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KwaZulu-Natal Treasury - FAQ
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Frequently Asked Questions
What is the difference between Creditors payments and Sundry payments?
Creditor payments are specifically for the Order payments, and the Sundry payments are specifically for non-order payments.
What is the difference between creditors payments and creditor management functionality?
The creditor management functionality is used for the registration of commitments, capturing of the order credit note( Return Voucher) and the creditor payments function is used to capture the payments.
What is EBT?
Electronic Banking Transfer.
Are we allowed to use cheque payments on BAS?
Yes the users has an option to pay by a system generated cheque (if it is less than R 2 000.00) or Electronic Bank Transfer.
In FMS we had cheque numbers that started with KZ. Is it the same on BAS?
No the cheque number will not start with KZ, the number will be numeric and it is pre-printed on the cheque.
What does Status Incomplete mean?
It means that the payment has been saved as an incomplete payment, to be completed a payment method has to be selected and the payment needs to be saved.
Do you log out and log in again to capture another order for another supplier?
No, after the first order you can go to the purchase order functionality and capture the next order.
What is the difference between REMOVE and MODIFY button?
The remove button is for removing the line entries, and the modify button is used for making changes on the line entries.
How are we going to advice the suppliers with payments made to them on BAS?
After the payments has disbursed an EBT stub report will automatically be generated on the Syscon and any other person that’s setup to receive these reports Report Log’s the next day, this is the report that you send as the payment advice to the supplier.
What is a Recurring payment?
It is a payment against a non-order commitment that is made on regular basis, e.g. rental payments (monthly payments).
What is a Return Voucher?
It is a voucher issued by the Department when they returning goods to the suppliers.
What is a Matching Field?
A matching is to link additional attributes to the item, for reconciliation purposes. This what you used to refer to as a sub-minor item on FMS.
Do we have to allocate matching fields for all the Items?
No, matching fields are only allocated to the Ledger (Suspense Accounts) Items for reconciliation purposes.
What is the difference between Order final, Partial, Final, and Advance?
Order final is used when the final payment for the order is going to be made. Partial is used when a part payment is made on the item line of the order. Final is used when a final payment is made on the item line of the order. Advance is used when a payment is made for goods that are not received yet, e.g. deposit payments.
What is the difference between Projection Final, Line Final and Partial?
Projection final is used when the final payment for the Template is going to be made. Partial is used when a part payment is made on the item line of the Template. Line final is used when a final payment is made on the item line of the Template.
What is the difference between a Sundry and Invoice source document type?
Sundry type is only used when there is no invoice issued, e.g. receipt voucher was issued or a letter to make a payment. Invoice type is used when an invoice was issued.
How are we going to do a Departmental transfer on BAS?
Payments that have to be made to other departments will be processed as normal Sundry Payments on BAS, meaning that the departments to be paid must be registered as entities on the Department’s database.
What is an Entity?
Suppliers, employees and any other person that the department has to pay or that owe the Department money.
An entity was created incorrectly, How is this problem rectified?
If it is an EBT payment it had to be recalled by the Recalls Section in Provincial Treasury. Thereafter, the entity had to be modified to indicate the payment frequency as daily instead of monthly and the payment needs to be re-issued.
What is a KZN Data Base Supplier?
It is all those suppliers that are registered on the Provincial supplier database.
Do we have to register all the existing employees as entities on BAS?
No, all the registered employees on Persal will be transferred as entities on BAS through a Persal Conversion that will take place few days before the department go live on BAS.
What FMS codes, Responsibility/Major/Minor (Item and allowance codes) should I use for payment?
Contact your FMS section, Responsibility Manager for codes.
What are supporting documents that must be forwarded with a 1084?
Original signed documents warranting payment.
When to pay leave gratuity and when to pay leave discounting?
Consult your supervisor and regulations pertaining to payment.
Who issues IRP 3?
South African Revenue Service. Issued for tax exemption, lump sum payments.
How does "Recurring" method of bonus tax recovery work?
One twelfth of bonus tax is recovered monthly over the tax year period - March to Feb. Resigned after bonus pay date - results in tax debt. Resigned before bonus pay date - results in tax refund.
Who do we contact to solve PERSAL function problems?
Contact PERSAL Help Desk – telephone number (033) 3952025.
Where are cheques for re-issue payments processed?
At the PMG Section on the ground floor of Treasury House. Contact Mrs Sue Ponsford on (033) 8974224. What tax do TOGT labourers pay and when is tax payable? The tax threshold for TOGT wages is R103 per day or more than 22 hrs per week. Tax tables change annually.
Where can tax debt and other liabilities be paid?
Contact your staff office.
How did debits appear in the tax debt account after final recalculation?
Tax debts are set up on PERSAL and an automatic interface between PERSAL and FMS brings up the debit in tax debt account.
Where do we register as a tax payer?
At a South African Revenue Service (SARS) office near you.
What percentage of tax do I pay monthly including tax on the service bonus?
Tax calculated on a persons earnings is done according to the prescribed tax tables in the guidelines for employees tax - EMP 10.
When does the tax year begin?
In March and ends in February. Financial year runs from April to March.
I'd like to request duplicate certificates.
Past records are kept for five years. If the request is for a certificate that is already 4 and 5 years ago, the request must have an attached letter from South African Revenue Services. (e.g. For the period 1999 to 2003, both years 1999 and 2000 require a SARS request letter.) The Provincial Treasury Tax Section holds all certificates where the IRP5 certificate number begins with an ‘AP’ number. If this is not the case, then the relevant Staff Office of each Department must be contacted.
I sent a request for a duplicate and have not yet received it?
Find out when the request was sent and check for the request on PERSAL. Inform us when it was posted or ask for another application.
Why is tax high on salary and service bonus?
Submit your enquiry in writing. An investigation will be done and a reply will be forwarded to you.
If a certificate is opened but the salary record is archived, I cannot do a reversal on PERSAL?
If the Department is not on BAS, a Salary Reversal is to be processed on an FMS journal, form code 1098. If the Department is on BAS, a BAS journal must be processed on the Bas System. In both cases a copy of the journal must be forwarded to the Tax Section for updating onto the Tax Records.
A person is emigrating and needs a certificate for the current tax year?
If the reason for resignation on PERSAL reads "emigration", inform the person to submit it in writing. If termination is incorrect, inform the person to contact their staff office.
How do I change my tax method to the recurring method of tax on Service Bonus?
This change will be done at your Department’s Personnel Section.
My address and income tax number on my certificate is incorrect, how do I rectify this?
Contact your Staff Office who will update the details on PERSAL. Once this change has been approved and updated, a new duplicate IRP5 certificate copy can be requested. This will now reflect the new correct information.
When do I make payments using a 1084 advice and when must a journal 1098 be used?
Use a 1084 for payment and a 1098 for reversals of salary when salary records are archived ie. #5.6.12. Payment of any allowance must be forwarded to tax section to update IRP 5 accumulations.