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Neftaly Human Capital Freelance Management Policy, Procedures, Processes, Templates, Documents and Forms NeftalyP211

Document Code: NeftalyP211
Approved By: Neftaly Malatjie, Chief Executive Officer
Date Approved: 28 November 2025
Next Review Date: 28 November 2026
Neftaly Policy Owner: Neftaly Chief Operations Officer (NeftalyCOR)

NeftalyP211-1: Neftaly CEO Neftaly Malatjie Address on the Purpose and Rationale for Launching the Neftaly Human Capital Freelance Management Policy

To the Chairperson of Neftaly, all Neftaly Royal Committee, all Neftaly Royal Chiefs and all Neftaly Human Capital,

Kgotso a ebe le lena.

I am pleased to present the Neftaly Human Capital Freelance Management Policy (NeftalyP211). Neftaly works with a wide and diverse network of professionals, creatives, consultants, trainers, service providers and specialists. Freelancers play a critical role in strengthening our delivery capacity, expanding our reach, supporting community projects, and enabling our organisation to scale.

However, without a structured system, freelance engagements can become inconsistent, unclear, or open to risk. This policy establishes the standards, processes, controls, and expectations for all freelance engagements across Neftaly. It ensures that freelancers are engaged ethically, paid fairly, managed professionally, and integrated into Neftaly operations in a manner that supports excellence and organisational efficiency.

NeftalyP211 allows us to align all freelance activities with our values, strategic goals, financial systems, quality assurance mechanisms, and operational compliance requirements. By formalising freelance procedures, we protect both Neftaly and the freelancers who work with us.

My message shall end here.

Neftaly Malatjie | CEO | Neftaly

NeftalyP211-2: Neftaly Scope

NeftalyP211-2-1 This Neftaly Policy applies to:

  • NeftalyP211-2-1-1 All Neftaly departments, programs, events, schools, platforms, and business units.
  • NeftalyP211-2-1-2 All freelancers providing services to Neftaly (creative, technical, consulting, instructional, operational).
  • NeftalyP211-2-1-3 All freelance contracts, payments, deliverables, evaluations, and performance processes.
  • NeftalyP211-2-1-4 All regions, digital platforms, and Neftaly offices globally.

NeftalyP211-3: Neftaly Definitions

  • NeftalyP211-3-1 Freelancer: An independent person contracted to perform a specific task or deliverable for Neftaly.
  • NeftalyP211-3-2 Engagement: The official agreement outlining work, timelines, fees, and deliverables.
  • NeftalyP211-3-3 Deliverable: Any output promised by the freelancer.
  • NeftalyP211-3-4 Scope of Work (SOW): Document detailing expectations, methodology, and work required.
  • NeftalyP211-3-5 Milestones: Divided stages or checkpoints for measuring delivery.
  • NeftalyP211-3-6 Compliance: Adherence to Neftaly rules, contract terms, and operational standards.
  • NeftalyP211-3-7 Freelance Portal: Neftaly digital system for managing freelance engagements.

NeftalyP211-4: Neftaly Objectives

  • NeftalyP211-4-1 To standardise all freelance engagements across Neftaly.
  • NeftalyP211-4-2 To ensure transparency and compliance in recruitment and payment.
  • NeftalyP211-4-3 To provide fair, consistent, and regulated freelance opportunities.
  • NeftalyP211-4-4 To improve quality of service delivery through structured oversight.
  • NeftalyP211-4-5 To maintain legal, financial, and operational accountability.
  • NeftalyP211-4-6 To promote trust, professionalism, and ethical collaboration.

    NeftalyP211-5: Neftaly Roles and Responsibilities

    NeftalyP211-5-1 Neftaly CEO (NeftalyCER)

    • NeftalyP211-5-1-1 Final approval for high-value freelance projects.

    NeftalyP211-5-2 Neftaly Chief Operations Officer (NeftalyCOR)

    • NeftalyP211-5-2-1 Policy owner, custodian, and overall coordinator of freelance management.

    NeftalyP211-5-3 Neftaly Human Capital Department

    • NeftalyP211-5-3-1 Screening, verification, onboarding and records management.

    NeftalyP211-5-4 Neftaly Finance Department (NeftalyCFR)

    • NeftalyP211-5-4-1 Payment validation, invoice audits, and financial compliance.

    NeftalyP211-5-5 Neftaly Project Leads & Managers

    • NeftalyP211-5-5-1 Daily monitoring, deliverable tracking, communication and evaluations.

    NeftalyP211-5-6 Neftaly Freelancers

    • NeftalyP211-5-6-1 Delivering contractual work professionally and ethically.
    • NeftalyP211-5-6-2 Following all Neftaly policies and guidelines.

    NeftalyP211-6: Neftaly Procedures

    NeftalyP211-6-1 Freelancer Recruitment

    • NeftalyP211-6-1-1 Identify need and submit internal request (NeftalyT211-01).
    • NeftalyP211-6-1-2 Conduct verification, including:
      • Identity
      • Portfolio
      • References
      • Competency assessment
    • NeftalyP211-6-1-3 Add freelancer to Neftaly Approved Pool.

    NeftalyP211-6-2 Engagement and Contracting

    • NeftalyP211-6-2-1 Prepare Scope of Work (NeftalyT211-02).
    • NeftalyP211-6-2-2 Draft freelance contract (NeftalyT211-03).
    • NeftalyP211-6-2-3 Obtain signatures.
    • NeftalyP211-6-2-4 Capture engagement on Freelance Portal.

    NeftalyP211-6-3 Task Allocation and Delivery

    • NeftalyP211-6-3-1 Assign work clearly with deadlines.
    • NeftalyP211-6-3-2 Provide relevant Neftaly resources.
    • NeftalyP211-6-3-3 Monitor progress using milestone checklists.

    NeftalyP211-6-4 Payment Process

    • NeftalyP211-6-4-1 Freelancer submits invoice using NeftalyT211-04.
    • NeftalyP211-6-4-2 Project Lead verifies deliverables.
    • NeftalyP211-6-4-3 Finance processes payment within 30 business days.

    NeftalyP211-6-5 Performance Evaluation

    • NeftalyP211-6-5-1 Evaluate quality, timeliness, communication and professionalism.
    • NeftalyP211-6-5-2 Record results in NeftalyT211-05 Performance Report.
    • NeftalyP211-6-5-3 Non-performing freelancers may be removed from Neftaly Pool.

    NeftalyP211-6-6 Dispute and Conflict Resolution

    • NeftalyP211-6-6-1 Submit dispute report to NeftalyCOR.
    • NeftalyP211-6-6-2 Conduct investigation.
    • NeftalyP211-6-6-3 Decide on corrective action or contract termination.

    NeftalyP211-6-7 Offboarding

    • NeftalyP211-6-7-1 Final deliverables submitted.
    • NeftalyP211-6-7-2 Payment closure.
    • NeftalyP211-6-7-3 Update freelancer profile.

    NeftalyP211-7: Neftaly Templates, Documents and Forms

    NeftalyP211-7-1 Core Templates

    • NeftalyP211-7-1-1 NeftalyT211-01 Freelance Requirement Request
    • NeftalyP211-7-1-2 NeftalyT211-02 Scope of Work Template
    • NeftalyP211-7-1-3 NeftalyT211-03 Freelance Contract
    • NeftalyP211-7-1-4 NeftalyT211-04 Invoice Template
    • NeftalyP211-7-1-5 NeftalyT211-05 Performance Evaluation Form
    • NeftalyP211-7-1-6 NeftalyT211-06 Freelancer Registration Form
    • NeftalyP211-7-1-7 NeftalyT211-07 Freelancer Onboarding Checklist
    • NeftalyP211-7-1-8 NeftalyT211-08 Freelancer Offboarding Checklist
    • NeftalyP211-7-1-9 NeftalyT211-09 Work Acceptance Confirmation
    • NeftalyP211-7-1-10 NeftalyT211-10 Conflict Resolution Report

      NeftalyP211-7-2 Expanded 2000+ Templates Include:

      • NeftalyP211-7-2-1 Work allocation sheets
      • NeftalyP211-7-2-2 Task trackers
      • NeftalyP211-7-2-3 Creative submission sheets
      • NeftalyP211-7-2-4 Content approval forms
      • NeftalyP211-7-2-5 Deliverable logs
      • NeftalyP211-7-2-6 Contract variations
      • NeftalyP211-7-2-7 Termination notices
      • NeftalyP211-7-2-8 Payment reconciliations
      • NeftalyP211-7-2-9 Compliance declarations
      • NeftalyP211-7-2-10 Project-specific freelance packs

      (Available on request for deployment.)

      NeftalyP211-8: Neftaly Compliance

      NeftalyP211-8-1 All freelancers and Neftaly Human Capital must comply with:

      • NeftalyP211-8-1-1 Neftaly ethics and integrity requirements.
      • NeftalyP211-8-1-2 Neftaly operational rules.
      • NeftalyP211-8-1-3 Contractual obligations.
      • NeftalyP211-8-1-4 Neftaly financial and documentation standards.

      NeftalyP211-8-2 Non-compliance results in:

      • NeftalyP211-8-2-1 Removal from Neftaly Freelancer Pool
      • NeftalyP211-8-2-2 Withholding of payment
      • NeftalyP211-8-2-3 Legal action
      • NeftalyP211-8-2-4 Blacklisting

      NeftalyP211-9: Neftaly Frequently Asked Questions (1000+ Summary)

      1. How do I become a Neftaly freelancer?
      2. How long does verification take?
      3. Are freelancers allowed to subcontract work?
      4. How are payments processed?
      5. Who approves the Scope of Work?
      6. Can a freelancer work for multiple Neftaly units at once?
      7. What happens if deadlines are not met?
      8. Can a contract be terminated early?
      9. How is performance measured?
      10. How do freelancers access Neftaly systems?