UNITED REPUBLIC OF TANZANIA

MINISTRY OF EDUCATION, SCIENCE AND TECHNOLOGY

UNIVERSITY OF DAR ES SALAAM

MKWAWA UNIVERSITY COLLEGE OF EDUCATION

MKWAWA UNIVERSITY COLLEGE OF EDUCATION

(MUCE) STAFF REGULATIONS

Regulations governing the terms and conditions of

service for academic, administrative and technical staff

Mkwawa University College of Education

P.O. Box 2513, Iringa
Tel: 255-26-2701191
Fax: 255-26-2702751
e-mail: principal@muce.ac.tz
Website: www.muce.udsm.ac.tz

July, 2023

TABLE OF CONTENTS
TABLE OF CONTENTS ii
SECTION A 1
PRELIMINARIES 1
1. Short Title, Authority and Effective Date 1
2. Interpretation 1
3. Forms 3
4. Application 3
5. Legislation 4
6. College Staff Circulars 4
7. Amendments 4
8. Promulgation 4
SECTION B 5
GENERAL CONDITIONS OF SERVICE 5
9. Categories of Service 5
10. Categories of Posts 6
11. Appointments Limited by Estimates 6
12. Recruitment Procedure of College Employees 7
13. Appointment Procedure for Leadership Position 7
14. Letters of Appointment 7
15. Medical Examination before Appointment 8
16. Date of First Appointment 9
17. Induction 9
18. Maintenance of Service Standards9
19. Period of Probation 9
20. Confirmation of Probationary Employees 10
21. Disqualification from Appointment to the College Service 11
22. Termination of Probationary Appointment 11
23. Termination of Appointment other than on Disciplinary Grounds 12
24. Termination of Appointment on Disciplinary Grounds 14
25. Criminal Proceedings 15

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26. Certificate of Service 16
27. Participation in Politics 16
SECTION C 18
SALARIES, WAGES AND RETIRMENT BENEFITS 18
28. Basic Salary Scale 18
29. Grading 18
30. Entry Points 18
31. Payment of Salaries 18
32. Increments 19
33. Increments Withheld or Stopped or Deferred 19
34. Deductions from Salaries for Family Remittances 19
35. Compensation for Death or Injury 20
36. Superannuation Benefits 20
37. Hours of Duty 20
38. Housing 21
SECTION D 23
ALLOWANCES 23
39. Severance Allowance 23
40. Subsistence Allowance for Travel on Duty, Transfer and First Appointment
within Tanzania 23
41. Hotel Accommodation 24
42. Travelling for Medical Examination 25
43. Subsistence Allowance for Travel on Duty outside Tanzania 25
44. Disturbance Allowance 27
45. Responsibility and Airtime Allowances 27
46. Acting Allowance 27
47. Outfit Allowance 28
SECTION E 29
LEAVE 29
48. Ordinary Leave and Travel Assistance 29

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49. Sick Leave 30
50. Limitation of Sick and Convalescent Leave 31
51. Extension of Leave on Medical Grounds 31
52. Compassionate Leave 32
53. Maternity Leave 32
54. Paternity Leave 34
55. Special Leave34
56. Study Leave 35
57. Administrative Leave 35
58. Sabbatical Leave 36
59. Leave pending retirement 36
60. Leave without Pay 37
SECTION F 38
TRANSPORT AND TRAVELLING 38
61. Entitlement to Transport 38
62. Transport for Families 38
63. Transport of Personal Effects 39
64. Transport on Leave 39
65. Transport on Duty 40
66. Overseas Travel Assistance on first appointment and termination of
appointment: 40
SECTION G 43
MISCELLANEOUS 43
67. Entitlement of Medical Attention 43
68. Advances of Salary 43
69. Motivation 44
70. Loans 44
71. Free Issue of Uniforms 45
72. Terms of Service for Employees Paid at Daily Rates of Wages45
73. Funeral Support 46

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v
 SECTION A

PRELIMINARIES
1. Short Title, Authority and Effective Date
These Regulations may be cited as the Mkwawa University College of Education
(MUCE) Staff Regulations, 2023. The Regulations are made under Article 25 (a)
and Rule 55(1) of the Mkwawa University College of Education Charter and
Rules, 2009 and shall be effective from the date of authorization by the Treasury
Registrar.

2. Interpretation

The interpretation and enforcement of these Regulations shall vest in the MUCE
Charter and Rules, 2009 whose interpretation shall be final as far as it does not
conflict with the Constitution of the Republic of Tanzania, 1977 (as amended
time to time), the Universities Act CAP 346, Tertiary Institutions Act, 2001 (as
amended time to time), the Employment and labour Relation Act, 2004 (R.E
2019), Public Service Act, 2002 and its Regulation, 2022, Standing Orders for the
Public Service, 2009 and other relevant or related laws.

(a) In these Regulations:

Academic staff means academic staff as defined by Rule 18 of

the Mkwawa University College of Education
Rules 2009;
Administrative and means administrative and technical staff as
Appointing Authority Shall mean the Governing Board or the College
Principal or his/her delegate acting pursuant to
the powers vested in him/her.
Appointment in relation to the staff of the College, means an
appointment of a person to the academic staff
or the administrative and technical staff of the

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 College and includes an appointment or
promotion or transfer, or an acting
appointment;
Child unmarried child, child born out of wedlock,
step child, legally adopted child or child of a
deceased near relative, who is not more than
eighteen years of age and is maintained by the
College employee;
College Means the Mkwawa University College of
Education
Dependant means a member of the family of a College
employee who is wholly or partially dependant
upon the earnings of the employee;
Domicile means a place where an employee was born or
which he has made his permanent home as
declared on his appointment.
Employee Shall mean a person employed by the College
under a contract of service on permanent,
temporary, probationary, or casual terms.
Family means an employee spouse and, if any,
children/dependant of the College employee.
Governing Board means a board established under the MUCE
Charter and rules, 2009.
Leave Shall mean the official time off from the
College work as provided for in this Regulation
Principal Means head of the College set up by the
College Charter
Promotion means the appointment of an officer to a
different grade with an immediate or potential

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 increase in salary, responsibility, status or any
other benefits;
Spouse means a husband or wife of a College
employee and for the purposes of privileges
and entitlements under these Regulations,
means one spouse only;
Technical Staff defined by Rule 19 of the Mkwawa University
College of Education Rules 2009;

(b) Subject to the provisions of Regulation 2 (a) the various expressions used in
these Regulations shall, except where a contrary intention appears, have
the same meaning as in the Mkwawa University College of Education
Charter and Rules 2009.

3. Forms

Standard forms with such variations as circumstances may require shall be

used for the purposes of these Regulations.

4. Application

(a) These regulations apply to all employee of the Mkwawa University

College of Education.

(b) The Principal is responsible to the Governing Board for the application of
these regulations.

(c) In the application of these regulations, the Principal shall be guided by

the decisions of the Governing Board and the Mkwawa University College
of Education Charter and Rules, 2009.

(d) Where any dispute arises out of the application of these regulations, the
matter shall be placed before the Governing Board. The decision of the
Governing Board on any such matter shall be final.

(e) Where the application of any of these regulations is at variance with the
terms and spirit of relevant instruments established by the Government

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 directives/circulars, the interpretation by the relevant instruments
established by Government shall prevail.

5. Legislation

When the provisions of these Regulations are in any way at variance with the
provisions of any Legislation the latter shall prevail.

6. College Staff Circulars

These regulations may be supplemented as need arises by Staff Circulars

issued by the Principal. The circulars will be numbered serially and reviewed
periodically. This applies to the contents of any Staff Circular other than
mattes of a purely temporary or informative nature.

7. Amendments

Every amendment of these regulations must be approved by the Governing

Board and authorized by the Treasury Registrar.

8. Promulgation

These regulations shall be accessible by every College employee. In any case

a hard copy of these regulations shall be supplied to Deans, Directors,
Managers, Head of Departments and Units, and every prospective employee
shall have attention drawn to them. Acceptance of an offer of appointment
shall be deemed to include acceptance of the provisions of these regulations.

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 SECTION B

GENERAL CONDITIONS OF SERVICE

9. Categories of Service

There shall be the following categories of service:

(a) Permanent Service

Permanent service are appointments whereby the persons so appointed are

expected to make a full career in the service of the Mkwawa University College of
Education until the normal age of retirement, transfer, or appointments are
otherwise terminated as provided under regulations 12, 19 and 20.

(b) Contract Service

Contract service shall normally be for a maximum period of three years
renewable by mutual agreement. A taxable gratuity of 25% of annual basic
salary will be paid on satisfactory completion of each contract.

(c) Temporary Service

Temporary services are those offered to individuals required to assist in a period
of unusual pressure of work of a permanent employee. They may also be
engaged to perform a specific task, the end of which is not accurately
foreseeable.

(d) Casual Service

Appointment on Casual Terms shall be the type of employment where an
employee is engaged to perform defined tasks on a day to day basis and whose
remuneration is on a piece rate basis. Their services may be terminated at the
end of any day without notice.

(e) Part-time Service

These are employees who are engaged on fixed contract to perform specified
services in the College.

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(f) Honorary Terms
Appointment on Honorary Terms is the type of employment which attracts no
remuneration from the College and is only extended to persons of academic and
professional distinction as determined by the Governing Board.
(g) Adjunct Terms
Appointment on Adjunct Terms is the type of employment where an employee of
one department/unit may render part‐time services to another department/unit
on agreed terms.
(h) Internship Terms
Appointment on Internship is an opportunity provided to fresh graduates to work
at the College for a maximum of two years in order to gain relevant professional
experience before embarking in their career.

10. Categories of Posts

There shall be grades of posts to which members of the Academic,
Administrative and Technical employee of the College shall be appointed.
Appointments under these terms shall be in one of those grades, to be specified
in the Letter of Appointment setting out the principal terms and condition of
service.

11. Appointments Limited by Estimates

(a) No appointments may be made, for which no provision has been made in the
approved estimates of the College.
(b) No increase in the number of posts may be made above the authorized
establishment as shown in the approved estimates, without the prior approval
of the Permanent Secretary President’s Office Public Service Management and
Good Governance (PO-PSMGG).

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12. Recruitment Procedure of College Employees
(a) Academic Posts
The recruitment of academic posts shall be conducted by the College upon
receiving the employment permit from Permanent Secretary PO-PSMGG. The
President Office Public Service Recruitment Secretariat (PO-PSRS) shall be the
overseer of the process.

(b) Administrative and Technical Staff Posts

The recruitment of Administrative and Technical Posts shall be conducted by the
PO-PSRS by involving the College upon receiving the employment permit from
the PO-PSMGG.

(c) Temporary and Internship Posts

Vacancies on Temporary and Internship Posts shall be advertised by the College.
The Deputy Principal’s office may dispense advertisement in the press for a
candidate who is eligible and suitable.

(d) Recruitment to Non-Citizens of Tanzania

Recruitment to Non-Citizens of Tanzania shall be considered only if no suitable
citizens of the United Republic of Tanzania are available. Appointments of non-
citizens to teaching positions will be only to those with a PhD degree.

13. Appointment Procedure for Leadership Position

The appointing authority once satisfied that there is an employee who is
competent to fill a vacant post, shall recommend that the vacancy be filled by
appointment within the College. No employee still serving on period of probation
shall be considered for appointment.

14. Letters of Appointment

(a) Permanent
An employee selected for appointment on permanent terms will be issued with a
letter of Offer of Appointment by the Deputy Principal Planning, Finance and
Administration (DP-PFA). All employees shall be on pension scheme term and

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join the Public Service Social Security Fund (PSSSF). The terms of the
appointment will be varied as necessary where the appointment is being made
under special terms.

(b) Contract
An employee selected for appointment on contract terms will be issued with a
letter of Appointment by the Deputy Principal Planning, Finance and
Administration. A Contract employee will be entitled to gratuity and such other
benefits as may be specified in the letter of appointment on satisfactory
completion of the contract.

(c) Temporary
An employee appointed on temporary basis shall be issued with a letter of
Appointment by Deputy Principal Planning, Finance and Administration stipulate
the terms and condition of employment.

(d) Casual Paid

A day to day employee will be issued with a written agreement specifying the
terms and condition of engagement to the college services and his particulars
shall be recorded accordingly.

(e) Part-Time
A letter of appointment will be issued by the Deputy Principal Planning, Finance
and Administration to suit the nature of work at hand. The letter of offer shall
stipulate the main terms and conditions of appointments.

15. Medical Examination before Appointment

All candidates for appointment except casual employees must undergo medical
examination by the College Medical Doctor or a Registered or licensed
Government Medical Practitioner. All offers of appointment are subject to a
certificate of satisfactory medical fitness being received by the College.

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16. Date of First Appointment
An appointment made locally or from outside Tanzania shall take effect from the
date of assumption of duty.

17. Induction
The College management shall conduct induction for newly appointed employee
to familiarize with basic concepts and legislations pertaining to public service,
working environment and corporate culture.

18. Maintenance of Service Standards

(a) The College immediate supervisors shall conduct reviews of the respective
College employee performance through Open Performance Appraisal System
(OPRAS). The performance shall lead to necessary recommendations to the
Appointments Committee and approval to the Governing Board in case of
promotion, warning, or where necessary, terminating the appointment of
those who fall below the required standards of the College performance.
(b) Promotion to academic ranks shall become effective from the date stated by
the College appointing authority. While the effective date of change of salary
will be subject to the approval by the permanent secretary establishment,
promoted staff shall continue receiving other benefit from the College.
(c) It shall be a duty of every employee in the category of permanent
employment to fill the OPRAS. When an employee does not submit the
OPRAS without acceptable reasons for the year under review, he will be
served with a written warning. If non-submission is repeated in the
subsequent year, an employee will be served with a stern warning. If this
occurs in a third consecutive year, the employee shall be charged with
disciplinary offence.

19. Period of Probation

(a) The period of probation for College employee at first appointment on
permanent and pensionable terms shall be a minimum of nine months which
shall not exceed twelve months. Immediate supervisor shall not later than

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 three months before the expiration of any probationary period, consider
whether:
(i) An employee should be confirmed in the office;
(ii) Probationary period should be extended to afford the employee an
opportunity of improving his duties or conduct; or
(iii) The appointment of an employee should be terminated.

(b) Probation is to be considered as a means of ensuring that those whose

efficiency are below the standard required, and those who are
temperamentally unsuited for the College service are not retained.
Immediate supervisors should ensure that all newly appointed employees
have opportunity of acquiring experience of their duties and are given all
possible guidance and assistance in performing their duties.

(c) The Governing Board will be the final Authority for deciding upon the
termination of probationary appointments.

20. Confirmation of Probationary Employees

(a) The employee immediate supervisor shall make recommendation to the
Appointing Authority regarding the confirmation of probationary employees
one month before the expiry of the probationary period. The Appointing
Authority will be responsible for the confirmation of appointments.
(b) A contract for a probationary period may be terminated by either party by
giving not less than fourteen days’ notice of termination, or by payment of
fourteen days’ wages in lieu of notice by either party.
(c) New employees on contractual terms may also be subjected to probation
for a period as may be specified in their contract with the College.
(d) Other conditions may be prescribed as necessary conditions to be fulfilled
before an employee’s appointment may be confirmed. These may include:
(i) the passing of prescribed examinations or tests;
(ii) the satisfactory completion of certain courses of instruction; and
(iii) any other pre-requisites laid down for any particular appointment.

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(e) In cases where confirmation is deferred and the probationary period is
extended, the employee:

(i) Will not be entitled to an increment until the date of his

confirmation. This date will be the basis of determining the
employee’s future incremental date as provided for under Regulation
31 of these regulations.

(ii) Notwithstanding the provisions of Regulation 20(a) above, if the

employee fails to complete his prescribed probationary period
through causes judged at the time to be beyond his control, and if he
succeeds in satisfying such prescribed conditions after a further
reasonable period and he is considered suitable for confirmation in
his appointment, the circumstances of his case may be examined by
the Appointing Authority with a view to deciding whether he shall be
treated as though he had been confirmed at the normal date.

21. Disqualification from Appointment to the College Service

(a) No person previously convicted of a criminal offence or who has been

dismissed or had his service terminated in the public interest, from public
service, parastatal organizations, industry or commerce may be appointed
to any post in the College service. Concealment of such conviction or
dismissal will render an employee liable to termination.

(b) Notwithstanding the provisions of Regulation 21(a), the College may employ
an ex-convict provided prior permission of the Chief Secretary is obtained.

22. Termination of Probationary Appointment

The Appointing authority will give notice of at least one month for termination of
probationary appointments. If the termination is on grounds of inefficiency due
to the employee’s negligence or fault, the relevant law currently in force will be
followed.

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23. Termination of Appointment other than on Disciplinary Grounds

(a) Retirement by age

(i) An employee may retire voluntarily from the service upon

attaining the age of 55 years and compulsory after attaining the
age of 60 years.

(ii) A Professor or Senior Lecturer or Medical Specialist working at the

College may retire from the service upon attaining the age of 60
and compulsory upon the age of 65.

(iii) An employee who attains the age of voluntary or compulsory

retirement should give notice of his impending retirement in
writing to his Appointing Authority at least six months before the
date of cessation of duty.

(b) Resignation

(i) An employee on permanent terms may resign his appointment by

giving notice of at least three months in writing to the Appointing
Authority through his immediate supervisor, or by paying one month
gross salary in lieu of a 24 hours’ notice. The appointing authority
may waive the requirement of giving a three months’ notice in cases
where circumstances are such that it is desirable to do so.
(ii) An employee on contract terms may resign his appointment in
accordance with the provisions of his contract. Where no specific
provision has been made, the provisions of Regulation 23(b) (i)
above shall apply as the case may be.

(c) Completion and Renewal of Contract

On satisfactory completion of contract, an employee may leave the service of the

College with all the privileges to which he is entitled under the terms of his
contract. The College shall not be under any obligation to re-employ him for any
further period. Where such employee wishes after the expiry of his contract, to

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be re-engaged for a further period of service, the employee must notify the
Appointing Authority not later than six months before the normal expiry of his
contract of the desire to be so re-engaged.

(d) Termination of Appointment due to ill-health

An employee may be required to resign on account of persistent ill-health if his

ailment renders him unfit to discharge his duties. The Appointing Authority may
require such an employee to submit himself to examination by the Medical Board
(to be appointed by Chief Medical Officer) with a view to ascertaining whether he
is physically or mentally incapable of performing his duties. The Appointing
Authority will then examine the report of the Medical Board and give a decision
which shall be final.

(e) Removal in the Public Interest

Where Appointing Authority considers that an employee should be removed in

service for the Public Interest, shall after consultation with the respective
Minister, furnish to the Chief Secretary through the Permanent Secretary PO-
PSMGG particulars of the grounds warranting the exercise of powers of the
President.

(f) Requirement to seek alternative employment

Academic staff that pursue training and failed to attain the minimum qualification
(GPA of less than 4.0 for master’s graduate and fail to attain PhD degree) as per
scheme of service of academic staff, the following alternatives shall be
considered;

(i) returned to President Office Public Service Management and Good

Governance

(ii) seek alternative employment; and

(iii) re-categorization within the College considering need and qualification.

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24. Termination of Appointment on Disciplinary Grounds

(a) General
Subject to the provisions of any written law for the time being in force, an
employee may be terminated from the service of the College if he commits
offences warranting formal proceedings. The offence including but not limited to;
(i) Act or omission involving moral turpitude e.g. theft, corrupt practices,
(ii) Act or omission, which tends to bring the Public Service into disrepute,
(iii) Insubordination,
(iv) Absence from duty for more than five days without leave or reasonable
cause,
(v) Using without consent of the prescribed authority, any property or
facilities provided for the purpose of the Public Service, for some
purposes not connected with official duties.
(vi) Engaging in any activity outside the official duties, which is likely to lead
to taking improper advantage of one’s position in the Public Service.
(vii) Refusal to comply with an order regarding a posting to a station.
(viii) Failure to perform satisfactorily duties assigned to the public servant.
(ix) Disclosure of information in contravention of the National Security Act,
Cap. 47.
(x) Act or omission, which is against public interest.
(xi) Inability to perform duties efficiently by reason of the use of alcohol or
drug abuse.
(xii) Negligence occasioning loss to the employer.
(xiii) Gross negligence in the performance of duty.
(xiv) Contravention of the Code of Ethics and Conduct for the Public Service,
Professional Code of Ethics and Conduct or the Public Leadership Code
of Ethics.
(xv) Any fourth and subsequent commission of the offences provided for
under Part B of this Schedule.
(xvi) Act or omission which contravenes the e-Government Act, Cap. 273.

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 (xvii)Act or omission which contravenes the Economic and Organized Crime
Control Act, Cap. 200.
(xviii) Act or omission which contravenes the Cyber Crime Act, Cap. 443.
(xix) Act or omission which contravenes the Prevention and Combating of
Corruption Act, Cap. 329.
(xx) Act or omission which contravenes the Drug Control and Enforcement
Act, Cap. 95

(b) Procedure

The Disciplinary Authority after receiving complaints on dis-satisfied

work/conduct of an employee shall cause charges to be prepared and saved
upon the accused employee. The accused employee shall be given fourteen days
to respond to charges. The Disciplinary Authority shall appoint members of an
inquiry committee for conducting an inquiry into the charges. Upon the
conclusion of inquiry, the committee shall forward the record of proceedings
together with its report to the disciplinary authority which will take such action as
it considers necessary.

25. Criminal Proceedings

(a) Where an employee is alleged to have committed a disciplinary offence and
the act or omission constituting such offence also constitutes a criminal
offence. The following rules shall apply:
(b) where no disciplinary proceedings have been commenced in respect of the
disciplinary offence, but proceedings for the criminal offence have been
instituted against the accused employee, no disciplinary proceedings shall
be commenced until after the conclusion of the criminal proceedings;
(c) where disciplinary proceedings have been commenced and during the
pendency of such proceedings, criminal proceedings for the criminal offence
are instituted, the disciplinary proceedings shall be stayed and no further
step shall be taken in respect of that disciplinary proceedings until after the
conclusion of the criminal proceedings;

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 (d) where criminal proceedings have been commenced and concluded against
the accused employee, and the employee is acquitted of the criminal charge
on a legal technicality, the acquittal shall not be a bar to disciplinary
proceedings against the accused employee on the same facts;
(e) where criminal proceedings have been commenced and concluded against
the accused employee and the employee is convicted of the criminal
offence, the disciplinary authority may suspend the employee from the
exercise of the powers and functions of his office pending consideration of
the case;
(f) where the employee has been convicted of a criminal offence, he shall be
deemed to have been found guilty and of which he was convicted, the
disciplinary authority shall find him guilty, without instituting or continuing
any disciplinary proceedings; and
(g) Notwithstanding the above, an employee convicted of a criminal offence
shall be deemed to have been terminated from the College service.

26. Certificate of Service

An employee who leaves the service of the College shall on request, be supplied
with a ‘Certificate of Service’ which shall be signed by the Appointing Authority or
its delegate.

27. Participation in Politics

(a) The College employee may participate in politics provided that, when so
doing he shall observe the following:
(i) shall not conduct or engage oneself with political activities during official
hours or at work premises;
(ii) shall not take part in political activity, which will compromise or be seen to
compromise his loyalty to the Government;
(iii)shall not provide services with bias due to his political affiliation; and
(iv)shall not pass information or documents availed through his position in the
service to his political party.

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(b) Participation in politics for College employees will be as set out by circulars
of the Head of Public Service as will be issued from time to time.
(i) A College employee will cease to be an employee if he/she decided to vie
for any position under the constitution or to contest for any leadership
position in a political party. Such an employee will be paid his/her benefits
in accordance with relevant legislations and College policies.
(ii) College employee who will decide to vie for parliamentary position through
special seats will be free to do so and if they win, they will have a choice of
either terminating their service with the College or of taking leave of
absence without pay for the whole period they will be in Parliament from
the date they are pronounced as member of parliaments by the National
Electoral Commission.

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 SECTION C

SALARIES, WAGES AND RETIRMENT BENEFITS

28. Basic Salary Scale

The salary scales of employees shall be prescribed by the Treasury Registrar

from time to time. An employee shall be paid basic salary attached to his
post.

29. Grading

The grading of the various posts, together with the normal minimum entry
qualifications and the normal promotion requirements to higher posts, are set
out in the scheme of service.

30. Entry Points

(a) Newly appointed employees or those promoted to a higher grade will be

placed on the minimum of the scale approved for the grade concerned or
otherwise as indicated in the scheme of service.
(b) In any case, where the rate of promotion and incremental date coincide,
the employee will be deemed to have been granted an increment for
which he would have been eligible in his old scale on the due date and his
point of entry to the new scale will be determined accordingly.

31. Payment of Salaries

(a) Salaries shall be payable at the end of each calendar month of service and
after deduction of any taxes or statutory withholding due on the salary of
every employee.
(b) Advances of salary may be offered to the employee requesting for it in
accordance with the College Financial Capability, provided the employee
shall remain with one third (⅓ ) of gross salary which shall be payable at
the end of the month.

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32. Increments

(a) An increment is an increase of salary of a prescribed amount which,

provided certain conditions are satisfied, is normally granted annually to a
holder of posts in incremental scales of salary until the maximum of the
scale is reached.

(b) In all cases, the primary conditions will be that the employee has
discharged his duties with efficiency, diligence and fidelity during the year
concerned, and that his conduct has been satisfactory after appraisal.

(c) Increments will be granted on the dates when they fall due and they will
accordingly be paid automatically through Human Capital Management
Information System (HCMIS).

(d) Entry points shall be determined by the necessary qualifications for the post
as prescribed in the scheme of service. No employee is entitled as of right
to claim increments for experiences and grant of any incremental credit
shall be at the discretion of Government, and subject to any conditions
which may be laid down for particular posts.

33. Increments Withheld or Stopped or Deferred

When the conditions mentioned in Regulation 32(a) and (b) above have not been
met, the relevant Appointing Authority may take the necessary steps to stop,
withhold or defer increments; when an increment is stopped, the employee
cannot be considered for the grant of an increment until another year has been
served.

34. Deductions from Salaries for Family Remittances

The amount of any remittance shall be deducted from the employee’s monthly
salary. Any money transfer charges incurred by the College in connection with a
remittance shall be recovered from the concerned employee.

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35. Compensation for Death or Injury

For avoidance of doubt all claims for compensation in connection with

occupational accidents and injures if any shall be regulated by Part IV and V of
the Workers Compensation Act (CAP. 263 R.E.2015)

36. Superannuation Benefits

(a) Pension Scheme

Employees of the College shall, on the first appointment, be required to become

members of mandatory pension scheme provided by the law applicable for the
time being enforced. The College and the employee shall each contribute a
percentage of employee’s salary to the respective pension scheme as prescribed
by the relevant legislation establishing such a scheme.

(b) Contract Gratuity

An employee serving on a contract basis which provides for payment of a

gratuity shall be entitled to receive on satisfactory completion of the contract, a
gratuity calculated at the rate prescribed in his contract. The normal rate is
twenty-five percent (25%) of total substantive salary drawn during the period of
the contract. If a public servant is re-engaged for a further period or periods, the
gratuity in respect of the completed period of engagement shall be payable
within one month of his return to duty for further service.

37. Hours of Duty

(a) In general, hours of duty are determined by the intensity of the work to be
performed, having regarded to the particular circumstances of the vocation or
place of work. In fixing restored hours of duty, account must be taken of such
factors as the requirement of the public. It therefore, follows that hours of duty
may vary both for members of different vocations at the same place of work.

20
The statutory hours of work for all employees shall, however, be 8 hours per day
and 40 hours per week.

(b) When it is necessary for some reasons for employees to attend at their
places of work for less than standard hours he/she will not be eligible for
overtime payment on any occasion where they are called on to work beyond
their normal (working) hours, until they have exceeded the standard daily hours
prescribed. Employees called on to work beyond standard hours will, unless they
are given time off in lieu, be paid overtime. Time off in lieu should be granted
not later than the succeeding working week but it may be deferred for a further
reasonable period at the employee’s request.

(c)Notwithstanding the provision of 37(a) and (b) above, where the needs of the
service so require the Management may require an employee to work after office
hours.

38. Housing

(a) The obligation of the College to provide housing accommodation for

employees is restricted to entitled officers only. Entitled officers will include
officers recruited from oversees whose terms of appointment necessarily include
entitlement to housing in order to attract them to the College service. In addition
to these, other entitled officers include Principal officers I for administrative staff,
legal officers at the prescribed rate, and senior academic staff.

(b) A Housing Committee will be appointed to allocate quarters. The Housing

Committee will draw rules regarding procedures and priority. Normally quarters
will be allocated taking into consideration the relative length of service, seniority,
and status of the officer concerned. The Committee will also take into account,
inter alia; the length of time the officer has remained without a normal quarter
and the size of his/her family.

21
(c) Where owing to unavailability of suitable quarters an entitled officer shall
be accommodated in a hotel for 30 days, after that period the College shall bear
no cost. Where the College is not able to provide a suitable quarter to an entitled
officer, shall provide to the officer such allowance to facilitate payment of rent or
part of the rent subject to relevant Government Circulars as may be issued from
time to time.

(d) The College shall be responsible for maintaining the house and other
property in good condition. Any loss of, or damage to, property not attributable
to “fair wear and tear”, shall be the responsibility of the occupying employee.
The management shall be the final arbiter as to what is “fair wear and tear”. It
will be the responsibility of the occupier to notify the management in writing, of
any losses or defects in the premises and/or movable property therein. No claim
shall be entertained in respect of losses of or damage to occupier’s personal
property kept in the premises.

(e) The Management shall arrange and bear the capital cost of the supply of
water, light and power to the premises as may reasonably be required. The
recurrent consumption charges of this supply shall be borne by the occupier.

(f) The rent payable by a member of staff occupying a College quarter will
be 10% of the occupant employee’s salary.

22
 SECTION D

ALLOWANCES
39. Severance Allowance

The extent of the liability of the College for payment of severance allowance is as
prescribed in the Employment and Labour Relations Act [CAP.366 R.E 2019].
When the College has made, in respect of any employee, a statutory contribution
to the social security fund the amount of the severance allowance for the period
may be reduced by the sum of the statutory contribution made during that
period in respect of that employee, less the sum which the College deducted as
the employee’s contribution.

40. Subsistence Allowance for Travel on Duty, Transfer and First

Appointment within Tanzania

(a) A College employee shall be entitled to receive subsistence allowance in

respect of every night for which he is away from his duty station at rates to be
determined from time to time by the Treasury Registrar.

(b) A College employee travelling on duty who does not spend a night away
from his duty station but who spends six hours or more from his duty station in
any one day shall be entitled for 50% per-diem of that station.

(c) A College employee who travels on duty for more than six hours shall be
entitled 50% of subsistence allowance as transit allowance which shall be
determined from time to time by the Treasury Registrar.

(d) A College employee who travels on duty who spends a night away from
his duty station shall be entitled for local transport allowance which shall be
determined from time to time by the College Governing Board.

(e) Subsistance Allowance on Transfer from One Station to Another.

23
 (i) Subsistence allowance shall be paid to a College employee, spouse,
and children under 18 years of age and those above who are still
schooling or dependant for the nights necessary spent on the
journeys to the new station.

(ii) On arrival at a new station on transfer, the College employee,

spouse and children/dependents shall be paid subsistence allowance
for a period of 7 days.

(iii) For an employee entitled to a free housing on arrival at a new station

on transfer or on return from outside the country shall be paid
subsistence allowance for a period of 30 days for himself, spouse
and children or dependents provided that no accommodation is
available and after approval has been granted by the Deputy
Principal Planning, Finance and Administration.

(iv) Notwithstanding the provisions of this Regulation,

children/dependant shall be paid a half of the subsistence allowance
of the College employee.

(f) Subsistence Allowance on Arrival on First Appointment

A College employee on first appointment within Tanzania shall be paid
subsistence allowance on the Journey from his home or place of
engagement to his duty station for the first 7 days at the College.

(g) Other conditions for payment of Subsistence Allowance

Any other conditions for payment of Subsistence Allowance under
Regulation 40 shall be as provided under the Tanzania Government
standing orders for the public service currently in force.

41. Hotel Accommodation

An officer who, whilst traveling on duty away from his station inevitably stays
at an hotel, or club, may, where his hotel expenses for board and lodging

24
 exceed the rate of subsistence allowance payable, be reimbursed, on
production of receipted accounts, the cost of his accommodation and food
plus any service charge or tax which may be levied at such hotel, or club,
provided that no payment will be made in respect of, wines, liquors,
entertainments or additional meals for guests but an employee may be
reimbursed an amount equal to 20% of the hotel bill in order to cover such
incidental element of expenditure as laundry, tips and internal transport at
place of duty.

42. Travelling for Medical Examination

A College employee travelling to a station other than his own or examination
by a medical board or a medical officer shall be regarded as travelling on duty
and thus eligible to receive appropriate subsistence allowance provided that
prior approval for the travel shall have been granted by the Deputy Principal
Planning, Finance and Administration. If the employee on arrival at the
station at which he is being examined or treated stays at a hotel, hostel, club,
etc. the terms of Regulation 41 shall apply.

43. Subsistence Allowance for Travel on Duty outside Tanzania

(a) The rates of subsistence allowance payable to officers traveling on duty

outside Tanzania will be according to rates as may be revised from time
to time by the Treasury Registrar.

(b) An officer who will opt to stay in a luxurious hotel will not be paid a
higher subsistence allowance than the approved rates shown except
where he has evidence that the place has no cheaper hotel or other
accommodation. But if it happens that the rates of subsistence
allowance is not sufficient, the officer will, instead of subsistence
allowance, be reimbursed, on production of receipted bills, the exact cost
of food and accommodation and other basic requirements. In such cases

25
 the employee will be paid an extra amount of 20% of the total hotel bill
in order to cover minor expenses.

(c) The cost of transportation to and from the airport on arrival/departure

and the air terminal/hotel will be reimbursed by the College on
production of relevant receipts or other acceptable evidence.

(d) Where subsistence expenses of an officer traveling abroad are met by

another government or organization concerned with the visit the normal
practice will be that the officer is not entitled to receive any subsistence
allowance from the College. However, if circumstance dictates a need to
pay some allowance to cover such incidentals, the employee will be
eligible to receive 20% of subsistence allowance Where an officer
travelling abroad is leading an official party and where he is required to
return hospitality extended officially to him and his party, he may be
reimbursed the actual entertainment expenditure incurred, within the
limits set out by the College Governing Board, provided that prior
approval of the Principal was obtained for such expenditure.

(e) Subject to the approval of the Principal where necessary, officers may be
granted an imprest to cover the amount of subsistence allowance that
would be payable to them for the anticipated period of their visit outside
Tanzania. Under no circumstances will officers be granted an imprest in
excess of this amount.

(f) The officer must retire the imprest granted to him within fourteen days
from the day of his return from the overseas journey. The officer will not
be granted another imprest before he retires the imprest given to him
earlier. Provisions of the College financial regulations shall apply when
the imprest is not retired within the period stipulated.

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44. Disturbance Allowance
If it becomes necessary for any College employee to be transferred not on his
own request from one duty station to another he shall be paid disturbance
allowance at the rate of 10% of his annual basic salary, subject to review by
statutory organs from time to time.

45. Responsibility and Airtime Allowances

The following posts shall carry responsibility and airtime: (i) Principal (ii) Deputy
Principal-ARC (iii) Deputy Principal- Planning, Finance and Administration (iv)
Corporate Counsel and Secretary to Governing Board (v) Deans and Directors
(vi) Heads of Department/Managers, schools and any other post(s) that may be
designated by the Governing Board from time to time.

46. Acting Allowance

The following posts shall carry acting allowances: (i) Principal (ii) Deputy
Principal-ARC (iii) Deputy Principal-Planning, Finance and Administration (iv)
Corporate Counsel and Secretary to Governing Board (v) Deans and Directors
(vi) Heads of Department/Managers, schools and any other post(s) that may be
designated by the Governing Board.

When the substantive holder of any of these posts is away from his/her desk for
a period in excess of 14 days and an acting employee is appointed to shoulder
the full duties and responsibility of the post, the acting officer, shall be paid an
acting allowance at the rate of the full difference between his/her substantive
salary and that of the post in which he/she so acts, subject to the provision that
in no case shall the allowance payable exceed one half of the officer’s
substantive salary, and that no employee shall be appointed to act in any one
post for a period exceeding six months. The decision whether an acting
appointment is necessary or desirable in such a case shall rest with the Principal.

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47. Outfit Allowance

(a) All employees who travel outside Tanzania on duty, visit, course,
conferences/seminars or on duty tours will be paid an outfit allowance at
prevailing rates irrespective of the period covered or course or climate.
(b) The payment of allowance will be subject to the following conditions:

(i) The allowance will be paid prior to the employee’s departure from
Tanzania;

(ii) The allowance will be paid once in every two years. It will not, however, be
paid more than once in respect of one course of training even where the
duration of the course is longer than two years.

(iii) In cases where the expenses of an officer’s visit or course of training

overseas are met by an Agency and where such expenses include provision
for payment of an outfit allowance but the allowance is not enough the
officer may, at the discretion of the Principal, be paid the difference.

28
 SECTION E

LEAVE
48. Ordinary Leave and Travel Assistance

1. For employees on Local Leave Terms

(a) Leave other than Study Leave, Sick Leave and Special Leave, will be taken at a
time convenient to both the College and the employee.
(b) An employee shall be entitled to leave with full pay on terms applicable to
officers on local leave as follows:
(i) An officer on local leave terms is entitled to annual leave of 28 days.
The annual leave cycle is in respect of a period of one year
commencing from the date of the employee’s appointment or
anniversary thereof.
(ii) Leave may be taken piecemeal or by special permission by the Deputy
Principal Planning, Finance and Administration. The full leave entitlement
may be accumulated on grounds of exigencies of service, over a two year
period but under no circumstances should accumulation beyond the two-year
period be allowed. Any leave accumulated without permission shall be
forfeited.
(iii) Normally, no employee may be granted leave before completing nine months’
continuous service since his first appointment.
(iv) An employee, who resigns in less than 12 months’ services since his first
appointment, will not be entitled to any leave.
(v) Transport entitlement leave shall be granted in relation to two-year leave
cycle from the date of first appointment.
(vi) Every employee, spouse and up to four dependent/children under 18 years of
age or who are still schooling (dependents who are wholly dependent upon
that employee) shall be granted, once during the leave cycle of two years
for the purpose of travelling on leave, free transport to and from;
(vii) the point nearest to his home served by appropriate public transport
service in the case of officers domiciled in Tanzania; or

29
 (viii) The point of entry to his country of domicile in the case of an officer
domiciled elsewhere in East Africa or contiguous territories.
2. For Expatriate Employees on Overseas Leave Terms

The leave rate for employees on expatriate terms shall be two months per tour
of contract taken after twenty-two months of active service of each contract
tour.

3. General
(a) The Principal or its delegates, the Deputy Principal Planning, Finance and
Administration may require a member of staff to return from leave before the
end of his leave entitlement. In such cases the balance of leave not taken shall
be added to the member’s entitlement of leave on or before termination of his
appointment. When a member of staff serving on local leave terms is recalled
before the end of his annual leave, he will be allowed to carry forward the
unspent portion of leave within the two-year leave cycle only.
(b) Leave period will be inclusive of Saturdays, Sundays, Public Holidays, and
traveling time except those serving on contract terms whose leave shall be
earned and calculated as stipulated in their contracts.
(c) Employees engaged on teaching duties shall be permitted to take their
leave only during the College’s vacations.

49. Sick Leave

(a) The Principal, on receipt of an approved medical officer’s report of an

employee’s sickness, will approve the absence of an employee from duty on
account of illness, and this absence will be regarded as sick leave. The
absence from duty on account of illness must be supported by a certificate
from the College’s Medical Officer in charge or any recognized Medical
Practitioner, or from Private Medical practitioner. A sick sheet for purposes of
treatment must be obtained.

30
(b) An employee recovering from illness may be granted absence from duty on
grounds of convalescence on the recommendation of medical practitioner.
This absence from duty will be regarded as convalescent leave. Subject to a
recommendation of the Medical Officer in-charge, an officer may be permitted
to spend convalescent leave with pay granted to him anywhere in Tanzania
provided it is so specified by the Medical Officer in-charge. The Principal may
at his discretion authorize financial assistance to officers when convalescent
leave has been recommended..

50. Limitation of Sick and Convalescent Leave

(a) All employees except those serving on temporary or daily terms shall be
permitted sick or convalescent leave not exceeding 186 days on full pay and
another 186 days on half pay in any sick period. Where sickness persists in
excess of these periods, consideration shall be given to the termination of an
employee’s service on medical grounds. .

(b) A Sick period is three years from the date of first appointment, and a new
sick period commences thereafter. In case an employee’s sick leave extends
from one Sick period to another, his fresh sick period will commence on his
return to duty on completion of such sick leave.

(c) Temporary employees may be granted sick leave not exceeding one month
on full pay and one month on half pay in any one year of service, from the
date of engagement. Any leave granted in excess of these periods will be
unpaid.

(d) The limitations in 50(a) and (c) above may not be exceeded without the
specific authority of the College Appointments Committee.

51. Extension of Leave on Medical Grounds

(a) An employee who falls ill during his leave and is unable to
resume duty on the expiry of such leave, will report to the Principal and forward

31
a certificate from his medical attendant stating the nature of illness and, if
possible, its probable duration. The Principal may then grant additional leave
(which will be sick leave). Unless this order is observed, an employee will not be
entitled to any extension of leave on grounds of ill-health.

(b) No extension of leave on medical grounds will normally be

granted to an employee who has proceeded on leave pending retirement; or
termination of service.

52. Compassionate Leave

(a) The Principal may approve a maximum of fourteen days leave in the
event of death of one of the members of staff’s family. For the purpose of this
regulation, the staff’s family is limited to spouse, children, mother and father
only.

(b) The Principal may grant to an employee leave of absence to attend to

some urgent matters, and such leave will normally be deducted from the
employee’s leave entitlement.

53. Maternity Leave

(a) Female employees other than those serving on temporary or daily terms in
respect of whom a Medical Practitioner has given a certificate that she is
expected to deliver a child will be entitled to:

(i) Paid maternity leave at any time from four weeks before the
expected date of confinement which shall not under any
circumstance be considered as sick leave.
(ii) On an earlier date if a medical practitioner certifies that it is
necessary for employee’s health or that of her unborn child.
(iii) A female employee shall be granted a paid maternity leave of
eighty four days once in three years from the date she completed
her last maternity leave. Maternity leave shall not be carried

32
 forward and shall be exclusive of her annual leave for the calendar
year in which maternity leave is taken.
(iv) In case of female employee who gives birth to more than one child
at the same pregnancy shall be entitled to 100 days for that paid
maternity leave.

(b) For purposes of:

(i) Regulation 53(a), it is immaterial whether or not the female

employee who applied for maternity leave is lawfully married.

(ii) Notwithstanding the provisions of the foregoing paragraph an

employee is entitled to an additional 84 days paid maternity leave
within the leave cycle of 36 months if the child dies within a year of
birth.

(iii) A female employee who delivers while on sick leave shall commence
her maternity leave immediately from the date of delivery,

(c) A female employee shall, within a period not exceeding 186 days after
maternity leave, be allowed to leave office two hours before the end of
the office hours every day to breastfeed her child. This leave shall be
granted to a female employee who has a breastfeeding child.

(d) A female employee who has availed herself of the whole or part of her
maternity leave in relation to any pregnancy and the pregnancy results in
mis-carriage or medically induced abortion or a child dies within twelve
months of the delivery, shall be entitled to maternity leave in relation to
the subsequent pregnancy. However, such female employee shall resume
duties when she completed six weeks after mis-carriage or medically
induced abortion or death of the child at the delivery time.

(e) Any further clarification related to maternity leave shall be referred to the
Tanzania Government standing orders for the public service.

33
54. Paternity Leave

A male employee shall be entitled to at least seven days paid paternity leaves
if:

(a) the leave is taken within seven days of the birth of a child, and
(b) the male employee is the father of the child by bringing the Birth Certificate or
Birth Notice of the child.

55. Special Leave

(a) Sporting Events

Employees of any category selected to represent the College as competitors or

recognized team officials at National and International sporting events may,
subject to the exigencies of the service, be granted leave necessary to
participate in these events. Such leave will be on full pay and will not count
against normal leave entitlement.

(b) Conferences, Seminars and Other Activities

Employees selected to attend conferences, seminars, or other activities

sponsored by recognized official organizations may subject to the exigencies of
the service, be granted special leave of absence to enable them to attend the
conferences, seminars, etc. Such leave will be on full pay and will not count
against ordinary leave entitlement they will carry entitlement to transport
privileges and allowances as applicable when employee travel on duty.

(c) Leave for Examinations

Leave for absence without loss of salary may be granted to employees for
purposes of sitting for examinations recognized by the College.

(d) Discretionary power of the Principal

The Principal may at his discretion authorize financial assistance to officers in

connection with examinations relevant for one’s work.

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56. Study Leave

(a) An employee may be granted study leave to undertake a course of study

either within or outside Tanzania.

(b) Leave granted will be of such reasonable duration as would ordinarily

enable the employee to complete the course in question. Where a staff
member is granted study leave he may not mandatorily engaged in
College related assignments.

(c) Applications for study leave shall spell out in detail the course of study
proposed, the duration of leave requested, and the financial assistance
sought. Application shall be sent to the Appointments Committee
through the Head of Department concerned, and shall be adjudicated by
the Appointments Committee or its delegate in consultation with the
Deputy Principal Academic, Research and Consultancy or Deputy Principal
Planning, Finance and Administration in the case of academic or
administrative staff, respectively.

(d) Members of staff who have been granted study leave shall be entitled to
a return passage not exceeding the cost of economy class fares for the
member to and from the approved study leave destination;

(e) Further conditions of study leave shall be referred to the existing College
Staff Training Policy.

57. Administrative Leave

An academic staff who serves in a leadership position as the Principal, Deputy

Principal, Dean, Director or Head of Department shall be entitled to
administrative leave of one month for each year of administrative duties.
Application for the leave shall be accompanied by a work plan from which
verifiable outputs will be expected.

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58. Sabbatical Leave
An employee may be granted a Sabbatical leave to join and work for
organizations approved by the Government, or to pay visits to Institutions in the
Commonwealth or elsewhere for the purpose of broadening the experience, and
thus increase potential value to the service. An employee on permanent terms
may be granted Sabbatical leave in accordance with the following regulations:

(a) If an employee is confirmed in his appointment and has the necessary

skills, qualifications and experience required.

(a) The Sabbatical leave shall be approved by the Permanent Secretary (PO-
PSMGG).

(a) "Sabbatical leave" shall be limited to twelve months and shall be granted
once in every five-year period.

(c) Departments which have more than one member eligible for a sabbatical
leave will determine the order in which such members can take their
sabbaticals. Individuals will be required to present satisfactory study/work
programmes to their Departments before the Appointments Committee
can be requested to approve.

(d) As far as possible sabbaticals shall be taken at a place which is most

suitable for the candidate.

(e) For purposes of financial arrangements, each case will be treated

according to the conditions of the programme. For example, where the
member will receive full pay from a donor, that member will be regarded
to be absent without pay. Where no donor has made any substantial or
adequate arrangements, the member will receive his full pay from the
College.

(f) Where a sabbatical involves substantial financial need for research the
normal procedures for applying for research funds will be followed.

59. Leave pending retirement

An employee shall be granted a leave pending retirement which shall be taken

before the date of retirement.

36
60. Leave without Pay
(a) The Permanent Secretary (PO-PSMGG) may grant leave without pay to
College employees provided that he is satisfied that it is in the public interest
so to do. Such approval shall be obtained before a College employee goes on
leave without pay.
(b) Leave without pay may be granted to a College employee who stands for
political elections or who attends higher education, a course or training or
accompanying a spouse outside the country which is not in the training
programme of the employer. Where an employee is not on pensionable terms
the condition under Section 18(b)(i) of the Public Service Retirement Benefits
Act, Cap 371 shall apply.
(c)Application for leave without pay described in Regulation 60 (b) shall be
made through the employer who shall forward it with recommendations to
the Permanent Secretary (PO-PSMGG), for approval.

37
 SECTION F

TRANSPORT AND TRAVELLING

61. Entitlement to Transport

(a) Any employee may be granted free transport by rail or any recognized
public motor transport and may claim refund of incidental expenses in
accordance with prevailing College rates:

(i) On first appointment;

(ii) On leave once in every two years cycle;
(iii) On termination of appointment
(iv) On duty
(v) Transfer;
(vi) To obtain necessary medical treatment;
(vii) To attend seminars, conferences, in-service training courses
approved by Accounting Officer.

(b) Air transport will be permitted where air transport is the only practical
means of transport and normally in economy class.

(c) If a member on probation or first appointment voluntarily terminates his

appointment within six months after arrival at the College, the employee
shall be required to return one half of the expenses paid by the College in
respect to him and his family.

62. Transport for Families

(a) An employee may be granted free transport for him, spouse, children
under the age of 18 years and those above but are still schooling or
dependents who follow him on:

(i) First appointment;

(ii) Termination of appointment;
(iii) On duty;
(iv) On transfer;
(v) On leave once in every two years cycle;

38
 (vi) To obtain necessary medical/dental treatment where referral has
been inevitable; and
(vii) To attend seminars, in-service training funded entirely by MUCE.

(b) Local transport privileges in respect of the spouse and children or

dependants of an employee shall also be granted to the extent shown in this
Section and in connection with:
(i) Convalescent leave;
(ii) medical treatment;
(iii) Leave;
(iv) Death of employee;
(v) Departure of the employee on training for more than one year if not
covered by the sponsor; and
(vi) In case of an employee’s serious illness requiring treatment
elsewhere other than his station.

(c) The class of accommodation for families will be the same as that to which
the employee himself is entitled, but no expenses will be met by the College in
respect of any additional luggage.

63. Transport of Personal Effects

Particulars of the authorized amount of personal effects which may be carried

free at the College’s expenses are available upon request from the Deputy
Principal Planning, Finance and Administration.

64. Transport on Leave

(a) An employee may be granted once in each period of two years, a return
travel ticket by rail or recognized public motor transport for him, spouse
and up to four children or dependants to travel from his work station to
his home within Tanzania. The Principal may grant free transport by air
instead of free surface transport on leave for an employee and his family,
where air transport is the only practical means of transport.

39
 (b) Where an employee does not wish to travel to his home within Tanzania
but wishes to spend his leave elsewhere, he may do so but the
reimbursement to him of his travel expenses will be limited to what
would have cost the College had he traveled to his place of domicile.

65. Transport on Duty

An employee may be granted free surface transport when traveling on duty.
However, when economy can be effected by use of air travel or where saving of
time is important, an employee may be directed by the Deputy Principal
Planning, Finance and Administration to travel on duty by air.

66. Overseas Travel Assistance on first appointment and termination

of appointment:

(a) “Home” shall mean the nearest place that can be reached by scheduled
transport service to the place defined as “home” in the employee Letter of
Appointment.

(b) An expatriate employee is entitled on first appointment to free passages for

him, his spouse and all dependent children under the age of 18 years and his
entitlement is as a general rule by economy class only.

(c) On termination of appointment employee shall be entitled to the same

privileges as outlined in (b) above; provided that:

(i) The passages must be taken up within six months of the date of
termination of appointment;

(ii) If an employee terminates his appointment before the expiration of

two years or if he fails to comply with the requirements of giving
due notice of his resignation, or if his appointment is terminated by
Governing Board as removal for good cause, he shall be held to
have forfeited his passage rights and the Governing Board, having

40
 regard to all the circumstances shall determine what proportion of
passages, if any, it will pay on his behalf;

(iii) If an employee on first appointment or renewal of contract,

voluntarily terminates his appointment within six months after arrival
at the College, the Governing Board shall be entitled to require from
him the return of one half of the cost of passages and expenses paid
by the College in respect of himself and family.

(iv) A passage entitlement in respect of the return journey from the

College to his home shall normally be paid only if an employee has
completed two academic years since he last received a passage to
his home;

(v) The College will pay only the difference between the entitlement
shown above and any lesser amount received from any other source
by any member of staff on appointment or termination.

(d) Termination of appointment takes place only when an employee leaves

the service of the College permanently.

(e) “Free passages” for an employee whose homes are overseas means
passages and baggage allowance as set out in (g) below.

(f) Travelling time,

(i) on first appointment salary and allowances shall be payable in respect of

time necessarily used while traveling by means approved by the Deputy
Principal Planning, Finance and Administration.
(ii) The Governing Board may, in special cases, compensate newly appointed
employee from the date of appointment and his departure to take up duty.

(g) Baggage Allowance shall be 50 kilos accompanied by air or 80 cubic feet

or 2.3 cubic meters by sea. The College will supply transport to convey

41
 effects to or from the last railway station or harbour in Tanzania.
Package of personal effects is not covered by this allowance. Motor
vehicle shall not be included in the personal effects.

All luggage to be transported at the College expenses must be packed

properly and crated securely before being handed over for transportation.
The College shall accept no responsibility whatsoever for any repacking,
marking, etc, or for any loss or damage to personal effects transported
whether in transit or in stores.

(h) The maximum College liability of up to five adult passages is assessed as

follows:

Member of staff - One passage

Member of staff spouse - One passages
Children under 12 years of age - Half passage each
Children of 12 years and above - One passage each

(i) Normally an employee and his family are expected to travel by air.
However, should he choose to go by sea he will be paid the equivalent air
fair in cash, provided that no subsistence allowance shall be payable to
him for the nights he spends on the voyage and the effective date of the
appointment shall be the actual date of arrival in Tanzania.

(j) Travel arrangements in all cases will be made through a travel agent
appointed by the College.

(k) All expatriate employees will be granted the usual local transport
privileges within the United Republic of Tanzania unless stated otherwise.

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 SECTION G

MISCELLANEOUS
67. Entitlement of Medical Attention

(a)All College employees are entitled to medical and surgical attention

covered by National Health Insurance Fund and any other health
insurance scheme recognized by the Government, provided that such
medical attention is available in Tanzania and has been prescribed by a
recognized medical practitioner.

(b)In case where any medical attention is not covered by the National Health
Insurance Fund, or any other health insurance scheme, the College shall
pay for the medical or surgical service to the College employee, spouse
and children.

68. Advances of Salary

(a) To Meet Fees for Evening Classes, Correspondence Courses or

Examinations

The Deputy Principal Planning, Finance and Administration is authorized to grant

an advance of salary to an employee to assist him to meet the fees for evening
classes, correspondence courses, or examination under the following conditions:

(i) The course or examination is of direct relevance to the employee’s duties,

or is likely to assist him to qualify for advancement in the service;

(ii) The employee is properly qualified to embark on the course or to enter

the examination and is likely to complete the course with diligence or has
a reasonable prospect of passing the examination;

(iii) The advance will be limited to a maximum of three months’ gross salary
or actual amount of fees whichever the less is. The advance will be

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 payable direct to the Institution/Body conducting the course or
examination and not to the employee him.

(b) Discretionary Powers of the Deputy Principal Planning, Finance

and Administration

Salary advances and loans to the maximum of two months’ salary may be
granted to a College employee by application to the Deputy Principal Planning,
Finance and Administration provided that:

(a) Funds are available;

(b) Net taken home pay after recovery of such loan shall not fall below
a third of basic salary;

(c) The amount so granted shall be recovered within the same

Financial Year; and

(d) The applicant does not owe any money to the College.

69. Motivation

An administrative employee who obtains a master’s degree or postgraduate

diploma shall be awarded double increment.

70. Loans

(a) Following limited financial resources to provide sizeable loans to its staff to
meet various short and medium term needs the College has established bank
loan schemes which are guaranteed by the College. Staff can access loans of
different amounts repayable up to a maximum of eight (8) years. The
following are the terms and conditions attached to such loans:

(i) The College employee will qualify for a loan if he is employed by the
College on permanent terms and confirmed in his post;

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 (ii) The College employees serving on contract terms will also access such
loans provided that the repayment period matches with the remaining
period of their contracts. Employees serving on post retirement contract
will not access such loans;
(iii) Amount of a loan that an employee can apply for shall depend on one’s
basic salary. Employee will apply for such loans under the schemes
after have served for at least one year; a period that you may have
been confirmed on the job.
(iv) Overtime, temporary allowances and other private income will not be
used to determine amount of a loan to be granted;
(v) An employee will access another loan (topping up) as per the respective bank
conditions. The College will be responsible for ensuring that the installments
of the loans are regularly paid.

(b) If an employee leaves the College or his service is terminated, suitable

arrangements may be made by the Bank for the recovery of the outstanding
loan balance.

71. Free Issue of Uniforms

College employees who by nature of their duties be compelled to wear

uniforms or some protective garments may be issued with them and once
they are issued, they must be worn throughout the work days.

72. Terms of Service for Employees Paid at Daily Rates of Wages

(a) Working Hours

All employees will be expected to work according to the statutory hours a

week.

(b) Wages, salaries and allowance

Shall be paid as defined by the guideline for short term Contracts at the
College

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 College.

(c) Termination of Appointment

Employees on daily rates of pay should be informed on engagement that their

services may be terminated at the end of any working day without notice: that
they may similarly leave their employment at the end of any day without notice.

73. Funeral Support

a) All College employees shall be required to join the College Funeral Fund,
and contribute a fixed amount on a monthly basis at the applicable rate. The
employee shall be supported as stipulated in the College staff funeral policy.
b) The costs of the burial of the College employees (with the exception of short-
term contract employees), their spouses and children shall be borne by the
College funds, Including
i. Coffin;
ii. Brave;
iii. Shroud;
iv. Wreath and decorations; and
v. Transport costs from point of death to the home place of the deceased
employee.

c) The employer on its own arrangements may provide some reasonable

support to funeral expenses such as Condolences and meals.

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