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SayPro Human Capital Travel Management Policies, Procedures, Processes, Templates, Documents and Forms SayProP501

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

Document Code: SayProP501
Approved By: Neftaly Malatjie, Chief Executive Officer
Last Reviewed: [Insert Date]
Next Review Date: [Insert Date, 6 months from today]

Policy Owner: SayPro Chief Human Capital Officer (SayProCHC)

1. SayPro Human Capital Travel Management Purpose

Speech by Neftaly Malatjie
Launch of SayProP501 – Human Capital Travel Management Framework

To the Chairman of SayPro, all SayPro Royal Committee, all SayPro Royal Chiefs and all SayPro Human Capital

Kgotso a ebe le Lena.

It gives me great pleasure to welcome you all to the official launch of the SayPro Human Capital Travel Management Policies, Procedures, Processes, Templates, Documents, and Forms, known as SayProP501.

This is not just a new set of documents. SayProP501 represents a strategic leap forward in how we manage mobility, compliance, cost-efficiency, and accountability within our human capital framework.

As an organization deeply committed to professional development, service excellence, and innovation, we recognize that travel—both domestic and international—is a critical part of our work. Whether it’s for training delivery, stakeholder engagement, project implementation, or talent development, travel must be governed by clear, consistent, and practical guidelines.

SayProP501 is our answer to this need. It outlines a structured, transparent, and fully compliant approach that ensures:

  • Efficiency in planning and execution,
  • Cost control and accountability,
  • Safety and duty of care for our staff and partners, and
  • Alignment with our organizational values and goals.

Let me emphasize: this framework is not built in isolation. It is the result of consultation, collaboration, and a commitment to excellence. It reflects best practices, incorporates local and international standards, and has been tailored to meet the dynamic needs of SayPro’s diverse operations across regions.

From policies to procedures, from templates to reporting tools—SayProP501 ensures that every step of travel is documented, traceable, and aligned with our broader mission of transforming lives and delivering impact.

I want to thank our Human Capital team, the compliance officers, finance team, our international advisors, and everyone who contributed to this milestone.

As we roll out SayProP501, let this be a reminder that professionalism begins with structure, and that excellence begins with accountability.

Together, let us travel farther—not just geographically, but in the strength, clarity, and integrity of our work.

Thank you, and let’s embrace this new era of operational efficiency at SayPro.

Neftaly Malatjie | CEO | SayPro

2. SayPro Human Capital Travel Management Scope

This policy applies to all SayPro Human Capital, including Royal Directors, Officers, Deputy Chiefs, volunteers, consultants, interns, and any representatives undertaking official travel on behalf of SayPro.

3. SayPro Human Capital Travel Management Definitions

  • Official Travel: Any travel undertaken for SayPro-related business including conferences, site visits, training, outreach, events, or missions.
  • Per Diem: A fixed allowance for daily travel expenses.
  • Travel Officer: A designated officer responsible for travel arrangements and compliance.
  • Royal Approval: Formal authorization from a Royal Director or Royal Chief for travel plans.

4. SayPro Human Capital Travel Management Policy Statement

SayPro is committed to ensuring that official travel is conducted efficiently, responsibly, and with proper oversight. All travel must be authorized, planned in advance, and aligned with SayPro’s financial, safety, and reporting standards.

5. Procedures

5.1 Travel Planning and Approval

  • All travel must be pre-approved using the SayPro Travel Request Form by Neftaly Malatjie by the SayPro Royal Chief or the SayPro Royal Chairperson. The request must use SayPro Staff as an article and SayPro App Idea must be used. Each Royal must approve through SayPro Officer, Manager, Chief. Then followed by Approval from SayPro Human Capital Officer, Manager and Chief. Manager and Chief. Then followed by SayPro Royal Committee. Finally Neftaly Malatjie. Finalised by SayPro Chief Financial Officer.
  • SayPro Chief Human Capital Officer must inform Neftaly Malatjie of the delegated or appointed SayPro Human Capital travelling.
  • SayPro Travel Approval must be granted by a Royal Director or Deputy Chief before bookings. This must be accompanied by a SayPro Travel Request and Approval Meeting by the Royal or Royal Committee
  • SayPro Travel Justification and Budget Allocation must accompany the request.
  • Then handover the above highlighted documents to SayPro Human Capital once all the approvals have been done.
  • The travelled must complete the SayPro Travel Terms and Conditions with instructions from the SLA, website, contract and terms from the funder or sponsor

5.2 Booking and Logistics

  • The SayPro Chief Human Capital Officer SayProCHCR will coordinate bookings for transport and accommodation.
  • Preference is given to SayPro-approved service providers and lowest logical cost options.
  • SayPro Chief Human Capital Officer SayProCHCR must conduct the travel bookings atleast 4 weeks in advance
  • SayPro Chief Human Capital Officer SayProCHCR must release the travel allowances at least 5 days before the travel could occur to ensure that the funds reflects on the Human Capital Officer
  • SayPro Chief Human Capital Officer SayProCHCR must ensure that the allowances are recorded on the SayPro Human Capital payroll for the month. Otherwise a SayPro bank card must be made available to transfer the funds to the SayPro Human Capital.
  • Where necessary public transport must be used at areas of SayPro travel to minimise the costs
  • SayPro Human Capital Branded Travel Cards, where available, should be used as identification this helps you in case you get arrested, lost or in a situation. They can be able to call the SayPro Chief or the company to verify your employment and status in the case where you are suspected to be untrue of unidentifiable.

5.3 SayPro Human Capital Travel Allowances and Advances

  • Per diem rates are set annually and must be reviewed every 6 months.
  • Cash advances require a SayPro Travel Advance Request Form and proof of planned expenses.
  • SayPro Travel allowances are to be used on meals, receipt based public transport and drinks
  • SayPro Travel allowances cannot be used to purchase alcohol, drugs, cigarettes, gifts or used in clubs/bars with questionable names
  • SayPro Human Capital are allowed to drink and party responsibly. Should it be found that you were arrested because of alcohol intoxication or under the influence of drugs. You will be fired and no assistance shall be provided to you even if you are out of the country should the policy report you

5.4 During Travel

  • Before the SayPro travel could occur Neftaly Malatjie must be informed of the trip in an article and he must acknowledge it.
  • Once the travel begin Neftaly Malatjie must be informed in an article and he must acknowledge that the SayPro Human Capital has travelled
  • SayPro Human Capital Travelers must carry ID and SayPro authorization letters at all times
  • SayPro’s Code of Conduct and confidentiality policies remain in force.
  • Daily travel logs should be completed for reporting and accountability.
  • Publish on SayPro Daily Activities Articles on your relevant SayPro Kraal ensure that you include pictures. It is preferred that you post atleast 40 articles per day include the following in your subject SayPro Travel [Activity Name] by [Name and Surname] [Country Name] [City Name] [Project Name] [DD Month]
  • Create over 40 videos of morning, afternoon and evening Daily SayPro SayPro Videos of your activities then save them as SayPro Travel [Activity Name] by [Name and Surname] [Country Name] [City Name] [Project Name] [DD Month]
  • Feel free to share the SayPro videos and articles of your morning as you wake up, the area you are, as you walk, as you are in your car, as you explore, as you attend meetings and workshops, as you attend sessions, your dinners and parties even if you meet the one.

5.5 Reporting and Reimbursement

  • Within 5 days of return, travelers must submit:
    • SayPro Travel Reconciliation Checklist
    • Receipts for all reimbursable expenses for additional costs incurred
    • Receipts/Invoices of expenses for Uber download them and attach
    • 1 Final Travel report
    • 40 Videos per Travel Day per person
    • SayPro Articles with 40 Photos per day with you and others remember to not take people who are not interested
    • 40 Articles per Travel Day per person
    • Proof of task completion
    • Agenda per day
    • PDF documents per day
    • PowerPoint Presentations per day
    • Word Documents per day
    • Documents must be emailed to info@saypro.online with the subject and confirmation articles must be provided and published with proof of email sent. copy your Chief or Chairperson as proof for your safety

6. Roles and Responsibilities

RoleResponsibility
SayPro Chief or ChairpersonInitiate travel requests and submit reconciliation.
SayPro Chief Human Capital Officer Manage logistics and ensure compliance.
SayProCLMR, SayProCOR, SayProRoyalReview and approve travel requests.
SayProCFRDisburse per diems and reconcile advances.

7. Tools, Templates, and Documents

  • Travel Request Form
  • Travel Advance Request Form
  • Travel Reconciliation Form
  • SayPro Daily Travel Log Sheet
  • Travel Report Template
  • Approved Per Diem Rate Sheet

8. SayPro Human Capital Travel Management Compliance

  • All SayPro Human Capital must comply with this policy. Unauthorized travel, failure to report, or misuse of funds will result in disciplinary action.
  • For SayPro travel Grants refer to SayPro Grants Management Policy
  • If SayPro Travels under a Grant ensure that you keep records of your Pre, during and post Travel records
  • Sponsored and funded Travel trips must be used for the purpose as per the recipient grant and the main funders policy.
  • Ensure that you follow the conditions and provide the written SayPro Travel terms and conditions
  • SayPro reserves the right to Audit SayPro Human Capital Travel Documentation at any time.
  • Any SayPro Human Capital who failed to comply with this policy shall be banned from SayPro Travel trips
  • Any SayPro Human Capital who did not comply with this Policy shall have the money deducted from their payroll

9. Frequently Asked Questions (FAQs)

Q1: Can I book my own travel?

A1: No. All bookings must go through the SayPro Travel Officer.

Q2: When will I receive my travel advance?

A2: Within 3 working days after approval and submission of the required form.

Q3: What if my travel is canceled?

A3: Notify the Travel Officer immediately to cancel bookings and process refunds.

Q4: What expenses are not reimbursable?

A4: Personal items, alcohol, entertainment, and unapproved upgrades.

Document Code: SayProP501
Approved By: Neftaly Malatjie, Chief Executive Officer
Last Reviewed: [Insert Date]
Next Review Date: [Insert Date, 6 months from today]

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