NONPROFIT ORGANISATIONS REGISTER: WEBSITE INSTRUCTIONS

Transcription

1 NONPROFIT ORGANISATIONS REGISTER: WEBSITE INSTRUCTIONS

2 WEBSITE OVERVIEW. The website consists of the: Top Menu items: DSD Home, NPO Contacts, NPO Feedback and NPO Menu items: 1. About NPO 2. Online Registration 3. NPO Documents a. Forms ( NPO Application form) b. Governance i. Policy on Financial Awards ii. NPO Directorate Business Plan iii. NPO Act c. Research Documents i. The state of NPO Registration in SA ii. NPO Impact Assessment iii. Literature Review on developing Good Governance Practices iv. DSD Governance Report d. Guidelines i. Model Narrative Report ii. Model constitution iii. Model Codes of Good Practice iv. Business Plan Provincial Organisations v. Business Plan National Organisations e. FAQs 4. NPO Events 5. Links. NB: The manual will only focus on the online registration this arrow will assist with direction Nonprofit Organisations Register: Website Instructions Page 1

3 GETTING STARTED: The NPO database is accessible on On DSD website click on NON PROFIT ORGANISATIONS OR Click on Services; select Non Profit Organisations on the displayed selection items and the NPO website will appear Nonprofit Organisations Register: Website Instructions Page 2

4 Click on Online Registration and the below window will be displayed. Nonprofit Organisations Register: Website Instructions Page 3

5 NB: PLEASE TAKE NOTE THAT THE USER NEEDS TO REQUEST A PASSWORD TO UTILIZE THE FOLLOWING FUNCTIONS: SUBMIT ANNUAL REPORTS, UPDATE GENERAL DETAILS AND UPDATE FOUNDING DOCUMENTS The Website Instructions can be downloaded before starting with any process. FIND AN NPO: AND SEARCH THE NPO REGISTER The search functionality enables a system user to search for organisations registered in the Database. The user can Search using the Search the NPO Register or Find an NPO function. The two search function enables the user to search the entire register, consisting of Registered and deregistered NPOs, applications in progress, unsuccessful applications and cancelled NPOs. NB: All users should first search the register to see if the Organisation they wish to register is not yet registered. SEARCH THE NPO REGISTER The function allows users to filter according to their needs or requirements Filtering will allow users to search for organisations according to their required criteria Step 1: Click on Search for the NPO Register Option Nonprofit Organisations Register: Website Instructions Page 4

6 Step 2: Click on Filter Table Step 3: The filter screen will appear as indicated below. The user can filter according to their needs and click Apply. Make sure that the filter is narrowed as much as possible. If the filter is too wide there will be problems with downloading the information. Step 4: Download the information by clicking on this icon. Nonprofit Organisations Register: Website Instructions Page 5

7 FIND AN NPO Step 1: Click on the Find an NPO Option Step 2: Type NPO number ( ) or Organisation Name and click Search button. NB: The user can also Search by typing a phrase of the name the search will display results. NB: If a phrase of the name is types the search will display 20 results per page. Step 3: Click on the Magnifying Glass next to the Name Field for the organisation s detail information page. Nonprofit Organisations Register: Website Instructions Page 6

8 NB: The user can click any office bearer, and information about other organisations that the office bearer belongs to will be displayed. REGISTER AN NPO NB: Remember to search the register to see if the Organisation has not been registered yet. It is important for the user to complete all three steps in order to complete the application registration, the process cannot be completed halfway and then continued at a later time. Step 1: Click on Register an NPO Nonprofit Organisations Register: Website Instructions Page 7

9 Step 2: Complete the displayed form, details pertaining to: o Name of the Orgnanisation. (Type the Name using sentence case e.g. The People of South Africa Programme for the Elderly.) o Type of NPO, o Financial Year, o Contact Person, o Physical & Postal address, o NB: Make sure that all the required fields are completed Type the postal code or town name and wait for the drop down list. Select from the drop down as indicated on the below: Click Next and the below window will appear Nonprofit Organisations Register: Website Instructions Page 8

10 Step 3: Enter the number of office bearers in the provided field. Step 4: Click the Add an Office Bearer button to capture the details of all the office bearers. Add office Bearers one by one and Click Add Click Close when all office bearers are added NB: The user is requested to capture the details of office bearers according to the number captured under office bearers NB: Captured office bearers will be in the in the format as indicated below. Click Next Nonprofit Organisations Register: Website Instructions Page 9

11 Step 5: Upload the Organisation s Founding documents e.g. Constitution, Deed of Trust & Letter of authority and Memorandum & Articles of Association & Certificate of incorporation) Additional documents ( e.g. ID copies, any other documents that are relevant for registration) Click Next Step 6: The option to agree to the declaration Tick the I agree box provided Click Submit NB: A reference number will be provided in this format: APP-12/ NB:An acknowledgement will be send to the provided address or an sms notification will be forwarded to the provided cellphone number CHECK THE STATUS OF AN APPLICATION Nonprofit Organisations Register: Website Instructions Page 10

12 Step 1: Enter the reference number APP-12/ and Click Check button Information as indicated on the below window will be shown. NB: The user can click any office bearer, and information about other organisations that the office bearer belongs to will be displayed REQUEST PASSWORD AND LOGON Nonprofit Organisations Register: Website Instructions Page 11

13 The password is required for submission of annual reports, Update General Details and Update Founding document Change Step 1: Click on Request a Password Option Capture the NPO number or Office Bearers ID number Enter CAPTCHA in the provided field Click Request Password NB: A One Time Password (OTP) will be send to the address or cellphone number provided. Step 2: Click the Login option Enter the NPO Registration Number Enter the Password (provided OTP) Click Logon button Nonprofit Organisations Register: Website Instructions Page 12

14 The organization can choose from the following options to proceed: SUBMIT ANNUAL REPORTS, UPDATE GENERAL DETAILS AND UPDATE FOUNDING DOCUMENTS SUBMIT ANNUAL REPORTS Once an organisation is registered, it is obligated, in terms of sections 18 and 19, to submit within nine (9) months after the end of its financial year, annual reports (a narrative report, annual financial statement and an accounting officer s report) including any changes to the organisation s constitution, physical address and office bearers. Step 1: Click on Submit Annual Report Option NB: Read the statement displayed o Click Proceed Nonprofit Organisations Register: Website Instructions Page 13

15 Step 2 Select the Financial Year Upload reports (file size should be as small as possible). NB: upload a Narrative Report, Financial Statement and Accounting Officers Report OR a Narrative Report, Bank Statement and Affidavit. Click Submit Nonprofit Organisations Register: Website Instructions Page 14

16 Step 3 Capture the Accounting Officers Practice Number Capture the o Income, o Expenses, o Cost of Sales and o Balance Sheet Click Next Nonprofit Organisations Register: Website Instructions Page 15

17 Step 4 Capture information from the Narrative Reports o The NPO Name & Number o Contact Person (if changed) o Postal Address (if changed) o Physical Address (if changed) Enter the number of office bearers (if changed) Capture details of office bearers if changed Capture Number of Staff: Job Title, Gender and Race NB: If there are 6 data capturers and 3 males and 3 females, under Job Title capture Data capturer X3 and select the other options. Capture meetings held Click Next Nonprofit Organisations Register: Website Instructions Page 16

18 Step 5 Enter information about the Organizations: o planned objective, o achievements and o ways in which beneficiaries benefited and description of the meetings If the Constitution has changed check the tick box and submit a Change Request through Update Founding Documents Nonprofit Organisations Register: Website Instructions Page 17

19 Step 6 Enter additional information pertaining to the Narrative report, the accounting officers details. Click Next Step 7 The option to agree to the declaration Tick the box provided Click Submit Compliance Nonprofit Organisations Register: Website Instructions Page 18

20 NB: The user has an option to go Back if some of the information has been omitted. UPDATE GENERAL DETAILS You can use our online service to change general details we hold for your NPO. Changes will be requested by the web-site and will be effective following internal verification. You will be able to update the following: NPO contact telephone number(s) NPO contact address NPO physical and postal address Office bearers To proceed you will first have to login on the right using the password previously provided. If you do not have an online password you will need to request one by following the instructions on the right. Step 1: Click on Update General Details Option Nonprofit Organisations Register: Website Instructions Page 19

21 NB: Read the statement displayed Click Proceed Step 2: Upload document Click Next Nonprofit Organisations Register: Website Instructions Page 20

22 Step 3: Register General Changes The option to agree to the declaration Tick the box provided Click Submit Nonprofit Organisations Register: Website Instructions Page 21

23 UPDATE FOUNDING DOCUMENTS The founding document of the organisation must meet the requirements of section 12 of the NPO Act. For each different type of organisation (Voluntary Associations, Trusts or Section 21 Companies) the founding documents will be different. Whenever an amendment is made to the founding documents of a registered NPO, it is imperative that the NPO Directorate be notified as soon as possible. To proceed you will first have to login on the right using the password previously provided. If you do not have an online password you will need to request one by following the instructions on the right. Step 1: Click on Update Founding Documents Option Nonprofit Organisations Register: Website Instructions Page 22

24 Step 2 Upload documents Select the type of change ( Name change or financial year change) Select the required Changes The option to agree to the declaration: Tick the box provided Click Submit For further assistance call: Nonprofit Organisations Register: Website Instructions Page 23

25 Mmatjieng Rachidi: Herman Bosman: Shirley Kumari Govender Mdumiseni Msimang OR send your enquiry to: Nonprofit Organisations Register: Website Instructions Page 24