SayPro Human Capital Adjustment Management Policies, Procedures, Processes, Templates, Documents and Forms SayProP013

SayPro Human Capital Adjustment Management
Policies, Procedures, Processes, Templates, Documents, and Forms
Document Code: SayProP013Approved By: Neftaly Malatjie, Chief Executive Officer
Effective Date: 20/05/2025
Next Review Date: 20/11/2025

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𝗦𝗮𝘆𝗣𝗿𝗼 𝗛𝘂𝗺𝗮𝗻 𝗖𝗮𝗽𝗶𝘁𝗮𝗹 𝗔𝗱𝗷𝘂𝘀𝘁𝗺𝗲𝗻𝘁 𝗠𝗮𝗻𝗮𝗴𝗲𝗺𝗲𝗻𝘁
Policies, Procedures, Processes, Templates, Documents, and Forms
Document Code: SayProP013

Purpose
This policy outlines the procedures and controls related to Human Capital adjustments within SayPro. Adjustments may include changes in employment conditions, compensation, working hours, responsibilities, or any other contractual element that impacts SayPro Human Capital. This ensures fairness, transparency, and compliance with labor laws and internal governance.
Scope
This policy applies to:

All SayPro Human Capital, including permanent, contract, part-time, and freelance staff
Executives, Royal Directors, Officers, and related management staff
Adjustment actions initiated by Human Capital, management, or external compliance requirements

Objectives

Define a standard process for managing all types of Human Capital adjustments
Ensure documentation and approval of changes to employment terms
Maintain compliance with legal, financial, and organizational requirements
Promote fairness and equity in decisions affecting SayPro Human Capital
Support organizational changes, restructuring, and performance alignment

Definitions

Adjustment: Any formal change to the terms and conditions of an individual’s role, pay, title, or responsibilities
Voluntary Adjustment: Change requested by the Human Capital (e.g., flexible hours, role reassignment)
Involuntary Adjustment: Change initiated by SayPro management (e.g., promotions, demotions, transfers)
Adjustment Request Form (ARF): Official form used to initiate, process, and approve an adjustment

Types of Human Capital Adjustments

Compensation Adjustment (e.g., salary increase, pay correction, bonus structure update)
Job Title/Role Adjustment (e.g., promotions, job grading)
Work Hours/Shift Adjustment (e.g., schedule change, reduced hours)
Location or Department Adjustment (e.g., transfer, secondment)
Contractual Term Adjustment (e.g., renewal, extension, status change from part-time to full-time)

Roles & Responsibilities

6.1 Chief Executive Officer (CEO)

Approves high-level organizational or executive adjustments
Provides final endorsement on policy changes related to adjustments

6.2 Chief Human Capital Officer (CHCO)

Reviews and approves adjustment requests aligned with HC strategy
Ensures consistency, fairness, and compliance

6.3 Royal Directors & Officers

Initiate adjustment requests where necessary
Provide justification and evidence supporting the change

6.4 Human Capital (Employees/Contractors)

May request voluntary adjustments using official forms
Must comply with processes and timelines outlined in this policy

6.5 Finance Division

Reviews financial impact of any compensation-related adjustments
Confirms budget availability and alignment with compensation policies

Adjustment Management Process

7.1 Request Initiation

All adjustment requests must be submitted using the SayPro Adjustment Request Form (SayProF013-01)
Supporting documentation (performance reviews, salary benchmarking, contracts) must be attached

7.2 Review & Validation

The responsible Officer reviews the request for accuracy and justification
CHCO validates compliance with policy and procedures

7.3 Approval

Adjustments are approved based on type and impact level
• Minor adjustments: Officer and Royal Director approval
• Major adjustments: CHCO and CEO approval
• Financial adjustments: Require Finance endorsement

7.4 Implementation

Approved adjustments are communicated to the Human Capital and recorded in the personnel file
Adjustments are processed through the HRIS/payroll system and take effect on the specified effective date

7.5 Confirmation & Acknowledgement

The Human Capital must sign the SayPro Adjustment Acknowledgement Form (SayProF013-02)
A copy of the approved adjustment is shared with Finance and stored in compliance records

Monitoring & Compliance

All adjustments are logged in the SayPro Adjustment Register
Quarterly audits are conducted by the Governance and Compliance Team
Any inconsistencies, delays, or unauthorized adjustments will be flagged for corrective action

Templates & Forms

SayPro Adjustment Request Form (SayProF013-01)
SayPro Adjustment Acknowledgement Form (SayProF013-02)
SayPro Compensation Review Template (SayProF013-03)
SayPro Role Change Notification Template (SayProF013-04)
SayPro Adjustment Register Template (SayProF013-05)

Confidentiality

All adjustment-related information is confidential and accessible only to authorized personnel. Disclosure or misuse of such information will result in disciplinary action.

Training & Orientation

This policy is shared during onboarding and updated during relevant organizational briefings
SayPro will provide annual refresher training on adjustment management, fairness, and employment equity

FAQs

Q1: How do I request a change to my working hours?
A: Complete the Adjustment Request Form (SayProF013-01) and submit it to your Officer with a rationale and proposed schedule.

Q2: Who approves salary increases?
A: The CHCO in consultation with Finance, and the CEO for high-level roles.

Q3: Are adjustments always permanent?
A: No. Adjustments can be temporary or permanent depending on the case.

Q4: Can adjustments be reversed?
A: Yes, but only with mutual agreement or as required by operational necessity.

Q5: What if I disagree with the adjustment outcome?
A: You may appeal to the CHCO by submitting a written objection within 7 working days.

Approval & Acknowledgement

All SayPro Human Capital must acknowledge receipt and understanding of this policy by signing the SayPro Adjustment Acknowledgement Form (SayProF013-02).

Approved By:
Neftaly Malatjie
Chief Executive Officer
Date: 20/05/2025