SayPro Human Capital CIPC Management Procedure SayProP578

SayPro Table of Contents

SayPro Human Capital CIPC Management Procedure

Document Code: SayProP578
Approved By: Neftaly Malatjie, Chief Executive Officer
Last Reviewed: [Insert Date]
Next Review Date: [Insert Date, 6 months from today]

Policy Owner: SayPro Chief Human Capital Officer

1. Purpose

The purpose of this procedure is to ensure the effective management, compliance, and timely submission of all SayPro-related documentation to the Companies and Intellectual Property Commission (CIPC), in alignment with legal and regulatory requirements.

2. Scope

This procedure applies to all SayPro Human Capital activities related to the registration, updating, and management of companies, directors, amendments, and annual returns submitted to CIPC.

3. Definitions

Term	Definition
CIPC	Companies and Intellectual Property Commission – South Africa’s regulatory body for company registration and IP.
Annual Returns	Mandatory filings submitted to CIPC reflecting the status of the company.
Royal Director	SayPro senior officer responsible for overseeing company compliance.
Officers	Human Capital officials managing internal records and submissions to CIPC.

4. Objectives

To maintain full legal compliance with CIPC regulations
To ensure accuracy of SayPro registration, ownership, and operational data
To keep all SayPro entities in good standing with the regulator
To support SayPro’s transparency, accountability, and governance commitments

5. Roles and Responsibilities

Role	Responsibilities
Chief Executive Officer	Approves all CIPC filings and strategic decisions
Royal Director: Compliance	Coordinates all CIPC-related actions, monitors deadlines
SayPro Legal/Finance Officers	Prepares, verifies, and files CIPC forms and ensures documentation integrity
SayPro Officers	Maintain up-to-date internal records that inform CIPC submissions

6. Procedure

6.1 Company Registration

Submit all new company registrations via the CIPC e-services platform
Assign a Royal Director to oversee compliance of each legal entity
Capture entity on SayPro internal registry

6.2 Director Amendments

Submit changes to directors’ details (resignations, appointments) via CIPC
Update internal records immediately after confirmation of change
Archive certified ID copies and resolutions

6.3 Annual Returns

Track and diarise return submission deadlines (annually within 30 days of incorporation anniversary)
Confirm financial statements and turnover thresholds
Submit annual return and pay prescribed fees

6.4 Name Changes and Amendments

Submit name reservation applications with up to 4 preferred names
Upon approval, lodge company amendment forms
Notify all stakeholders and update websites, stationery, and digital assets

6.5 Deregistration and Restoration

Apply for deregistration where operations cease, with supporting documents
Where required, lodge restoration with reasons and updated financials

7. Templates and Tools

CIPC Submission Checklist
Director Change Form Template
Name Reservation Request Form
Annual Return Tracker
Compliance Audit Sheet
Internal Company Register

8. Compliance

SayPro ensures strict compliance with the following legislation:

Companies Act No. 71 of 2008 (as amended)
CIPC Rules and eServices Guidelines
SayPro Governance and Ethics Policies
National Treasury and Donor Reporting Requirements

Failure to comply may lead to deregistration, fines, or reputational damage.

9. Frequently Asked Questions (FAQs)

Q1: How do I know when SayPro must submit an annual return?
A1: Annual returns must be filed within 30 business days of the anniversary of each entity’s registration.

Q2: Who handles SayPro’s CIPC submissions?
A2: SayPro Legal or Finance Officers under the guidance of a Royal Director.

Q3: What happens if SayPro misses a submission deadline?
A3: CIPC may impose penalties or deregister the entity.

Q4: Can we change company details like address or directors online?
A4: Yes. CIPC eServices allows for most company detail updates and requires supporting documentation.

Q5: Where are SayPro CIPC records kept?
A5: All records are digitally stored in SayPro’s secured document management system and backed up regularly.