SayPro Human Capital Cancellation Management Procedure SayProP524

SayPro Human Capital Cancellation Management Procedure
Document Code: SayProP524
Approved By: Neftaly Malatjie, Chief Executive Officer
Last Reviewed: 03 July 2025
Next Review Date: 03 June 2026

Policy Owner: SayPro Chief Human Capital Officer SayProCHCR

1. Purpose
   The purpose of this procedure is to establish a standardized process for the management of cancellations within SayPro’s Human Capital functions. This includes, but is not limited to, cancellation of Human Capital engagements, courses, appointments, registrations, access, and contractual relationships. The aim is to ensure proper documentation, compliance, fairness, and risk mitigation.
2. Scope
   This procedure applies to:

• SayPro Human Capital (HC) engagements with learners, staff, officers, partners, and contractors
• SayPro HC services including program enrollments, interviews, appointments, and transfers
• Any Human Capital–related authorisation or process requiring formal cancellation

3. Definitions

• Cancellation: The formal act of terminating an approved or pending HC-related activity or relationship.
• Requestor: Any SayPro Human Capital, Officer, Royal Director, or external individual submitting a cancellation request.
• Authorising Official: A SayPro Officer, Royal Director, Deputy Chief, or Chief Executive responsible for approving the cancellation.

4. Cancellation Categories

• Training and Course Enrolment Cancellation
• Employment Offer or Interview Cancellation
• Human Capital Access Cancellation (e.g., system access, office entry)
• Appointment, Transfer, or Promotion Cancellation
• Contract or Agreement Cancellation
• Event or Meeting Cancellation under HC

5. Procedure

5.1 Initiation of Cancellation

• A cancellation must be requested in writing by the original requestor, or their officer-in-charge.
• The SayPro Human Capital Cancellation Request Form (SayProF524-01) must be completed and submitted.
• All requests must include a justification and supporting documentation, if applicable.

5.2 Approval Workflow

Step 1: Submission of SayProF524-01 by requestor
Step 2: Review by SayPro Officer or Royal Director
Step 3: Escalation to Deputy Chief or Chief Officer if required
Step 4: Final approval or rejection
Step 5: Notification to involved parties
Step 6: Documentation and audit filing

5.3 Conditions for Cancellation
Cancellations may only be approved under the following conditions:

• Breach of terms by involved party
• Unforeseen operational changes
• Budgetary or compliance restrictions
• Voluntary withdrawal or resignation
• Misrepresentation or fraud

5.4 Notification
Once approved or denied, a formal notice will be issued to all affected parties via email and uploaded to SayPro’s HC portal.

5.5 Recordkeeping
All cancellation records must be securely stored in SayPro’s Document Management System for no less than 5 years and be made available during internal or external audits.

6. Roles and Responsibilities

• SayPro Human Capital: Initiates and supports cancellation process
• SayPro Officers: Perform initial review and endorse or reject cancellation
• SayPro Royal Directors: Approve or escalate cancellations within their divisions
• SayPro Deputy Chiefs: Provide strategic validation and risk management insight
• SayPro Chief Officers / CEO: Final approvers for escalated or high-impact cancellations
• SayPro Governance Unit: Ensures compliance, documentation, and audit trail

7. Forms and Templates

• SayPro Human Capital Cancellation Request Form (SayProF524-01)
• SayPro Cancellation Justification Template (SayProF524-02)
• SayPro Notification of Cancellation Letter Template (SayProF524-03)
• SayPro Cancellation Log Register (SayProF524-04)

8. Compliance
   Failure to comply with this procedure may result in disciplinary action, reversal of unauthorised cancellations, and further investigation by the SayPro Governance Office.
9. Review
   This procedure will be reviewed every six months or sooner if required due to legislative, regulatory, or operational changes.

Approved by:
Neftaly Malatjie
Chief Executive Officer
SayPro