(REVISED) POLICY GUIDELINES FOR SCHOLAR TRANSPORT

10. PAYMENT PROCEDURE
10.1 Payment will be made electronically to the bank account of the transport provider who
must complete and submit all documentation necessary to enable the Department to pay
him/her.
10.2 Payment will be made for the actual number of school days on which transport was
provided. These days are the days on the official school calendar on which learners
actually attend school. In the case where a learner is hospitalized for a period exceeding
5 school days, a medical certificate must be submitted for purposes of payment.
10.3 Payment will be effected within 30 days of receipt of completed claims in respect of
scholar transport providers.
10.4 In the event that the learner is absent from school for a period less than 5 days per
month, the transport provider will receive the full sum due in respect of that learner.
10.5 Payment for transporting learners to and from sports or cultural activities, will be borne
by the SGB.
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11. CONTRACTS
11.1 A contract must be signed between the Transport Provider and the Department of
Education as represented by the SGB and Principal of the school on prescribed form
(STS 4) before the service is rendered.
11.2.1 Any governmental/departmental officer may sign a contract as transport provider,
as long as he/she declares his/her business status/interest and also obtain
permission to trade with Government from his/her Head of Department.
11.2.2 SGB members may as well sign as transport providers provided they also declare
their business status/interests
11.2.3 No principal or educator may transport learners of his own school.
12. MONITORING AND CONTROL
12.1 The District Director is responsible for ensuring that the service is properly implemented,
monitored and controlled and should send an official at least once per month to monitor
the situation.
12.2 Principals, as site managers, are expected to provide all information required when visited
by an official from the District or Provincial Office.
12.3 The following should be confirmed:
12.3.1 Transport is actually being provided.
12.3.2 The contract is in place.
12.3.3 Learners arrive at schools in / on time as per the contract and the transport provider
also signs the time book everyday.
12.3.4 The school’s attendance register for learners in class agrees with the attendance
recorded for the learners conveyed.
12.3.5 Payments are being made to the transport provider.
12.3.6 The correct types of vehicles are being used and they are in a roadworthy condition
and proof thereof should always be demanded.
12.3.7 No principal or educator is benefiting in any manner i.e. directly or indirectly,
from the subsidy system unless there is no alternative transport available or no
one is prepared to render the service. This declaration (unavailability of
transport and transport provider) should always be in writing, authenticated by
both the Principal, SGB and the school’s Circuit Manager and recorded for
future reference.
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