFIT relationships.

None

CO114

Application for deletion of fund/cost object relationships (ZFIT update)

Use this form when you would like to delete ZFIT relationships.

None

CO115

Request for CO reposting

Use this form if you wish to repost costs or revenue from one cost object to another. You CAN repost from a cost center to a RIO, or vice versa, as well as from one cost center to another, or one RIO to another. This form CANNOT be used if you need to change a cost element/GL or a fund. In this case, use a journal instead (FM013).

CO116

This form has been removed, please use CO115

DDB01

Form no longer in use, replaced by DDB07.

DDB02

Form no longer in use, replaced by DDB07.

DDB03

Appointment of Additional Examiners

When appointing additional examiners for a PhD thesis.

None

DDB04 (previously know as DDB03)

Supervisor’s Report

When the supervisor of a PhD candidate reports on the candidate to the Doctoral Degrees Board.

None

DDB05

Recommendation on Examination of Thesis submitted for the Degree of Doctor of Philosophy

When the Committee of Assessors has met and recommends to the Doctoral Degrees Board the status of the examined thesis.

None

DDB06

Certification of Corrections

When the supervisor of a PhD candidate certifies corrections to a PhD thesis.

None

EBE01

Removed

EBE02

Removed

FHS001

Clearance of non-GOB proposals

None

FHS002

Clearance of research proposals (also known as C1)

None

FHS003

Animal Research Ethics Committee - Application Form

None

FHS004

Annual Progress or Final Report Form

For the 2012 HREC guidelines on amendment submissions click here.

Record Reviews/Audits/Collection of Biological Specimens/Repositories/Databases/Registries

Record Reviews/Audits/Collection of Biological Specimens/Repositories/Databases/Registries

FM003

Application to open or change a fund

When you want a fund to be created or changed on SAP.

Note: For assistance on applying for an NRF fund, see: NRF fund maintenance - Applying for new NRF funds.

FM003hlp

FM004

Application for Funds Centre maintenance

When you want a Fund Centre to be created, changed or deleted on SAP.

None

FM005

Expenses Commitment item/ General ledger accounts

This is not a form but a list of expenses general ledger accounts and commitment items for your information.

None

FM006

Revenue commitment item/general ledger account hierarchy

This is not a form but a list of revenue general ledger accounts and commitment items for your information.

None

Note: For assistance in closing an NRF fund, see: NRF fund maintenance - Closing a fund.

FM010

Application for additional budget

When you have insufficient budget in your Fund and you want to apply for additional budget.

None

FM011

Application for transfer of budget

When you want to transfer budget from one Fund under your control to another Fund also under your control or to transfer income or capital from an invested Fund to an operational Fund.

None

FM012

Application for bridging finance

When you want to apply for bridging finance, the completed form must be sent to Treasury, Finance Department.

None

FM013

Request for journal: single entry form

When you want a journal passed of only 2 lines, to debit one Fund/G/L account and credit another.

Note: For assistance in journal processing for NRF grants, see: Guidelines - Journal processing for NRF grants.

None

FM014

Request for journal: multiple entry form

When you want a journal passed of more than 2 lines, but less than or equal to 6 lines.

For more than 6 lines, please use the FM014 spreadsheet.

Note: For assistance in journal processing for NRF grants, see: Guidelines - Journal processing for NRF grants.

None

FM015

Revenue to Budget Conversion

When you want to request that all actual revenue be converted to budget within the section. Use only on unRIB funds

None

FM017

Request for journal: special journal form

When you want a journal passed to debit or credit internal orders as well as one or more Funds.

None

FM018

Processing a credit memo without reference

When you want to process a credit memo without reference to a purchase order.

None

FM019

Processing a debit memo without reference

When you want to process a debit memo without reference to a purchase order.

None

11.02.2005

FM030

Claim for mileage reimbursement

When you have used your private vehicle on approved University business or field trip.

None

FM031

Request for advance

When you require money (cash/cheque) for sundry purposes, field work or travel expenses in advance of the supporting documentation.

[Refer Finance Guidelines: FG003 for guidance as to which form to use when requesting payment from UCT for UCT related business.]

None

FM032

Subsistence and Travel (Local & Foreign)

When you require subsistence for business travel. In addition, you may require an advance for related travel/accommodation expenses not covered by the S&T allowance. See: S&T policy Attachment C for guidelines of amounts included/excluded from S&T.

[Refer Finance Guidelines: FG003 for guidance as to which form to use when requesting payment from UCT for UCT related business.]

None

FM034

Petty cash float

When you want to request a new petty cash float, or to increase, decrease or close a petty cash float.

None

FM037

This form has been removed

FM040

Staff Vendor Application

When a staff member needs a staff vendor number for reimbursements or S&T allowances

None

FM041

Request for exception to finance policy

Note: This form has expanded to cater for more than just the cell phone request for exception, hence the name change from: UCT cell phone agreement (Groups A, B and C)

When a staff member requires the approval of the Executive Director, Finance, to be considered for exception to one of the finance policies.

Note: A copy of this signed form must be attached each time the relevant payment request is submitted to Creditors.

None

FM042

This form has been removed, see form HR109

This form has been deleted due to the new UCT Cell phone policy GEN004.

FM043

FM044

This form has been removed, see form MM009

FM045

Reimbursement (UCT internal)

When you need to be reimbursed for expenses that you have been authorised to incur on behalf of UCT.

[Refer Finance Guidelines: FG003 for guidance as to which form to use when requesting payment from UCT for UCT related business.]

None

FM046

FM047

Claim for petty cash reimbursement

When you want to be reimbursed for petty cash used to pay expenses.

None

FM048

Delegated petty cash signatory

When you need to set up or change a petty cash signatory for verification purposes.

None

When you need to reimburse external parties for authorised expenses that they have incurred on behalf of UCT.

[Refer Finance Guidelines: FG003 for guidance as to which form to use when requesting payment from UCT for UCT related business.

(This form replaces MM006: UCT Purchasing Card missing supporting document)

Note: All electronic transfer requests will be charged a service fee of R150.00, except foreign payments that attract usual bank charges.

Please note that there are only two cheque runs a week. You should make your request timeously, bearing in mind that the request needs to be processed by the Treasury Dept, then Creditors and signed off by two Central Finance signatories before the cheque is printed. For all other funds, use a Purchase Order via Creditors.

(for department use)

This form is used in respect of all appointments handled by departments, excluding the appointment of students to roles linked to their studentship e.g. tutor, library assistant, sub-warden.

See also:
Ad hoc letter of appointment

Paid-on-claim letter of appointment

(for department use – students in roles linked to their studentship)

This form is used for the appointment of students to roles linked to their studentship (e.g. tutor, library assistant, sub-warden). 

See also:
Ad hoc letter of appointment

Paid-on-claim letter of appointment

(for Staff Recruitment use)

(for department use)

The following forms are attachments to HR126 and must also be completed:

• HR126a - Private Work –Central Hospital Work Plan
• HR126b - Private Work – Regional / District Hospital / Services Work Plan
• HR126c - Private Work – Income Declaration

INS01

UCT - Risk Incident Advice

When a member of the university community becomes aware of an incident that constitutes a risk which is required to be reported, e.g. theft, burglary, injury or damage to property.

None

MM001

Form no longer in use

When you want to get a material listed on SAP.

None

MM002

Request for new vendor

When you want to get a new vendor listed on SAP.

None

MM003

Application for UCT Purchasing Card

When you want to apply for a UCT Purchasing Card. Note: The Nedbank application form must be completed and sent off with the MM003 form.

See page 3 of form

Use for  domestic Skynet courier collection from addresses outside UCT.

Note: Skynet is no longer the preferred vendor; instead use TNT or Globeflight.

When applying for a courier collection from TNT

When applying for a courier collection from Globeflight

Authorisation to request purchase orders

When you want to approve staff/students to request purchase orders against your Funds

None

MM010

Purchase order request

When you want to request a purchase order. Must accompany all purchase orders above R100 000.

None

UCT Purchasing Card supporting document for a transaction processed to the default fund

To be submitted in lieu of the supporting document when processing transactions to the cardholder's default fund

Use for domestic TNT courier collection from addresses outside UCT

PG001

NRF Grantholder Claim Form

None

PG002

Departmental Claim Form

PG003

This form has been removed. Please use PG015

PG004

This form has been removed. Please use PG015

PG005

This form has been removed. Please use PG014

PG006

This form has been removed. Please use PG014

PG007

This form has been removed. Please use PG015

PG008

This form has been removed. Please use PG015

UCT Research Associateship conditions and nomination procedure.

Authorisation of a Cash Allowance against a guaranteed Fellowship/Scholarship/ Bursary

Clearance for registration – Postgraduate students

Notification of Termination of Fellowship and Tenure

University of Cape Town (UCT) Staff PhD Bursaries

PPS01

PPS02

PPS03

PS01

PeopleSoft user take-on (application) request

When applying for access to and training on the PeopleSoft Student Information System

None

R&I10

This form has been removed, and replaced by FHS004.

R&I12

Block grant faculty contacts

Find the block grant contact person in your Faculty on the R&I12 contacts list to request Faculty-specific forms.

R&I13

URC Visiting Lecturers Fund  application

Used when funds are needed to bring an eminent academic to UCT from within South Africa.

None

16.04.2013

R&I14

URC Visiting Scholars Fund application

Used when funds are needed to bring an eminent academic to UCT from overseas.

None

16.04.2013

R&I15

Visiting scholar’s / lecturer’s report

When reporting on scholar / lecturer visit to university.

None

None

19.12.2012

This is a template to assist you with your project budget. 

For permanent and T3 contract academic staff members already involved with the ER programme who wish to apply for a grant.

When applying for emergency repairs to equipment.

05.04.2013

Pass staff conference travel grant application

Conference Travel Grant Application Form for T2 Researchers

SAP01

SAP purchasing user

For staff doing purchasing on SAP (which includes FM Reporting) or to apply for refresher training.

See: Training information

SAP02

Funds Management (FM) reporting user

For staff doing funds reporting in the FM module of SAP or to apply for refresher training.

SAP03

SAP functional user. 

A Functional user is a staff member who processes transactions on behalf of Central Finance or HR, i.e. parking invoices, transferring budget etc.

For all functional users, whether new and/or needing changed authorisations.   

See: Training information

SAP04

Controlling (CO) planning / reporting user

Note: This form was previously used to apply for temporary staff members' access to SAP. For this category of staff, please use the SAP form appropriate to their role and specify temporary status when you fill out the form.

For staff reporting on costs and activities in the CO module of SAP or to apply for refresher training.

See: Training information

15.06.2011

SAP05

Request for a new or changed purchasing group/delivery address

For all users needing new or changed purchasing groups.

None

SAP06

UCT development request

When requesting a change in existing functionality or the development of new functionality.

SAP06HLP

SCI001

When you require clearance to use sentient animals for a research study, or for teaching/training

None

SD001

UCT Invoice requisition

When you have no authorisation to create sales documents on SAP but need to send a tax invoice to a customer outside UCT.

SD001HLP

SD002

UCT Receipt requisition

When money, excluding donations, is received in a department and must be receipted on SAP

SD002HLP

SD003

UCT Credit note requisition

When a customer has requested a credit for a transaction recorded on SAP.

SD003HLP

SD004

New customer application

When you want to get a customer listed on SAP.

SD004HLP

When renewing/applying for a staff parking disc

When adding an additional vehicle to a current disc, or changing vehicle details

UCTGLA01

This form has been updated, renamed and moved. See form HR155