26 June 2003: No 42/03

CERTIFICATION OF SCHEDULE NAME LISTS (PART 2)

(Continued from Part 1)

Negligent or wilful non-compliance with the instruction (SOP 13/2001 dated 29 October 2002) by an official of the DOD constitutes an offence of financial misconduct (PFMA Sec 81).

The Chief of the Service or Division where the official/s is/are placed must initiate the investigation and prosecution of such an offence in terms of the applicable employment conditions (PFMA Sec 84).

When an offence has been discovered it must be reported to the Chief Financial Officer (CFO) – Disciplinary Section, within 3 days. The CFO is responsible for reporting such offences to the Secretary for Defence, the Auditor-General, the DPSA and National Treasury (PFMA Sec 85). The results of the disciplinary action and the punishment must be advised to the CFO on completion of the disciplinary proceedings.

MANAGEMENT INFORMATION

Management information is available on the PERSOL system and can be requested at any stage.

The HR Support Centre (DPM: Remuneration) will access the above- mentioned management information on the 10^th and 23^rd of a month to ascertain which divisions/bases/units (FSE) have not certified their respective schedule name lists.

Facsimiles will subsequently be forwarded to the HR Support Satellites requesting that this matter be followed up to ensure that certifications take place in time.

This will be done in an attempt to ensure that all schedule name lists are certified before salaries are paid (middle and end of the month payments).

The certification of the schedule name list is an integral part of sound personnel management.

This enables Division Heads/GOCs/OCs to have better control over personnel within their relevant divisions/bases/units (FSE). Management information can be utilised to make informed decisions with regard to the DOD’s payroll.

The above-mentioned information contains extracts from the SOP 13/2001 dated 29 October 2002, which was disseminated to the Divisions, Services and all HR Support Satellite Managers during November 2002.