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SayPro Human Capital Social Development Management Procedure

Document Code: SayProP577
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

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SayProP577-1. Purpose

SayProP577- This procedure outlines the standardized approach for managing SayPro’s Non-Profit Organisation (NPO) compliance, reporting, and governance requirements in South Africa, in line with the Department of Social Development (DSD) and NPO Act (Act 71 of 1997).

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SayProP577-2. Scope

Applies to all SayPro Human Capital staff, Officers, and Directors responsible for managing, registering, maintaining, and reporting on SayPro NPOs and affiliated entities registered with the Department of Social Development.

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SayProP577-3. Definitions

Term	Definition
NPO	A Non-Profit Organisation registered under the NPO Act (No. 71 of 1997).
DSD	Department of Social Development – the regulatory body for NPOs in South Africa.
Narrative Report	A written report submitted annually to DSD highlighting the NPO’s activities.
Financial Report	The financial statements submitted with the NPO annual report.
Royal Director	The SayPro official responsible for ensuring NPO governance compliance.

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SayProP577-4. Objectives

• SayProP577-4-1 Ensure all SayPro NPOs remain fully compliant with DSD regulations.
• SayProP577-4-2 Support effective governance, transparency, and sustainability of SayPro’s NPO functions.
• SayProP577-4-3 Provide clear guidance for annual reporting, audits, and general operations.
• SayProP577-4-4 Ensure alignment with SayPro’s values, Constitution, and Public Benefit goals.

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SayProP577-5. Roles and Responsibilities

Role	Responsibilities
Chief Executive Officer	Oversight and final approval of all submissions, reports, and registration processes.
Royal Director: Governance	Ensures accurate and timely compliance with DSD/NPO requirements.
SayPro Officers	Maintain internal documentation, collect records, and support audit and reporting.
SayPro Finance	Prepares financial reports, coordinates independent reviews if required.

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SayProP577-6. Procedure

SayProP577-6-1 NPO Registration

• SayProP577-6-1-1 Submit application with Constitution, Officer details, and supporting documents to DSD.
• SayProP577-6-1-2 Obtain NPO registration number and record it in the SayPro Governance Registry.
• SayProP577-6-1-3 Update all stationery, websites, and correspondence to include the NPO number.

SayProP577-6-2 Annual Narrative and Financial Reporting

• SayProP577-6-2-1 Prepare annual Narrative Report summarizing SayPro’s key programs, reach, challenges, and achievements.
• SayProP577-6-2-2 Prepare annual Financial Report covering income, expenditure, assets, and liabilities.
• SayProP577-6-2-3 Submit both documents within nine months of the financial year-end to the DSD.
• SayProP577-6-2-4 Use the official DSD Annual Report Template or the SayPro Customized Template.

SayProP577-6-3 Governance and Record Keeping

• SayProP577-6-3-1 Maintain updated officer and contact details with DSD.
• SayProP577-6-3-2 File resolutions for any structural, objective, or leadership changes.
• SayProP577-6-3-3 Keep detailed records of minutes, attendance registers, strategic plans, and reports for five years.

SayProP577-6-4 Constitution Management

• SayProP577-6-4-1 Amendments to the SayPro NPO Constitution must be submitted to DSD within one month of change approval.
• SayProP577-6-4-2 Ensure alignment with SayPro’s overall governance structure and the NPO Act.

SayProP577-6-5 Stakeholder and Public Engagement

• SayProP577-6-5-1 Display NPO number on all SayPro event banners, posters, documents, and online pages.
• SayProP577-6-5-2 Provide regular updates to stakeholders via newsletters and reports.

SayProP577-6-6 SayPro Department of Social Development Financial Year End Change

• SayProP577-6-6-6-1 SayPro Royal Committee must submit a request to Neftaly Malatjie to convene a meeting to change the Financial Year End
• SayProP577-6-6-6-2 Ensure that you use the correct letter head with the exact company name and company number for submission to the National Department of Social Development. Request the corret letter head with the corret number from SayPro Chief arketing Officer

• SayProP577-6-6-3 The Following Documents must be prepared for the Financial Year End

• SayProP577-6-6-3-0 SayPro [Name Surnme] [Position] Permission Request to submit the documents on behalf of [Company Name] to the South African Department of Social Development on [DD Month YYY]
• SayProP577-6-6-3-1 [NPO Name] Signed Minutes of the Meeting to change Financial Year End
• SayProP577-6-6-3-2 [NPO Name] Signed Resolution Letter to ammend the Constitution and Change the Financial Year End
• SayProP577-6-6-3-3 [NPO Name] Signed Constitution with the new Name
• SayProP577-6-6-3-4 [NPO Name] Signed Register of Board Resolution confirming to change the Financial Year End.
• SayProP577-6-6-3-5 [NPO Name] Signed Permission to Submit Documents Permission from Directors
• SayProP577-6-6-3-6 SayPro Royal Committee Sign Approval to [Name and Surname] to submit documents to Social Development on behalf of [Company Name] on [DD Month YYYY]
• SayProP577-6-6-4 SayPro Neftaly Malatjie approval to [Name and Surname] to submi documents to Social Development on behalf of [Company Name] on [DD Month YYYY]

• SayProP577-6-7 Oce you are done submit the documents to SayPro CEO for review and Approval
• SayProP577-6-8 An appointed SayPro official must visit the SayPro
• SayProP577-6-9 Refer to SayPro Human Capital Invitation Management Procedure SayProP574 for instructions on invitations and attach the documents as well for here

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SayProP577-7 Templates and Tools

• SayPro NPO Annual Narrative Reporting Template
• SayPro NPO Financial Report Template
• Officer Change Form
• Constitution Amendment Template
• Internal NPO Compliance Checklist
• DSD Submission Tracker

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SayProP577-8. Compliance

SayProP577-8-1 SayPro is committed to complying with the following legislation and regulatory standards:

• SayProP577-8-1-1 NPO Act No. 71 of 1997
• SayProP577-8-1-2 DSD Guidelines for NPO Reporting and Governance
• SayProP577-8-1-3 Public Finance Management Act (PFMA) (where applicable)
• SayProP577-8-1-4 King IV Report on Corporate Governance
• SayProP577-8-1-5 SayPro Governance Framework

SayProP577-8-1-6 Non-compliance may result in deregistration, reputational damage, or funding loss. Officers who fail to adhere to these procedures may be subject to internal disciplinary measures.

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SayProP577-9. Frequently Asked Questions (FAQs)

SayProP577-9-1 : How often must SayPro NPOs report to DSD?
SayProP577-9-2 : Annually — both Narrative and Financial Reports must be submitted within 9 months of financial year-end.

SayProP577-9-3 : Can SayPro register multiple NPOs?
SayProP577-9-4 : Yes, provided each entity has a unique Constitution and complies independently with DSD requirements.

SayProP577-9-5 : What happens if we miss the deadline?
SayProP577-9-6 : DSD may mark the NPO as non-compliant or deregister it. SayPro will escalate for urgent resolution.

SayProP577-9-7 : Who is responsible for submitting the reports?
SayProP577-9-8 : The Royal Director supported by SayPro Finance and Administration Officers.

SayProP577-9-9 : How do we amend SayPro’s NPO Constitution?
SayProP577-9-10 : Draft the amendment, pass a resolution, and submit it to DSD with a cover letter.

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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

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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.

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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.

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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.

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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

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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

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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

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7. Templates and Tools

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

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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.

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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.

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SayPro Human Capital BEE Management Procedure

Document Code: SayProP579
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

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1. Purpose

The purpose of this procedure is to ensure SayPro’s compliance with the Broad-Based Black Economic Empowerment (B-BBEE) Act, its Codes of Good Practice, and all relevant transformation charters through structured Human Capital practices that promote inclusion, equity, and empowerment.

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2. Scope

This procedure applies to all SayPro Human Capital units, operations, partnerships, recruitment activities, skills development, enterprise and supplier development, and social investment initiatives.

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3. Definitions

Term	Definition
B-BBEE	Broad-Based Black Economic Empowerment: Government policy to advance economic transformation.
Skills Development	Training and development of black employees and unemployed persons.
Enterprise Development	Support for black-owned businesses through funding or services.
Royal Director	SayPro Executive responsible for BEE oversight and compliance.

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4. Objectives

• To maintain and improve SayPro’s BEE level and compliance scorecard
• To align all human capital functions with transformation goals
• To ensure inclusive representation and empowerment in all SayPro activities
• To contribute to the socio-economic upliftment of historically disadvantaged communities

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5. Roles and Responsibilities

Role	Responsibilities
Chief Executive Officer	Strategic leadership and final approval of all BEE initiatives
Royal Directors	Oversight, monitoring, and reporting on BEE components within their units
Human Capital Officers	Implementation of recruitment, training, and supplier development strategies
Finance Officers	Ensure proper funding and investment in BEE initiatives
Project Teams	Document and report contributions towards BEE goals in their activities

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6. Procedure

6.1 BEE Strategy Development

• Define SayPro’s BEE vision and annual targets
• Conduct internal audits and gap analysis
• Align strategy with current BEE Codes and sector-specific charters

6.2 Recruitment and Employment Equity

• Prioritise employment of black candidates, youth, women, and persons with disabilities
• Maintain and submit Employment Equity Reports as required
• Promote internal career progression for historically disadvantaged individuals

6.3 Skills Development

• Register black learners for accredited SayPro courses, internships, and learnerships
• Partner with SETAs and funders for training and upskilling
• Maintain attendance and completion records to support BEE verification

6.4 Enterprise and Supplier Development

• Source and support black-owned vendors through SayPro Marketplace
• Provide mentorship, training, and business development support
• Monitor and record procurement from B-BBEE-compliant suppliers

6.5 Socio-Economic Development

• Invest in SayPro community-based projects aligned with social upliftment
• Track all donations, volunteer hours, and CSI impact using templates
• Showcase impact through SayPro reports, events, and media

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7. Templates and Tools

• BEE Audit Checklist
• Supplier Compliance Declaration
• Employment Equity Reporting Template
• Skills Development Tracking Sheet
• Enterprise Development Support Form
• Socio-Economic Development Impact Log

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8. Compliance

SayPro adheres to the following frameworks:

• Broad-Based Black Economic Empowerment Act No. 53 of 2003
• B-BBEE Codes of Good Practice
• Sector-specific Transformation Charters
• POPIA, Labour Laws, and SayPro’s Ethical Code of Conduct

Non-compliance may result in legal penalties, funding loss, reputational risk, or disciplinary action.

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9. Frequently Asked Questions (FAQs)

Q1: What BEE level is SayPro aiming for?
A1: SayPro targets Level 1 or 2 status depending on annual assessments and partner requirements.

Q2: Does BEE only apply to hiring?
A2: No, it covers recruitment, training, supplier relations, and community investments.

Q3: How does SayPro track BEE progress?
A3: Through BEE audits, templates, internal reports, and third-party verifications.

Q4: Can SayPro support external black-owned businesses?
A4: Yes, via SayPro Marketplace, funding, mentorship, and enterprise development programmes.

Q5: Who is responsible for BEE compliance?
A5: All Officers contribute, under the oversight of Royal Directors and final approval by the CEO.

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