SayPro Human Capital Affected Management Policies, Procedures, Processes, Templates, Documents and Forms SayProP016

SayPro Human Capital Advance Management
Policies, Procedures, Processes, Templates, Documents, and Forms
Document Code: SayProP014

Approved By: Neftaly Malatjie, Chief Executive Officer
Effective Date: 20/05/2025
Next Review Date: 20/11/2025

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𝗦𝗮𝘆𝗣𝗿𝗼 𝗛𝘂𝗺𝗮𝗻 𝗖𝗮𝗽𝗶𝘁𝗮𝗹 𝗔𝗱𝘃𝗮𝗻𝗰𝗲 𝗠𝗮𝗻𝗮𝗴𝗲𝗺𝗲𝗻𝘁
Policies, Procedures, Processes, Templates, Documents, and Forms
Document Code: SayProP014

Purpose
The purpose of this policy is to provide clear and consistent guidelines for managing financial advances to SayPro Human Capital. This includes advances for travel, training, project-related expenses, and other approved purposes. The policy ensures transparency, accountability, and compliance with SayPro’s financial controls.
Scope
This policy applies to:

All SayPro Human Capital (employees, contractors, interns, volunteers)
All departments and divisions of SayPro
Financial advances that require repayment, reconciliation, or expenditure tracking

Objectives

Standardize the process of requesting, approving, and reconciling financial advances
Ensure accountability and proper documentation of all financial advances
Prevent misuse or misappropriation of funds
Maintain financial compliance with audit and internal control requirements

Definitions

Advance: A temporary financial disbursement provided by SayPro to cover planned business expenses
Requestor: The individual requesting the advance
Advance Form: The formal document used to apply for and track the issuance of an advance
Reconciliation: The process of reporting and substantiating the use of advanced funds

Types of Advances

Travel Advance – for transportation, accommodation, and meal allowances
Training Advance – for training fees, materials, and travel to learning events
Project Advance – for expenses related to fieldwork, events, or approved project activities
Emergency Advance – issued in urgent situations, subject to CHCO or CEO approval

Roles & Responsibilities

6.1 Chief Executive Officer (CEO)

Approves high-value or emergency advances
Ensures overall compliance with financial policy

6.2 Chief Human Capital Officer (CHCO)

Reviews advance requests and ensures alignment with operational needs
Coordinates with Finance to ensure budget availability

6.3 Finance Officer/Manager

Verifies budget, processes payment, and tracks repayment/reconciliation
Monitors outstanding advances and initiates reminders

6.4 Human Capital (Requestors)

Completes the Advance Request Form and obtains necessary approvals
Uses the funds responsibly and submits a full reconciliation within the required period

6.5 Royal Directors & Officers

Authorize division-level advance requests
Ensure advances are justified and aligned with activity plans

Advance Management Process

7.1 Requesting an Advance

Complete the SayPro Advance Request Form (SayProF014-01)
Submit at least 5 business days before the activity unless urgent
Attach relevant supporting documents (e.g., event schedule, travel itinerary)

7.2 Approval

Advances under R2,000 require Officer or Director approval
Advances between R2,000 and R10,000 require CHCO approval
Advances above R10,000 or emergency funds require CEO approval

7.3 Disbursement

Once approved, Finance processes payment by EFT or petty cash (if applicable)
A payment confirmation is issued and recorded in the Advance Register

7.4 Use of Funds

Funds must be used strictly for the purpose indicated
Any deviation must be pre-approved and documented

7.5 Reconciliation

Submit the Advance Reconciliation Form (SayProF014-02) within 5 working days after the activity
Attach receipts, invoices, and unused funds (if applicable)
Finance reviews and closes the advance record

7.6 Repayment of Unused Funds

Any unused or unaccounted-for amount must be returned to SayPro immediately
Failure to reconcile or repay may lead to disciplinary action

Templates & Forms

SayPro Advance Request Form (SayProF014-01)
SayPro Advance Reconciliation Form (SayProF014-02)
SayPro Advance Register Template (SayProF014-03)
SayPro Budget Verification Sheet (SayProF014-04)
SayPro Advance Acknowledgement Form (SayProF014-05)

Compliance & Audit

Advances not reconciled within the set timeframe may be reported to Governance
Quarterly audits are conducted to verify compliance and identify discrepancies
Repeat offenses may lead to suspension of advance privileges or further HR action

Confidentiality

All financial transactions, including advance details, are considered confidential and are accessible only to authorized personnel. Unauthorized disclosure may result in disciplinary consequences.

Training & Orientation

Orientation on Advance Management is provided to all new Human Capital
Annual refresher sessions and financial policy reviews will be conducted

FAQs

Q1: Can I request more than one advance at a time?
A: No. All previous advances must be reconciled and closed before a new one is issued.

Q2: What if I lose a receipt?
A: Submit a signed explanation approved by your Officer or Director. Consistent loss of receipts may affect future approvals.

Q3: Can I use an advance for a different activity than originally approved?
A: No. You must seek written approval for any changes before use.

Q4: What happens if I do not reconcile on time?
A: You will receive reminders, and escalation will occur. Further advances will be suspended until reconciliation is completed.

Q5: Can interns or volunteers request advances?
A: Yes, with Officer and CHCO approval and a signed commitment to reconcile.

Policy Review & Approval

This policy is reviewed annually by the CHCO and Finance. Updates are approved by the CEO and distributed to all divisions.

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