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SayPro Human Capital Aid Management Policies, Procedures, Processes, Templates, Documents and Forms SayProP020

SayPro Human Capital Aid Management
Policies, Procedures, Processes, Templates, Documents, and Forms
Document Code: SayProP020

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

𝗦𝗮𝘆𝗣𝗿𝗼 𝗛𝘂𝗺𝗮𝗻 𝗖𝗮𝗽𝗶𝘁𝗮𝗹 𝗔𝗶𝗱 𝗠𝗮𝗻𝗮𝗴𝗲𝗺𝗲𝗻𝘁
Policies, Procedures, Processes, Templates, Documents, and Forms
Document Code: SayProP020

  1. Purpose
    The purpose of this policy is to establish guidelines and a management framework for the identification, provision, distribution, and oversight of aid and support provided to SayPro Human Capital and external communities through SayPro’s aid and welfare programs.
  2. Scope
    This policy applies to:
  • SayPro Human Capital (employees, volunteers, contractors, interns)
  • All divisions, departments, and regional branches of SayPro
  • All aid programs, both internal and external, including humanitarian, financial, educational, and emergency aid
  1. Objectives
  • Ensure equitable, timely, and appropriate aid to eligible recipients
  • Maintain transparency, accountability, and integrity in aid allocation
  • Define roles and responsibilities in aid provision and monitoring
  • Prevent abuse, fraud, or misuse of SayPro aid programs
  • Align aid initiatives with SayPro’s strategic, ethical, and governance standards
  1. Definitions
  • Aid: Any form of assistance, support, relief, or benefit provided to individuals or groups to meet urgent or essential needs
  • Human Capital Aid: Aid given to SayPro Human Capital members in need (e.g., medical, emergency, educational support)
  • External Aid: Community or partner assistance programs facilitated by SayPro
  • Aid Requestor: The person or group submitting an aid application or request
  • Aid Committee: A designated team responsible for evaluating and approving aid requests
  1. Categories of Aid
  • Financial Aid – for medical expenses, educational support, emergency funding
  • Material Aid – food parcels, hygiene kits, learning materials, clothing, etc.
  • Psychological Aid – counseling support, trauma support services
  • Developmental Aid – capacity building, training, or education-based assistance
  • Disaster Relief – rapid response support in the event of floods, fires, or other crises
  1. Roles & Responsibilities

6.1 Chief Executive Officer (CEO)

  • Provides strategic oversight and final approval of large-scale or emergency aid
  • Signs off on annual aid budgets and high-risk cases

6.2 Chief Human Capital Officer (CHCO)

  • Manages and oversees internal Human Capital aid programs
  • Coordinates aid committees and ensures aid policy compliance

6.3 Aid Committee

  • Reviews applications, verifies eligibility, and approves aid allocations
  • Maintains records and follows up with beneficiaries

6.4 Royal Directors & Officers

  • Receive aid requests at division or regional level
  • Facilitate local verification and distribution

6.5 Finance Department

  • Ensures proper disbursement, tracking, and reporting of financial aid
  • Coordinates audits and financial reviews of aid programs

6.6 Human Capital Wellness Officer

  • Identifies psychological and welfare support needs
  • Refers cases for further support or counseling
  1. Aid Request & Approval Process

7.1 Application

  • Aid requests must be submitted using the SayPro Aid Application Form (SayProF020-01)
  • Supporting documents must be attached (e.g., medical reports, quotes, affidavits)

7.2 Verification

  • The Aid Committee verifies information through internal checks or site visits
  • Confidential interviews may be conducted if needed

7.3 Approval

  • Small aid requests (< R2,000) may be approved by Officers
  • Moderate aid requests (R2,000–R10,000) require CHCO or Committee approval
  • High-value or emergency requests (> R10,000) require CEO approval

7.4 Disbursement

  • Finance processes payments or arranges in-kind aid delivery
  • Receipts or proof of delivery are obtained and filed

7.5 Follow-up

  • Beneficiaries must submit a use report (SayProF020-03) within 14 days
  • Repeat support requires review of previous assistance record
  1. Templates & Forms
  • SayPro Aid Application Form (SayProF020-01)
  • SayPro Aid Verification Checklist (SayProF020-02)
  • SayPro Aid Use Report Template (SayProF020-03)
  • SayPro Aid Register & Tracking Sheet (SayProF020-04)
  • SayPro Emergency Aid Escalation Form (SayProF020-05)
  1. Monitoring & Evaluation
  • Quarterly reviews of aid issued, pending cases, and impact assessments
  • Annual impact report submitted to the CEO and Governance Committee
  • Spot audits to ensure accountability and prevent misuse
  1. Confidentiality
  • All aid-related information is confidential and managed with sensitivity
  • Only authorized personnel have access to aid files and decisions
  1. Ethical Considerations
  • Aid is granted based on need, not personal relationships or influence
  • Any attempt to coerce, bribe, or manipulate the process will result in disciplinary action
  1. Training & Awareness
  • All Officers and Committee members receive training on Aid Management annually
  • Human Capital are informed of aid opportunities and responsibilities via orientation and notices
  1. FAQs

Q1: Who is eligible to apply for Human Capital Aid?
A: Any active SayPro Human Capital member experiencing valid hardship or emergency may apply.

Q2: Can aid be provided to external individuals?
A: Yes, through structured outreach or community-based programs, subject to available funding and approval.

Q3: Is there a maximum limit to aid?
A: While there’s no absolute cap, high-value aid (> R10,000) must undergo CEO review.

Q4: Can aid be denied?
A: Yes. If an application lacks documentation, is fraudulent, or falls outside the scope, it may be declined with explanation.

Q5: Can aid be requested more than once?
A: Yes, but all prior aid must be accounted for, and each case will be reviewed independently.

  1. Policy Review & Approval

This policy is reviewed annually by the CHCO, with input from the Aid Committee and Finance. Final revisions are approved by the CEO.

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