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SayPro Human Capital UIF Management Policies, Procedures, Processes, Templates, Documents and Forms SayProP502

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Written by

Neftaly Malatjie

in

Document Code: SayProP502
Approved By: Neftaly Malatjie, Chief Executive Officer
Last Reviewed:02 March 2025
Next Review Date: 02 August 2025

1. Overview

The SayPro Human Capital Unemployment Insurance Fund (UIF) Management Policy outlines the procedures and guidelines for managing UIF-related activities within SayPro. This policy ensures compliance with the South African Unemployment Insurance Fund (UIF) regulations and provides a clear framework for handling employee contributions, claims, and the general administration of UIF matters.

2. Objectives

  • To ensure compliance with South African UIF regulations.
  • To manage employee UIF contributions effectively.
  • To support eligible employees in accessing UIF benefits when necessary.
  • To streamline the process of registering, submitting claims, and managing UIF for employees.
  • To maintain accurate records for auditing purposes.

3. Scope

This policy applies to:

  • All SayPro Human Capital employees, including permanent, temporary, and contract staff.
  • Payroll and Finance teams responsible for UIF-related processes.
  • SayPro Human Capital Directors and Officers involved in administration and compliance.

4. UIF Contributions and Registration

4.1 Employee Contributions

SayPro ensures that all employees are registered with the UIF and that their contributions are made in accordance with the guidelines set by the South African Department of Labour.

  • Employee Contribution Rate: The UIF contribution rate for employees is 1% of their monthly salary (up to a salary threshold defined by UIF regulations).
  • Employer Contribution Rate: SayPro contributes an additional 1% of the employee’s monthly salary (equally 1% as mandated).
  • Contributions are deducted directly from employees’ salaries and paid monthly to the South African Revenue Service (SARS).

4.2 Registration of Employees with UIF

Upon the onboarding of any new employee, SayPro’s Human Capital Team will ensure that:

  1. The employee is registered with the UIF via SARS.
  2. Employees receive a UIF Reference Number for their personal records.
  3. The relevant documentation is submitted to the Department of Labour.

5. UIF Claims Process

Employees may apply for UIF benefits if they become unemployed, unable to work due to illness, or when taking maternity leave. The Human Capital Team ensures employees are aware of their rights and assist in facilitating the claims process.

5.1 Types of UIF Claims

  1. Unemployment Benefits – Available to employees who have lost their job through no fault of their own.
  2. Illness Benefits – Available when an employee is unable to work due to illness.
  3. Maternity Benefits – Available to female employees on maternity leave.
  4. Adoption Benefits – Available to employees who have legally adopted a child.
  5. Dependents’ Benefits – Available to the family or dependents of a deceased employee.

5.2 Claim Process

  • Step 1: Employee submits a UIF Claim Application Form to SayPro’s Human Capital Team.
  • Step 2: Human Capital verifies the employee’s UIF eligibility and assists in completing the necessary documentation, including UIF Declaration Form (UI-19) and UIF Application for Benefits (UI-2.8).
  • Step 3: Submit the completed claim form to SARS or the Department of Labour.
  • Step 4: Monitor the progress of the claim and assist the employee with follow-up if needed.

5.3 Claim Timelines

  • Claims must be submitted within 6 months of the employee’s termination or last day of employment.
  • UIF claims typically take 2 to 3 weeks for processing, though this may vary based on the nature of the claim.

6. UIF Auditing and Record Keeping

6.1 Record Keeping

  • SayPro is required to maintain accurate records of all UIF-related documentation, including:
    • Employee UIF Registration Forms.
    • Contributions and Payments made to UIF.
    • Claim Documentation (UIF Application Forms, UI-19 forms, etc.).
    • Communication with the Department of Labour/SARS.

These records should be kept for at least 5 years for auditing and compliance purposes.

6.2 Audits and Inspections

  • SayPro may be subject to audits or inspections by the Department of Labour or SARS to ensure compliance with UIF regulations.
  • Human Capital will be responsible for preparing and submitting the required records and documents during an audit.

7. Roles and Responsibilities

7.1 SayPro Chief Human Capital Officer (CHCO)

  • Oversee the implementation and compliance of UIF management policies.
  • Ensure that all employees are registered with the UIF and that contributions are up to date.
  • Facilitate the claim process and ensure employees receive the correct support.

7.2 Human Capital Team

  • Administer employee UIF registrations and contribution deductions.
  • Assist employees in understanding their UIF rights and filing claims.
  • Keep accurate records of all UIF transactions, submissions, and communications with the Department of Labour.

7.3 Payroll Department

  • Ensure correct deduction of employee UIF contributions every month.
  • Submit UIF contributions to SARS regularly, in compliance with the submission schedule.

7.4 Employees

  • Notify SayPro Human Capital if they wish to file a UIF claim.
  • Submit necessary documentation when applying for UIF benefits.
  • Cooperate with Human Capital in completing the claims process.

8. Templates and Documents

The following templates and documents are used in managing UIF processes:

  1. UIF Claim Application Form (SayProF502-01)
  2. UIF Declaration Form (UI-19) (SayProF502-02)
  3. Employee UIF Registration Form (SayProF502-03)
  4. UIF Benefits Application Form (UI-2.8) (SayProF502-04)
  5. UIF Contribution Report (SayProF502-05)
  6. UIF Employee Exit Interview Form (SayProF502-06)

9. Compliance and Review

  • Legal Compliance: SayPro’s UIF management processes must comply with all South African laws regarding UIF, including regulations set out by the Department of Labour and SARS.
  • Policy Review: This policy will be reviewed annually to ensure ongoing compliance with any changes in UIF regulations or organizational needs.
  • Non-compliance: Any deviations from this policy will be investigated and addressed in accordance with SayPro’s disciplinary procedures.

Approved By:
Neftaly Malatjie
Chief Executive Officer
Date: 02 March 2025

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