PAIA Compliance Manual


The following information is relevant to the affairs of ACCSA with regard to compliance with the submission of a Information Manual for the Promotion of Access to Information Act.


Contact details

Information Officer:

  • Natasha Swanepoel
  • Telephone: +27-41-586-1400


Company Statutories:

  • Andrew Lamont Turner
  • Telephone: +27-41-360-6060


Physical Address:

  • Corner of Boshoff and Cape Road,
  • Framesby North,
  • Port Elizabeth,
  • South Africa
  • 6000


Section 10 : Guide on how to use the Act

The Guide will, according to the South African Human Rights Commission (SAHRC), be available for inspection at the offices of the SAHRC. Please direct any queries to:


The South African Human Rights Commission:

PAIA Unit The Research and Documentation Department Private Bag 2700 Houghton 2041.



Records available in terms of any other legislation:


  • Basic Conditions of Employment Act
  • Companies Act
  • Employment Equity Act
  • Income Tax Act
  • Insolvency Act
  • Labour Relations Act
  • Regional Services Council Act
  • Skills Development Act
  • Skills Development Levies Act
  • Unemployment Contributions Act
  • Unemployment Insurance Act
  • Value Added Tax Act


i. Information readily available

ACCSA holds the following information that is available without a person having to request access in terms of the Act:

Websites: www.accsa.org.za.


ii. Records that may be requested:

ACCSA also holds the following information:


Statutory company information

1. Annual financial statements: Annual accounts

2. Annual financial statements: Auditor's report

3. Annual financial statements: Directors' reports

4. Books of account regarding information required by the Companies Act

5. Certificate of Change of Name

6. Certificate of Incorporation

7. Certificate to Commence Business

8. Director's attendance register

9. Index of members

10. Memorandum and Articles of Association

11. Minute book, CM25 and CM26, as well as resolutions passed at general/class meetings

12. Proxy forms

13. Register of directors and certain officers

14. Register of members

15. Supporting schedules to books of account and ancillary books of account


Accounting Records

1. Books of account, including journals and ledgers

2. Delivery notes, orders, invoices, statements, receipts, vouchers and bills of exchange

3. Petty Cash Registers


Statutory Employee Records

1. Date of birth of each employee

2. Employee's names, personal details and occupations

3. Industrial training records

4. IRP5 / IT3 certificates for employees

5. Salary and wages register

6. Full Staff records (For 24 months after date of employment ceases)


Other Employee Information

1. Code of conduct of staff and management

2. Employee contracts

3. Aids workplace policy

4. Maternity leave policy

5. Staff Profit participation and Incentive policies

6. Subsistence and Travel Policy

7. Study assistance schemes


Agreements and Contracts

1. Agreements with contractors and suppliers

2. Agreements with customers

3. Agreements with government agencies

4. Agreements with Technology Partners

5. Agreements with Stakeholders and Shareholders


Taxation

Copies of all Income Tax Returns and other tax returns and documents


Movable Property

Detailed asset register


Communication

General correspondence regarding management of the company


The request procedures:

Form of request: The requester must use the prescribed form to make the request for access to a record. This must be made to the head of the private body. This request must be made to the address, fax number or electronic mail address of the body concerned.


The requester must provide sufficient detail on the request form to enable the head of the private body to identify the record and the requester. The requester should also indicate which form of access is required. The requester should also indicate if any other manner is to be used to inform the requester and state the necessary particulars to be so informed.


The requester must identify the right that is sought to be exercised or to be protected and provide an explanation of why the requested record is required for the exercise or protection of that right.


If a request is made on behalf of another person, the requester must then submit proof of the capacity in which the requester is making the request to the satisfaction of the head of the private body.


Fees:

A requester who seeks access to a record containing personal information about that requester is not required to pay the request fee.


Every other requester, who is not a personal requester, must pay the required request fee:

The head of the private body must notify the requester (other than a personal requester) by notice, requiring the requester to pay the prescribed fee (if any) before further processing the request.


The fee that the requester must pay to a private body is R50. The requester may lodge an application to the court against the tender or payment of the request fee.


After the head of the private body has made a decision on the request, the requester will be notified in the required form.


If the request is granted then a further access fee must be paid for the search, reproduction, preparation and for any additional resources and time that has exceeded the reasonable prescribed hours to search and prepare the record requested for disclosure.


Other information as may be prescribed.


The Minister of Justice and Constitutional Development has not made any regulations in this regard.


Availability of the manual

Please contact us for access to any of the information as displayed above.