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

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).

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.

SayProP577-3. Definitions

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.

SayProP577-5. Roles and Responsibilities

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

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

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.

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.