Public servants whose credentials are found to be suspect are set to face criminal charges as the government cracks down on the scourge of ghost employees across national and provincial departments and components.

The government is embarking on a comprehensive physical verification of personnel to identify and eliminate potential ghost employees and safeguard the integrity of its human resources and payroll management systems.

According to the Department of Public Service and Administration (DPSA), the presence on the payroll system of individuals not actively employed by departments constitutes a serious risk to public resources and places undue pressure on the national fiscus and the broader economy.

The department explained that it was critical to maintain accurate and credible data and personnel records under sound governance principles and the applicable legal and regulatory frameworks governing public administration.

“Departments are required to conduct a physical verification exercise of all personnel currently listed on their payroll, including interns, special advisors, traditional leaders, board members, and any other allied occupations or allied persons,” DPSA acting director-general Willie Vukela stated.

In the circular on mandatory physical verification of personnel on the human resources and payroll systems and updating of electronic records, Vukela said directors-general and heads of departments must sign off a formal confirmation report of the physical verification process and submit a consolidated verification report to the DPSA no later than February 28 next year.

The information required by the DPSA must include details of the outcome of the physical verification exercise, the total number of personnel on the departmental payroll, including all natures of appointment and the number of personnel physically verified.

Should there be personnel not physically verified the number must be stated including reasons for non-verification and the remedial action plans to complete the verification process within three months of the confirmation.

Departments and components must also detail the number of potential ghost employees identified, including remedial action taken such as freezing of salaries and service terminations and immediate consequence management measures implemented.

Additionally, a list of personnel numbers with salaries frozen and services terminated because of the physical verification process must be provided to the DPSA.

There must also be confirmation that payroll records have been updated and data has been cleaned accordingly and that acts of corruption were reported to the police. In addition, departments must compile reports of misconduct cases emanating from criminal investigations.

Vukela said: “The DPSA reserves the right to conduct unannounced physical verification audits of any department at any given time. Where unverified personnel are found to have been remunerated, departments will be required to provide full accountability for these payments.

“Such matters may be escalated to appropriate governance bodies and oversight institutions for investigation and further action(s) internally and where necessary and/or applicable externally, including but not limited to criminal investigations and/or prosecutions,” Vukela warned.

He also reminded departments that in terms of the Public Administration Management Act (PAMA) when an institution discovers an act of corruption it must immediately be reported to the police for investigation.

PAMA also requires departments to report issues of misconduct emanating from criminal investigations to the DPSA’s public administration ethics, integrity and disciplinary technical assistance unit and the head of the relevant institution for initiation and institution of disciplinary proceedings.

loyiso.sidimba@inl.co.za

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