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

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

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.