Dear Valuable TOMSA levy collector,

As per our previous communication, I urge you, our valued TOMSA levy collectors, to take cognisance of the exciting changes we are introducing to make TOMSA more efficient.  The main objectives of implementing these changes are:

• To ensure that the process of transferring levies into the TOMSA fund is made easy for levy collectors;
• To ensure ease of identifying levy collectors who make deposits into the TOMSA bank account, thus simplifying the process of allocating funds into the collectors accounts;
• To improve reporting on funds collected to the TOMSA Board, all levy Collectors and other relevant stakeholders of TOMSA.

New Banking Details - Levies should be deposited into the new FNB bank account as follows:

BANK NAME                      First National Bank
BRANCH NAME                   Centurion
BRANCH CODE                   261 - 550
ACCOUNT NUMBER             622-4314-7156

Whilst we encourage all levy collectors to start depositing funds into the new bank account, please note that the previous NEDBANK account will remain open till the end of February 2010.  Collectors are reminded to quote the correct reference when making deposits.

How does the new referencing structure work?

Levy collectors are encouraged to make monthly deposits for all levies collected, as opposed to paying outstanding levies in bulk.  In cases where collectors need to pay over levies that are outstanding for several months, it is essential to ensure that all deposits have a clear reference of the month for which the payment is made.  This means individual deposits will be required for each month that payment is being made.

e.g. Lodge A has collected R100.00 in levies for the month of January 2010. Therefore Lodge A will deposit R100.00 into the new TOMSA FNB account using their TOMSA account number and 01 (referring to month 01) as reference.

e.g.  Lodge B has collected R100.00 levies each for month of December, November and October 2009 but has not paid the levies over to TOMSA.  Now in January, Lodge B wants to make a bulk payment to settle the outstanding debt for the three months - R300.00 in levies outstanding. Therefore - Lodge B will make three different deposits into the new TOMSA bank account - R100 each for December, November and October.  Each deposit slip with carry Lodge B's TOMSA account number plus a reference of the month for which payment is made - month 12, 11 and 10.

Along with the change in bank account, TOMSA will also be implementing a new accounting system.   The administration of TOMSA will no longer be done through MS Access; instead ACCPAC has been identified as a more suitable system for the processing of levies. Though this is still in the initial stages of implementation, it is planned that the system will be fully operational by the beginning of February 2010.

What will be different with the new system?

• TOMSA will no longer issue monthly statements, based on the estimated income as per previous payments received. Monthly statements will be based on actual income received for the month.
• Levy collectors will no longer be required to submit remittance advices through the TOMSA website. Collectors will be required to submit the remittance advices to the TOMSA administration office via e-mail.

What will the new procedure be?

1. As per the TOMSA levy collection contract, all levies collected within a particular month, must be paid over to TOMSA within 15 days of the Collectors' accounting month end.

e.g If Collector A's accounting month end is 31 January 2010, levies for January should be paid no later than the 15th of February.

2. Once TOMSA administrators receive the payment, a TAX INVOICE will be raised (on actual levies paid for the particular month), and sent via e mail to the levy collector. 

3. For each month end the, Levy collector will also receive a monthly statement of levies received.

Notes:

If funds paid are for more than one month - Ensure you make separate payments for each month. Should this not be adhered to, the total amount paid will be allocated to the month in which payment was made.

Please ensure that you have submitted your Vat Registration number to TOMSA for invoicing purposes.  In the event that the business is not registered for VAT, ensure that this information is communicated with the TOMSA administrators.

Upon receipt of your invoice, please check if the correct contact details are reflected.  Should there be any changes, contact the TOMSA administration office.

Who is my TOMSA Contact?

For more clarity or assistance with this new system of referencing or any other queries, please contact our TOMSA administrators:

Ms. Candi Dale on candi@tbcsa.travel or

Ms. Boitumelo Moleleki on tumi@tbcsa.travel.

Alternatively, they can also be reached telephonically on (012) 654 7525

We certainly hope meet our objectives to ensure that the process of collecting levies runs smoothly for administrators and collectors alike.  Should you have any other suggestions on how we can further improve in our processes, please do not hesitate to let us know.

Warm Tourism Regards,
CEO, TOMSA
Mmatsatsi Marobe