THE SASA TREASURER

• shall be a full member of no less than two (2) years standing and who has served on a Provincial Executive


• must be present when elections take place at the Biennial General Meetings and assume office immediately


• be prepared to hold office for a minimum of two (2) years


• shall be responsible for the finances and financial records of the Association and is answerable to the Executive and Membership

ROLE AND RESPONSIBILITIES

• The role and responsibilities of the Treasurer as defined in the SASA Constitution is attached to this policy and must be updated on a regular basis should amendments be incorporated/deleted at Biennial General Meetings


• Good accounting procedures must be adhered to at all times and proper books and records of the funds of the Association must be maintained as stipulated:- 
  1. receipt all income, keeping a separate receipt book for subscriptions Keep all invoices and attach receipts/cheques as proof of payment
  
  
  2. bank all cash received and do not reimburse members from cash collected. In need, maintain a separate petty cash account for this purpose. Any unaccounted shortfalls in cash must be made good by the Treasurer
  
  
  3. all income and expenditure must be recorded in hard covered books or on a computer accounting programme
  
  
• keep in contact with the branch treasurers, ensuring that they fully understand their duties and have the necessary forms for completion both after branch meetings and after the financial year end.


• Advise them prior to their annual general meetings of the current and lapsed membership and remind them that bursaries will not be granted unless the member has maintained at least a two year membership of SASA


• ensure that copies of the bank statements and income and expenditure summaries are received on a regular basis and that the totals agree


• review the financial policies biennially and update them as necessary

TAX REFERENCE NUMBER:

• 18/11/13/768

EXEMPTION FROM TAXES AND DUTIES - NO: 10(1)(d)(1v)(bb)

• receipts by or accruals to SASA are exempt from income tax in terms of section
  10(1)(d)(iv)(bb) of the Income Tax Act


• donations by or to the organisation are exempt from donations tax in terms of section
  56(1)(h) of the aforementioned Act


• the above exemptions are subject to the following conditions:


• annual returns of income and accounts be submitted to the Tax Exemption Unit together
  with a statement showing how the income was expended


• the submission of a copy of all amendments to the founding document (SASA
  Constitution) to the Tax Exemption Unit


• the exemptions approved above will be reviewed once the regulations and/or possible
  new legislation relating to section 10(1)(d) of the Act comes into operation


• SASA will retain its tax exempt status providing all the rules and regulations listed in this
  policy document are adhered to. The financial statements will be scrutinised by SARS on
  an annual basis and if not satisfactory, tax exempt status will be forfeited and SASA will
  be liable for tax (refer page 5 of the SASA Constitution)

FISCAL YEAR

• 1 April - 31 March

AUDITOR

• shall be an external non-affiliate auditor who shall be appointed at the General Meeting

FINANCIAL STATEMENTS

• financial statements setting out fully the financial affairs of SASA and provincial
  branches as at 31 March must be prepared as follows:-

1. income and expenditure statement
2. balance sheet
3. cash flow statement
4. notes to the financial statements
5. auditors report

• request seven (7) audited copies. The treasurer and a co-signatory to sign approval prior
  to their distribution as follows:-

1. auditors copies (which are stamped) to be returned to them


2. retain two (2) bound copies for SASA’s records


3. keep one copy for the South African Revenue Service (SARS) Tax Exemption
   Unit, P O Box 11955, Hatfield 0028


4. keep one copy for the Director of Social Development, Directorate of Non-Profit
   Organisations, Private Bag X901, Pretoria, 0001


5. keep one copy for the person responsible for checking and incorporating the
   branch statements into the SASA account prior to the audit

ANNUAL TAX RETURNS

• must be completed, signed by the Treasurer and returned to the Tax Exemption Unit

DOCUMENTS REQUIRED BY SARS AND THE DIRECTOR OF SOCIAL DEVELOPMENT NO LATER THAN SIX (6) MONTHS AFTER 31 MARCH

• President’s Report
• Treasurer’s Report


• Audited Financial Statements


• Copy of the SASA Constitution (if amended)


• Names and designations of the Executive Committee and their ID’s

ASSETS REGISTER AND LIST OF DONORS

• must be kept on an annual basis. Recommend the writing off of any obsolete equipment

FUND RAISING

• should the services of a fund raiser be used for the collection of contributions,
  expenses (remuneration and/or commission included) may not exceed 40% of the total
  turnover of the collection


• no competition, contest, game, scheme, arrangement or system in connection with which
  any prize may be won shall be conducted or caused to be conducted by the Association
  unless prior authority in terms of any applicable legislation has been obtained


• utilisation of congress profits - capitalise 50% in the SASA account, host province to
  retain 50%

INVESTMENTS AND NON-PROFIT MAKING ACTIVITIES

• funds available for investment may only be invested with registered financial institutions
  as defined in section 1 of the Financial Services Board Act, 1990 (Act 97 of 1990) or in
  securities listed on a stock exchange as defined in the Stock Exchanges Control Act, 1985
  (Act No. 1 of 1985)


• the Association will not carry on any business undertaking or trading activity

DISTRIBUTION OF PROFITS AND LIABILITIES

• no part of the income or funds of the Association may be paid or otherwise made
  available (other than bona fide remuneration which is paid for and is commensurate with
  the services rendered) for the personal benefit of any member, trustee, director, official or
  donor of the Association


• office bearers shall not be personally liable for any loss suffered by any person as a result
  of an act or omission which occurs in good faith whilst performing functions for or on
  behalf of the Association

DISSOLUTION

• on dissolution of the Association, the remaining assets must be transferred to any
  approved organisation within the Republic of South Africa, which is itself exempt from
  income tax in terms of section 10(1)(d)(iii) if the Income Tax Act

Updated 2006

POLICY & PROCEDURES - SASA TRUSTEES

The Trustees shall elect a Chairperson to act as spokesperson who shall be responsible for arranging meetings with the Trustees, the drawing up of Resolutions, informing the Master of the High Court in regard to resignations and appointments of Trustees, obtaining annual audited financial statements, presenting an annual report to members of the South African Stomaltherapy Association (SASA) and liaising with the Bursary Committee Chairperson of SASA regarding the distribution of bursaries to stomaltherapists and nurses wishing to undergo training.
*(Note amendments 2005 page 3)

• There shall at all times be no fewer than two (2) and no more than five (5) Trustees.



• The Donor (CANSA) shall have the right to appoint one of the Trustees.



• Any vacancy in the office of Trustee/s shall be filled from time to time by the unanimous appointment of a person/s appointed by the Trustee/s remaining in office.



• Appointments and resignations shall be made in writing and the Master of the High Court advised accordingly. No Trustee appointed pursuant to the provisions of the Trust Deed shall act in that capacity unless and until he/she is authorised thereto in writing by the Master of the High Court.



• The Trustees shall meet together for the dispatch of business, adjourn and otherwise regulate their meetings as they may deem fit. The presence of all of the Trustees shall constitute a quorum for any meeting. A proxy may be appointed.



• Any Trustee shall be entitled, on reasonable notice to other Trustees, to summon a meeting of Trustees at any reasonable time.



• A Resolution in writing signed by all the Trustees shall be as valid and effectual as if it had been passed at a meeting of the Trustees duly called and constituted.



• Minutes of all meetings must be kept and all decisions taken shall be taken unanimously.



• Any Trustee shall be entitled to reimbursement by the Trust of any costs or expenses incurred or made on behalf of the Trust.



• The provisions of the Trust Deed may be amended, added to or varied and are subject to the approval of the Tax Exemption Unit.



• The Trustees may invest the Trust Fund and any income accruing thereto in financial institutions as defined in the Financial Institutions (Investment of Funds) Act of 1984 and in shares listed on the Stock Exchange as defined in the Stock Exchange Control Act of 1985.



• The Trustees shall not take any action which in terms of legislation in force from time to time disqualify the Trust from obtaining exemption from payment of donations tax and/or income tax and/or estate duty in respect of its income and/or donations and/or inheritances received by it from time to time.



• The Trustees shall not carry on any business including ordinary trading operations in the commercial sense, speculative transactions, dividend stripping activities or the letting of property, shall not make commercial loans other than to a Beneficiary of the Trust and guarantee any liability or enter into any suretyship in respect of any person or institution other than a Beneficiary of the Trust.



• The Trustees shall keep proper records and books of account reflecting the administration of the Trust.



• Funds are to be utilised specifically to train appropriate person in the care of patients in the Republic with stomas, draining wounds, fistulae, incontinence management problems and tissue trauma.



• The Trustees shall be obliged to distribute and/or expend at least 75% (seventy-five per cent) of the net revenue of the Trust within a period of 12 (twelve) months from the end of the financial year during which it accrued, provided that whenever funds are to be accumulated for a special capital project, the permission thereto from the Tax Exemption Unit is obtained.



• The Trust may be terminated at any time by unanimous decision of the Trustees, with the prior written consent of the Donor. Upon termination, and after payment of all outstanding liabilities and costs, the Trust Fund shall be paid to the Donor (CANSA) and failing the Donor for any reason, to such charitable institutions of a public character within the Republic as are themselves exempt from the payment of income tax, in such proportions as the Trustees may decide.



• The Trustees shall be entitled to take legal advice and to enlist such professional and other assistance as it may consider necessary for the administration of the Trust. Any costs incurred shall be payable out of the Trust.



• Amendments Required to be Incorporated in the Trust - 2005


• The Trust has been approved as a Public Benefit Organisation (PBO) in terms of section 30 of the Income Tax Act and receipts and accruals are exempt from income tax under section 10(1)(cN) of the Act.


• Donations are deductible under section 18A(1)(a) of the Act. Donations by or to the Trust are exempt from donations tax in terms of section 56(1)(h) of the Act.


• Tax Deductible Receipts require the following information:


• PBO reference No: 18/11/13/767


• date of receipt of the donation


• name and address of the SASA Trust


• name and address of the donor
  amount or nature of the donation (if not made in cash)


• a certificate to the effect that the receipt is issued for the purposes of section 18A
  of the Income Tax Act, 1962 and that the donation has been or will be used
  exclusively for the object of the PBO concerned



• Bequests or accruals from estates of deceased persons are exempt from the payment of estate duty in terms of section 4(h) of the Estate Duty Act, 45 of 1955.
  
  
• Stamp Duty is exempt in terms of 4(1)(f) of the Stamp Duties Act, 1968
  
  
• Exemptions are subject to the following conditions:
  
  
• Annual returns of income to be submitted to the Tax Exemption Unit (TEU)
  together with financial statements and supporting documentation which must
  include full particulars of the receipts issued in respect of tax deductible
  donations in terms of section 18A and how these funds were expended.
  
  
• Note: The exemptions approved above are subject to review by SARS on an
  annual basis upon receipt of the audited financial statements.
  
  
• Scholarships and Bursaries
  
  
• All scholarships, bursaries or awards granted by that organisation must be bona fide and be granted to an individual on grounds of objective merit or need
  
  
• All decisions regarding the granting of scholarships, bursaries and awards must be made by a duly constituted committee consisting of at least three (3) persons who are not connected persons in relation to the donors or the persons to whom the scholarship, bursary or award is granted
  
  
• All scholarships, bursaries and awards granted by the organisation in respect of overseas study, research or teaching will be subject to an undertaking by the person to whom the scholarship, bursary or award is granted - to apply the knowledge obtained in the Republic of South Africa.
  
  
• To refund the full amount of the scholarship, bursary or award should he or she decide not to apply the knowledge or does not utilise the bursary for the purpose for which it was given.
  
  All clauses printed in italics are statutory SARS amendments and cannot be
  altered.

August 2006

Regional Society Grants Policy

• Grants may be awarded to Regional Society(KZN Stomaltherapy Society; WP Stomaltherapy Society; Gauteng Stomaltherapy Society and EP Stomaltherapy Society) members by the Provincial Executives with the approval of the majority of the members present at a meeting.


Criteria:

• To qualify for a grant, a person must be a paid up member of their Regional Society for two (2) consecutive years.


Process:

• Applications for a Grant must be made to the Regional/ Provincial Executive.


• The Provincial Executive will adjudicate the application.


• The Application will be presented to the Society members.


• Approval is made by the majority of members present at a meeting.


• Applicants will be requires to sign a letter of undertaking prior to monies being paid (ref. Subtitle – Letters of undertaking)


• The decision taken must be minuted and a copy sent to the Bursary Chairperson


Letters of Undertaking:


• Signed and witnessed Letters of Undertaking must be sent to the Regional Treasurer by the grant applicant.


• The Regional Treasurer must then forward a copy of the Letter of Undertaking to the Bursary Chairperson/Committee which must be held for 2 (two) years for auditing purposes.


• No funds will be paid out unless the letters have been received.


• The clause regarding “feedback” must be emphasised to recipients SARS regulation d(i)

SASA Nomination and Voting Policy

The Vice President of the South African Stomaltherapy association shall be the Nominations Officer.

She / He will be responsible for co-ordinating and overseeing the whole Nominations process.

Nomination forms should be made available through the PD’s to all members of SASA, together with a list of Full Members who are pepared to stand for, and are eligible to take office six months before an election.

Procedure for Nomiations and Voting

Nominations forms and the list of nominees must be circulated to all Full, Associate and Commercial Members six months prior to the election.

A nomination must have a proposer and a seconder and the nominee must have agreed to and signed the nomination form.

Nominations wil not be accepted if the correct procedure has not been followed.

If more than one candidate is proposed for a position a vote will be taken at the General Meeting. The voting is conducted by secret ballot.

Votes shall be counted by the SASA secretary and two non SASA members.

All Nomination and Proxy Forms much reach the Vice President approximately two months prior to the General Meeting.

Voting papers are kept for about 6 to 12 months following the election

SASA/SASA TRUST BURSARY POLICY

Committee:

• The Vice President of SASA shall be the Chairperson
• The committee shall comprise at least three (3) members one of whom is the SASA President and one the SASA Treasurer.


• Additional members shall be notified in writing of their appointment following the Annual General Meeting.

Types of Bursaries available:

• From the SASA Trust


• From SASA

Bursary Applications:

Criteria:

• To qualify for a bursary, a person must be a paid up member of SASA for two (2) consecutive years.

Process:

• Bursary applications for attendance at local or national events, training courses or congresses must be made in writing and sent to the Bursary Chairperson at least three (3) months prior to the commencement date.


• Application forms for overseas travel to congresses must be submitted four (4) months prior to the “early bird” registration date


• Application forms may be obtained from the Bursary Chairperson or a committee member on request.


• Once the Bursary application has been received the Bursary committee will meet to discuss the application.


• The recommendations re the application will then be forwarded to either the SASA Trust chairperson or to the SASA Executive for approval.


• In special circumstances late applications may be considered


• Members may not apply for a second bursary within the same financial year


• Applicants will be requires to sign a letter of undertaking prior to monies being paid (ref. Subtitle – Letters of undertaking)

Role and Responsibility of the Bursary Chairperson:

• The Bursary Chairperson shall liaise with the Trustee chairperson /SASA Treasurer regarding available funding.


• The chairperson will chair a meeting consisting of at least three committee members to adjudicate the bursary application.(SARS regulation 4 no (c)).


• Recommendations must be minuted and copies sent to the Trustee Chairperson/SASA Treasurer at least six (6) weeks before the event, training course or congress is due to commence.


• The original copy of the bursary application form must be kept for two (2) years by the Bursary chairperson/committee

Letters of Undertaking:

• Signed and witnessed Letters of Undertaking must be sent to the Bursary Chairperson by the bursary applicant.


• No funds will be paid out unless the letters have been received.


• Original Letters of Undertaking for bursaries must be sent to the Trustee Chairperson/SASA Treasurer and copies held by the Bursary chairperson/committee for two (2) years for auditing purposes.


• The clause regarding “feedback” must be emphasised to recipients SARS regulation d(i)

Mones Michaels Trust:

• See “Protocol for use of the Mones Michaels Trust Bursary by the WCET International Delegate and SASA President attending biennial WCET Congress” A copy of the protocol will be given to each of the above mentioned delegates by the Trustee Chairperson ahead of the WCET Congress