Citizen Connect Companion
Your central hub for everything Project Partners need to manage participation, reporting, and communication in the Citizen Connect Program
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Add Participants
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Set Up Teams on KwantuGo
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KwantuGo Support
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Manual Timesheets
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Participant Removal and Discipline
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Workplace Injuries and COIDA
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Report Indicators
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Biometric Reports
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Basic Information
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Airtime and Travel
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Citizen Connect Google Drive
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Citizen Connect Guides
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Payroll Details
Participant Management
Add Participants
Have the following participant info ready:
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Clear picture of the participant’s ID document
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Banking confirmation letter dated within the last 3 months
Please make sure to enter all the participants' information correctly:
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Name is the participant's first name. Surname is their family name.
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Do not fill the form in in ALL CAPS.
For more info, reach out to Carolina.
Set Up Localities and Work Teams
A work locality or team is a group of participants who always work together in one place or move as a unit.
Each team must:
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Have a participant timekeeper.
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Use one shared device for timekeeping.
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Have the timekeeper install the app for daily clock-in/out of all members.
If you’re unsure how to group participants or have fieldwork constraints, contact Carolina for guidance.
Fill out this form for each locality / team.
KwantuGo
Our team has prepared several resources to help you and your timekeepers get familiar with the KwantuGo biometrics app. Please make sure to forward them the training videos and instruct them to join the WhatsApp support group, where they can get assistance from our team when they face challenges with the app. Biometric reports will be uploaded to your Citizen Connect shared folder every week so you can keep track of your teams’ usage of the app.
Training video: setting up KwantuGo
Training video: daily use of KwantuGo
KwantuGo Troubleshooting Guide
Manual Timesheets
KwantuGo is mandatory, but manual timesheets must also be kept in case of app issues, timekeeper absences, or training at other sites.
Use the provided template.
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List any differences in the Biometric Discrepancies Template.
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Send timesheets every Monday to chardene@stellenboschtrust.org and helene@stellenboschtrust.org.
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With the final payroll timesheets, also send the completed Biometric Discrepancies Template.
For help, contact Chardene.
Participant Removal and Labour Issues
When participants leave the program, the details must be communicated to the CC team. This is key to ensure that they are removed from the system and that any participant documentation (UI19, etc.) reflects participant employment correctly.
Participants are employees of GST, not your organisation. You must not discipline, fire, or take action without us. For problems, use the Disciplinary Issues form or contact Leana (083 382 1337) if urgent
For assistance, reach out to Leana and Helene.
Workplace Injuries and COIDA
Workplace injuries need to be reported immediately or before the end of a shift on the same day. Fill out the preliminary injury report form and the Citizen Connect team will be in touch to collect all necessary information.
For assistance, reach out to Leana and Helene.
Reporting
Submit Reports
Partners may have different reporting requirements (weekly or monthly indicators). Still, all partners must complete:
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the WEEKLY report for the previous week each Monday
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the MONTHLY report for the previous month up to the fifth business day of each month
Use it to capture indicators as well as participant issues, training, or anything the CC team should know.
Biometric Reports
You will receive weekly biometric reports, check them against your manual timesheets and report any discrepancies using the Discrepancies template.
The reports will be uploaded directly to your Partner Drive folder.
Non-wage Budgeting & Claims
Basic Information
Each project’s non-wage budget is based on the number of participants and has been allocated for the year (to June 2026).
This budget is managed quarterly, in two steps:
Budgeting – At the start of each quarter: plan, obtain quotes/estimates, build the budget and submit (upload to your Google Drive, then email nonwage@stellenboschtrust.org). This allows GST to obtain the funds from the IDC.
Claims – Once IDC funds are received, partners submit claims with SARS-compliant invoices or proof of expenditure so GST can pay suppliers or reimburse costs.
Budgets and claims must always use the provided templates and be submitted on time according to the GST calendar. No purchases may be made without prior approval from the GST Finance Team.
Visit the Budgeting & Claims folder on the Citizen Connect Library to access complete information on drafting and submitting budgets and claims, and all the policies and templates you require.
Below is the list of supporting documentation required for each type of non-wage expense.
Type of Expense | Supporting Document/s Required |
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Monitoring & Evaluation |
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Program Management |
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Tools, Materials & PPE |
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Technical Services |
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Training |
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Airtime and Travel
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Airtime - Projects are allocated a total of R 100.00 of airtime per allocated participant for the duration of the program. (E.g. 8 participants = R 800.00 airtime.) If this allocated amount is exceeded, additional airtime will be deducted from a project partner’s non-wage budget or their organisation will have to pay for it out of pocket.
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Travel - Travel claims are funded from project partners’ non-wage budget. Travel expenses must thus be planned for, estimated, and included in partners’ quarterly non-wage budget.
These types of claims have specific processes, please see the resources below for detailed information.
Resources
Citizen Connect Library
This is the general shared Google Drive folder where all Project Partners can access templates, guides, meeting records, and other program-wide documents.
In addition, each partner receives a personal Citizen Connect Partner folder on Google Drive. This private folder is used for weekly Biometric Reports, uploading signed participant contracts, and other partner-specific documents.
You will receive your link shortly after joining the programme — please save it, as you will use it often. Only you and the Citizen Connect team can access this personal folder.
Citizen Connect Guides
There are several program guides, both for partners and participants, that you can refer to as you are getting more familiar with the program or as questions arise throughout.
DETAILED Project Partner Guide
SUMMARIZED Project Partner Guide
If any of your questions are not covered in the guides, please reach out to a member of the Citizen Connect team for assistance.
Payroll Cycle
Each payroll cycle runs from the 21st of the previous month to the 20th of the current month.
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The Citizen Connect team has 2 business days to process and submit payment files to IDC.
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IDC reviews the files, asks questions if needed, and clears them for payment.
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Payments are made on the last business day of the month. Depending on the bank, funds may reflect immediately or take 2–3 days.
