SayPro335: SayPro Neftaly Malatjie reminder on Finance and Treasury Procedure for File Handover

To the Chairperson of SayPro Mr. Clifford Legodi, all Royal Committee and all SayPro Royal Chiefs

Kgotso a ebe le lena

Please be reminded of the following procedure for the handover of Finance Files

Please submit the following as per contracts from clients and on each company as required monthly, quarterly, and annually.

Step 1: SayPro Chief Financial Officer and Company Director or Company Head an example SayPro Chief Development or SayPro Chief Education or any head of the company

1.1. Cover Letter requesting SayPro Royal Committee to accept the handover and listing the files

1.2. Resolution Letter declaring that you have checked everything is in order and compliant to the contract or in line with the bank statement. Declare that the Financials are compliant with the requirements as stated by the Client. The resolution must be approved by the Officer, Manager, the Royal Chief, Chief Monitoring Officer, and Chief Operations Officer

1.2. Bank statements for the period if required by the client compulsory for the internal reporting

1.3. Expenditure Report for the period and the summary that explains the spending period to the end of the project. E.g. if it is month 1 of 12.

1.4. All supporting documents are required by the client. Refer to their contract. Also, quote in the resolution that you have complied with the requirements.

1.5. If there is a Project Report, the report must be supported by attendance registers, reports, certificates, Statement of Results

1.6. Minutes of the meeting and the attendance register indicating the discussion during the meeting

1.7. SayPro Treasurer and Deputy Treasurer must be available at the meeting and all steps.

Once the above have been complied with, then they must be submitted to the SayPro Royal Committee. The committee must reject the report if it does not comply with the above

Once it complies

Step 2

2.1. The above must be handed over to the Royal Committee

2.2. Royal Committee must sit and receive the handover.

2.3. Minutes of meeting and attendance Register must be prepared and approved

2.4. A resolution and a cover letter must be drawn for the handover to Neftaly Malatjie

2.5. If there are corrections to be made. Save all files as they are and recommend them to fix them. They must go back to step 1 and fix all the issues.

Once they have fixed on Step 1, they must return to the SayPro Royal Committee to hand over.

SayPro Royal Committee has the right to decline or approve the submission.

If they have passed. Then, move to step 3

Step 3

3.1. Send a link as per the constitution condition to submit the file 10 days before the meeting on SayPro Finance and Treasury

3.2. Invite Neftaly Malatjie without an appointment to review and approve.

3.3. I will decline or approve or recommend changes.

3.4. Ensure that this meeting is also minuted and filed.

3.5. Due to back and forth, you may also face attending to the same issue more than 5 times. It means that there must be 5 files, each with revisions as they are seen.

This circular and others must be saved on staff under SayPro Circulars

Ensure that this circular is also interpreted in the SayPro Policy and Procedure.

Signatures from the SayPro Royal Committee must be from original sources. Chiefs and officials are not supposed to be original. For the Royal Committee, it must be scanned letters Electronic signatures will be accepted for submissions from SayPro Royal Chiefs and their officials due to remote working.

My message shall end here

Neftaly Malatjie | CEO | SayPro