For small purchases and day-to-day items (cleaning products, light bulbs, gardening and hardware supplies), trustees can purchase these directly if other trustees have agreed to a purchase and claim amounts back from the managing agent. Keep all receipts / invoices, as they will be needed for you to get reimbursed.

Aalways CC the other trustees to help keep track of and approve of small ad-hoc expenses. The Managing Agents have been told to only approve payments (to trustees or to vendors) if all the trustees are cc’ed in the email: bagamoya-trustees@googlegroups.com

Note that Balti and Gavin run a business with a storefront and can get discounted rates on bulk orders for many of these things. John gets pensioners’ discounts at the hardware store ;-)

For the first time reimbursement, you will need to sign an authorisation form and provide proof of banking details to the Managing Agent. It is important to double-check your bank statement to ensure that the managing agent reimbursed you properly.

Quotes

Trustees should get quotes from at least two vendors for all bigger expenses above R5,000 (TBD). We have a financial responsibility to get a competitive rate for the block, but certainly good workmanship and recommendations matter as much (if not more) than the price.

All quotes should be finalised over email, and the other Trustees CC’ed in the final quote: bagamoya-trustees@googlegroups.com

Invoices

For proposed replacements, repairs, or upgrades, vendors the majority of trustees need to approve and sign off. It is generally preferred to pay a deposit and the remainder of the balance upon completion of the task.

PART 1: VENDOR LOADING

The vendor/contractor will need to first provide their FICA documentation to our Managing Agents, to be saved on their system. (This sometimes delays their payment, so it helps collecting this, and sending it to the Managing Agents, right after they have been chosen for a specific job):

If they are an individual / sole proprietor, we will need:

Proof of ID

Proof of bank account / bank confirmation letter (not older than 3 months)

If they are a registered company, we will need:

Proof of company registration

Proof of bank account / bank confirmation letter (not older than 3 months)

(If registered for VAT) VAT Registration document

PART 2: PAYMENT

Payment is only done on Invoices (not Estimates nor Quotes). Note that, for small vendors like handymen, we might need to help them create invoices. For all invoices:

The document must say “invoice” (not estimate or quote).

The invoice must be directed/made out to:

Bagamoya Body Corporate C/O Steer & Co PO Box 1879 Cape Town, 8000

3. The invoice must have an invoice number to be used as a reference. If there is a deposit first (and the remainder paid upon completion of the task), then these need to be submitted as two separate invoices:

Each invoice (deposit vs balance) must have a distinct invoice number.

Each invoice (deposit vs balance) must only/clearly state the amount due now (not the total), so that the accounts department is not confused as to which number needs to be paid.

4. The invoice must include banking details at the bottom.

5. The invoice must be sent to the PM and PA (CC the other trustees via

bagamoya-trustees@googlegroups.com⁠

and CC the vendor).

The PA will authorise (or ask for other trustees’ input) and then it will be sent to their accounts department, who will make payment and send proof of payment to everyone.

Non-invoiced jobs (not recommended)

The Managing Agents won’t reimburse for any cash payments (unless we can provide a dated till slip or an invoice from the contractor).

If there are small jobs and payment is due to, say, a trusted painter or handyman (rather than a company who can invoice for the job at a much higher price), the trustees will be able to load them as a vendor on Steer, but they will need to have a South African bank account and proof of ID. However, this may still be complicated.

It may also be easier simply to create an invoice for them, as we did for Zeca the handyman on

Google Docs here⁠

(copy & paste into new doc to create a different invoice.)

Gig platforms (like SweepSouth) can also provide an invoice for reimbursement.

Boundary line items

For boundary line items (such as doors and garage doors) the owners will first:

Need to contact the managing agents (and CC the trustees) about their request

The trustees will decide if it is a reasonable replacement or repair (and not an unnecessary upgrade — these will for the owners’ own account, such as getting a bulletproof steel door installed)

We will collect quotes to make sure we are getting cost-competitive. If the owner can help collect quotes, this will speed up the process.

The trustees will agree that 50% of the repairs or replacement will be covered by the Body Corporate, and 50% from the owner. We will need to be clear on the total costs, such as installation, painting, finishing, and so on.

The trustees will authorise payment(s) via the managing agent

The owners will need to be involved in some of the administration (help getting quotes, organising times with the contractors to do inspection and measuring, opening up for them for installation to happen, ensuring that rubble has been removed when done), as the

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