Document Code: SayProP[Insert Code]
Approved By: SayPro Chief Executive Officer
Last Reviewed: 04 March 2025
Next Review Date: 04 August 2025
1. Overview
The SayPro Claims Forms Procedure outlines the process for submitting, reviewing, and approving claims within SayPro. This procedure ensures that all claims are handled transparently, efficiently, and in compliance with SayPro financial policies.
2. Objectives
- To establish a standardized process for claim submissions.
- To ensure timely processing and approval of valid claims.
- To prevent fraudulent or unauthorized claims.
- To maintain proper documentation and financial accountability.
3. Scope
This procedure applies to:
- All SayPro Human Capital (HC), including executives, officers, and contracted personnel.
- SayPro Consultants, Freelancers, and Vendors who have valid claims against SayPro.
- All claim types, including expense reimbursements, travel allowances, project-related expenses, and any authorized reimbursements.
4. SayPro Claims Submission Process
4.1 Claim Submission
- Complete the SayPro Claims Form (SayProF[Insert Code]-01).
- Attach all required supporting documents, such as receipts, invoices, or approvals.
- Submit the completed claim form to the Finance Department or designated SayPro Officer.
4.2 Claim Review & Approval
- Finance Officer verifies the details and supporting documents.
- If necessary, the claim is escalated to the SayPro Chief Financial Officer (CFO) or Royal Director for further approval.
- Approved claims are recorded in the financial system for processing.
4.3 Claim Processing & Payment
- Once approved, the Finance Department initiates the payment process.
- Payments are made via bank transfer, mobile payment, or other authorized payment methods.
- A confirmation receipt is issued to the claimant.
5. Claim Documentation & Compliance
- All claims must be submitted within 30 days of the expense being incurred.
- Claims without valid supporting documents will not be processed.
- Any fraudulent or falsified claims will result in disciplinary action and legal consequences.
6. Roles & Responsibilities
6.1 SayPro Finance Department
- Reviews and processes claims.
- Ensures compliance with financial policies.
6.2 SayPro Officers & Royal Directors
- Approve or escalate claims based on authority levels.
- Ensure proper verification of expenses.
6.3 SayPro Chief Financial Officer (CFO)
- Oversees high-value claim approvals.
- Ensures budget alignment and financial accountability.
6.4 SayPro Human Capital (Claimant)
- Completes the claims form accurately.
- Submits all required supporting documents.
- Complies with SayPro’s claims policies.
7. Templates and Forms
- SayPro Claims Form (SayProF[Insert Code]-01)
- SayPro Expense Reimbursement Form (SayProF[Insert Code]-02)
- SayPro Travel Allowance Request Form (SayProF[Insert Code]-03)
8. Compliance and Review
- The SayPro Finance Team conducts regular audits of claims submissions.
- Claims procedures are reviewed every six months to ensure alignment with best practices.
- Any policy violations will result in corrective actions.
9. FAQs
Q1: How long does it take for claims to be processed?
A: Claims are typically processed within 7–14 business days after submission and approval.
Q2: What documents are required for claim approval?
A: Required documents include original receipts, invoices, prior approvals (if applicable), and a completed claims form.
Q3: Can I submit a claim without receipts?
A: No. Receipts or supporting documents are mandatory for all claims.
Q4: Who do I contact for claim disputes?
A: Contact the SayPro Finance Department or escalate to the CFO for unresolved disputes.
Q5: What happens if my claim is rejected?
A: You will receive a written explanation, and you may be required to resubmit with corrections.
Approved By:
Neftaly Malatjie
Chief Executive Officer
