Document Code: SayProP034
Approved By: Neftaly Malatjie, Chief Executive Officer
Last Reviewed: 21 January 2025
Next Review Date: 21 July 2025, 6 months from today
1. Overview
SayPro’s Human Capital Approval Management Policy establishes a structured approach to approvals within the organization. It ensures transparency, efficiency, and accountability in decision-making related to employee requests, policy changes, recruitment, financial approvals, and other key business functions.
2. Objectives
- To define clear approval levels and responsibilities.
- To establish a standardized process for seeking and granting approvals.
- To ensure timely decision-making and minimize administrative delays.
- To maintain compliance with SayPro’s governance policies.
3. Scope
This policy applies to:
- All SayPro employees, managers, and executives.
- All approval requests related to human capital, including recruitment, promotions, training, leave, budget approvals, and policy updates.
- All SayPro departments and business units.
4. Approval Management Framework
SayPro follows a structured approval hierarchy to ensure proper authorization and compliance:
4.1 Approval Categories
- HR & Employee Requests: Leave applications, transfers, promotions, and performance appraisals.
- Recruitment & Hiring: Job requisitions, candidate approvals, contract offers.
- Financial Approvals: Training budgets, travel expenses, salary increments.
- Policy & Procedure Changes: Updates to SayPro Human Capital policies, procedures, and manuals.
- Procurement & Resource Allocation: Equipment, office supplies, IT access requests.
4.2 Approval Authority Levels
| Approval Type | Employee Level | Manager Level | Director/Executive Level | CEO/Board Approval |
|---|---|---|---|---|
| Leave Requests | Employee | Line Manager | HR Director | Not Required |
| Recruitment & Hiring | HR Officer | HR Manager | HR Director | CEO |
| Financial Approvals | Budget Owner | Department Head | Finance Director | CEO |
| Policy Updates | Policy Owner | Compliance Officer | Executive Director | Board |
| IT & System Access | Employee | IT Manager | Operations Director | Not Required |
5. Approval Management Process
5.1 Submission of Requests
- The requester submits an approval request using the appropriate SayPro Approval Request Form (SayProF034-01). At the moment this is replaced by SayPro Questions and SayPro Research Work Group or SayPro Royal Committee
- The request is reviewed for completeness and accuracy before submission to the relevant approver. The following order must apply Specialist, Officer, Manager, Director, Chief
- SayPro Chief Operations and SayPro Chief Learning, Monitoring and Evaluation Officer must approve
- If it a matter that goes to Malatjie 6 Royal Committee members must approve
- Neftaly Malatjie will finally approve or decline
5.2 Review & Verification
- The designated reviewer (Manager, HR, Finance, or IT) verifies the request against SayPro policies and guidelines.
- If additional documentation is needed, the requester is informed.
5.3 Decision Making
- The approver evaluates the request and makes a decision based on policy, budget availability, and business needs.
- The approver may Approve, Reject, or Request Modifications.
5.4 Approval Confirmation & Implementation
- Approved requests are documented and communicated to the relevant stakeholders.
- HR, Finance, or IT teams process the approved request (e.g., updating payroll, granting system access, or issuing appointment letters).
- Rejected requests are returned with reasons for non-approval and guidance for resubmission if necessary.
5.5 Record-Keeping & Compliance
- All approvals are logged in the SayPro Approval Register (SayProD034-02).
- Compliance teams conduct periodic audits to ensure adherence to the approval process.
6. Roles and Responsibilities
6.1 Requester (Employee, Manager, Department Head)
- Completes and submits approval requests with supporting documents.
- Ensures accuracy and justification for the request.
- Responds to queries if additional information is needed.
6.2 Approver (Manager, Director, CEO, Board Member)
- Reviews, approves, or rejects requests based on policy guidelines.
- Ensures decisions align with SayPro’s strategic objectives.
- Documents the reason for approval or rejection.
6.3 Human Capital & Finance Teams
- Process approved requests and update HR, payroll, or financial systems.
- Maintain approval records and ensure compliance.
- Conduct periodic reviews to refine the approval process.
7. Templates and Documents
- Approval Request Form (SayProF034-01)
- Approval Register (SayProD034-02)
- Approval Decision Record (SayProF034-03)
- Compliance Review Checklist (SayProF034-04)
8. Compliance and Review
- All approvals must adhere to SayPro’s governance and financial policies.
- Unauthorized approvals or policy violations may result in disciplinary action.
- This policy will be reviewed every six months to ensure it remains effective and aligned with SayPro’s operational needs.
9. FAQs
Q1: How long does the approval process take?
A: Standard approvals are processed within 3-5 business days, but complex approvals (e.g., financial or policy changes) may take longer.
Q2: What happens if an approval request is denied?
A: The requester receives feedback on the reason for denial and can revise and resubmit the request if applicable.
Q3: Can approvals be expedited?
A: Yes, urgent approvals can be fast-tracked with CEO or Executive approval if justified.
Q4: Are verbal approvals accepted?
A: No, all approvals must be documented and recorded in the SayPro Approval Register (SayProD034-02).
Q5: Who should be contacted for policy-related approval issues?
A: Contact SayPro Human Capital or Compliance Department for assistance.
Approved By:
Neftaly Malatjie
Chief Executive Officer
