SayPro Human Capital Donation Management Policies, Procedures, Processes, Templates, Documents and Forms SayProP161

Document Code: SayProP161

Approved By: Neftaly Malatjie, Chief Executive Officer
Last Reviewed: 05 June 2025
Next Review Date: 05 December 2025

Overview
The SayPro Human Capital Donation Management Policy establishes a framework for managing the acceptance, tracking, allocation, utilization, and reporting of all financial and in-kind donations received by SayPro. This policy ensures that donations are managed transparently, ethically, and in alignment with SayPro’s strategic objectives, values, and governance principles.
Objectives

To define clear processes for receiving and managing donations.
To ensure proper accountability, transparency, and donor stewardship.
To prevent misuse or misallocation of donated funds and resources.
To support the ethical solicitation and reporting of donations.
To align donation practices with SayPro’s Human Capital goals and Royal strategies.

Scope

This policy applies to:

All SayPro Human Capital, Executives, and Board Members.
SayPro Contractors, Freelancers, and Fundraising Representatives.
SayPro Finance, HC, Compliance, Governance, and Donor Relations Divisions.
Any individual or entity involved in soliciting, receiving, allocating, or utilizing donations on behalf of SayPro.

SayPro Donation Management Structure

4.1 Donation Approval Hierarchy

The donation management structure at SayPro follows the below hierarchy:

SayPro Chief Executive Officer (CEO) – Final approval and oversight of all donations.
SayPro Chief Financial Officer (CFO) – Verification, financial control, and allocation approval.
SayPro Chief Human Capital Officer (CHCO) – Coordination of donations for HC-related initiatives.
SayPro Royal Directors – Management and reporting of division-specific donations.
SayPro Officers – Support the execution and monitoring of donation projects.
SayPro Human Capital – Participate in donor-funded activities and submit needs-based requests.

4.2 Types of Donations Managed

Financial Donations – Monetary contributions in any currency.
In-Kind Donations – Non-cash assets including goods, equipment, or services.
Pledged Donations – Promises to contribute within a specified time frame.
Designated Donations – Funds or assets with specific use instructions provided by the donor.
Unrestricted Donations – Contributions with flexible application as per SayPro priorities.

SayPro Donation Management Processes

5.1 Donation Workflow

Request/Proposal: A funding or in-kind support request is submitted by a SayPro Officer or Royal Director.
Review: The CFO and CHCO review the proposal and donor terms.
Approval: CEO or delegated authority approves the donation in accordance with thresholds.
Recording: All donations are entered into SayPro’s central donation tracking system.
Allocation: Funds/assets are assigned to specific programs as per the approved plan.
Implementation: Royal Directors and Officers manage execution in line with donor terms.
Reporting: Utilization and impact are reported to both internal stakeholders and donors.

5.2 Emergency and Unplanned Donations

In the event of unsolicited or emergency donations (e.g., during disasters or crisis response), the CHCO and CFO shall expedite review and obtain rapid authorisation from the CEO. Emergency donations must still be documented and reported in accordance with policy.

5.3 Donor Communication and Recognition

SayPro shall maintain a donor communication and appreciation plan that may include:

Acknowledgment letters
Receipts and certificates
Impact reports
Public recognition (subject to donor consent)
Event invitations and partnership offers

Roles & Responsibilities

6.1 SayPro Chief Executive Officer (CEO)

Approves all high-value and strategic donations.
Ensures donation activities align with SayPro’s mission and governance.

6.2 SayPro Chief Financial Officer (CFO)

Manages financial recording, auditing, and reporting of donations.
Ensures donations are allocated and spent in accordance with donor agreements.

6.3 SayPro Chief Human Capital Officer (CHCO)

Leads engagement with donors for Human Capital initiatives.
Coordinates the planning and execution of donation-funded projects.

6.4 SayPro Royal Directors

Oversee division-specific donation implementation and compliance.
Submit usage and progress reports to CFO and CHCO.

6.5 SayPro Officers

Support donation execution within programs or projects.
Record data and assist with donor reporting.

6.6 SayPro Human Capital

Participate in donor-funded initiatives ethically and responsibly.
Provide feedback and data on the impact of donations.

Templates and Documents

Donation Proposal Template (SayProF161-01)
Donation Acceptance and Approval Form (SayProF161-02)
Donor Agreement Template (SayProF161-03)
In-Kind Donation Inventory Log (SayProF161-04)
Donation Allocation and Spending Plan (SayProF161-05)
Donation Impact Report Template (SayProF161-06)

Compliance and Review

SayPro’s Governance, Finance, and Compliance teams shall monitor adherence to this policy.
Any misuse, misallocation, or unapproved donation actions shall result in disciplinary or legal measures.
This policy is reviewed every six months to maintain relevance with legal, ethical, and operational standards.

FAQs

Q1: Can SayPro refuse a donation?
A: Yes. Donations may be declined if they conflict with SayPro’s mission, values, or legal requirements.

Q2: Who signs the Donor Agreement?
A: The CEO or an approved delegate must sign all formal donor agreements.

Q3: How are in-kind donations tracked?
A: All in-kind items must be logged using the In-Kind Donation Inventory Log (SayProF161-04).

Q4: How does SayPro ensure donor funds are used appropriately?
A: Through internal controls, dedicated reporting, and external audits conducted annually.

Q5: Can a donor remain anonymous?
A: Yes. SayPro respects donor confidentiality as per SayPro Confidentiality Policy (SayProP108).

Approved By:
Neftaly Malatjie
Chief Executive Officer – SayPro