INDEX TO COMPLIANCE FILE

A. RISK MANAGEMENT AND MY BUSINESS

  1. COPY OF LICENSE AND ANNEXURES
  1. APPROVED LICENSE CATEGORIES (Print out from FSCA website)
  1. ORGANOGRAM (Including companies forming part of group structure)

FSP and Business Profile

  1. RISK MANAGEMENT PLAN
  1. STRATEGIC AND BUSINESS PLAN
  1. BUSINESS CONTINUITY PLAN

Business continuity plan

Process for termination of business / agreement

Nominated person as replacement Key Individual

Disaster recovery plan

FSP short-term insurance schedule

  1. REGISTER OF PREMATURE CANCELLATIONS
  1. POLICY ON MANAGEMENT OF COMPLAINTS
  1. POLICY ON MANAGEMENT OF CONFLICT OF INTERESTS
  1. ADVERTISEMENTS

Advertisement disclosure guidelines

Copies of advertisements

  1. FICA

FICA Internal Rules

FIC registration

Annual FIC training and tests

  1. PROFESSIONAL INDEMNITY INSURANCE

PI cover schedule

IGF Cover certificate (If applicable)

Fidelity Cover certificate (If applicable)

  1. FINANCIAL REQUIREMENTS

Financial statements per financial year

Monthly management accounts

Section 19(2) Auditor’s Certificate (If applicable)

Section 19(3) Auditor’s Certificate (If applicable)

Proof of submission of financial statements to FSCA

Liquidity requirements (As applicable)

Financial soundness declaration

Subordinated loan agreement

Application for exemption from audited financial statements

Annual PSP tax status questionnaire

Annual CIPC Returns (Only for CC’s and private companies)

  1. COMPLIANCE REPORTS

Monthly / Quarterly compliance reports by external Compliance Officer

Bi-annual / Annual reports to the FSCA

  1. LEVIES PAYABLE TO THE FSCA

Levies per year

Proof of payment to the FSCA

  1. REGISTER ON BACK-UP PROCEDURES AND MANAGEMENT OF ELECTRONIC AND OTHER INFORMATION

Physical security arrangements for FSP premises

Adequate storage and filing cabinets

Register with date of scheduled back-ups

Details of person responsible for safeguarding client files

List of passwords (To be kept in safe)

Steps taken to protect personal information (POPI)

  1. CONTRACTS WITH PRODUCT PROVIDERS (To be kept in separate files)

Process of due diligence for new product provider

  1. SERVICE LEVEL AGREEMENTS WITH THIRD PARTIES

IT services

IT software services

Accounting services

Document warehousing services

  1. REVISION OF COMPLIANCE PROCESSES

Register of non-compliance

Checklist

  1. GENERAL CORRESPONDENCE WITH/FROM THE FSCA

B. RISK MANAGEMENT AND MY CLIENTS

  1. 6 STEP FINANCIAL PLANNING PROCESS
  1. CLIENT FILE CHECKLIST
  1. STATUTORY DISCLOSURE AND INTRODUCTION LETTER
  1. SERVICE AGREEMENT
  1. CLIENT INSTRUCTION
  1. AUTHORISATION AND APPOINTMENT
  1. CLIENT INFORMATION
  1. FIC IDENTIFICATION AND RISK RATING
  1. RISK PROFILE QUESTIONNAIRE
  1. NEEDS ANALYSIS
  1. REPLACEMENT DISCLOSURES
  1. CLIENT ADVICE RECORDS
  1. CONFIRMATION LETTERS
  1. LIST OF NEW BUSINESS CASES
  1. REVISION PROCESS
  1. TERMINATION OF AGREEMENT ANDPROCESS REGARDING UNDESIRED CLIENTS

C. RISK MANAGEMENT AND MY EMPLOYEES

  1. FIT AND PROPER REQUIREMENTS (Per FSP)

Board Notice 194 of 2017

Policy document on new fit and proper requirements 2018

Register of Key Individual and Representatives

  1. KEY INDIVIDUAL REQUIREMENTS (Per Key Individual)

Register of Key Individual (Per individual)

Checklist for appointment of Key Individual

Curriculum Vitae of the Key Individual

Copies of all qualifications of the Key Individual

Copies of certificates for completed Regulatory Examinations

Confirmation of Date of First Appointment (DOFA) (Print out from FSCA website)

Fit and Proper declaration

Mandate and/or Resolution to act as Key Individual for the FSP (Legal entities only)

Employment contract (Key Individual)

Training Register for Key Individual’sformal qualifications and experience

Training Register for Key Individual’s product accreditations

Training Register for Key Individual iroCPD points attained

Medical Council accreditation certificate for entity

Medical Council accreditation certificate for Key Individual

Competence Register

  1. REPRESENTATIVES AND REPRESENTATIVES UNDER SUPERVISION REQUIREMENTS (Per Representative)

Register of Representatives (Per individual)

Checklist for appointment of Representative

Compliance Officer Due Diligence

INFINITUSinstruction sheet to appoint, remove or change Representatives

Process for appointment of Representative

Copy of ID of the Representative

Curriculum Vitae of the Representative

Copies of all qualifications of the Representative

Copies of certificates for completed Regulatory Examinations

Fit and Proper declaration

Confirmation of Date of First Appointment (DOFA) (Print out from FSCA website)

Employment contract (Representative)

Supervision Agreement for Representative under Supervision

FAIS declaration: Advice Giver

Training Register for Representative’s formal qualifications and experience

Training Register for Representative’s product accreditations

Training Register for Representativeiro CPD points attained

Medical Council accreditation certificate for Representative

Supervision Plan for Representatives rendering services under supervision

Competence Register

  1. JURISTIC REPRESENTATIVES

CIPC (Registration document of CC, company or trust)

Juristic Representative Agency Agreement

FSP Mandate to authorise Juristic Representative to act on its behalf

Resolution by Director(s) of Juristic Representative wherein authorisation is afforded for signature of agency agreement and mandate as well as the acceptance of appointment

Copy of ID of responsible person acting within the legal entity

  1. MONITORING OF REPRESENTATIVES BY THE KEY INDIVIDUAL

Checklist held by the Key Individual for the monitoring of all Representatives

Checklist held by the Key Individual for the monitoring of all Representatives under supervision

Performance Appraisals for each Representative (Bi-annually)

  1. PERSONAL ASSISTANT

Employment Contract: Personal Assistant

FAIS declaration: Non-Advice giver

  1. TERMINATION OF SERVICES

Termination of employment contract

  1. Disciplinary process
  2. Resignation letter

Debarment with the FSCA

D. RISK MANAGEMENT AND MY REGULATORY ENVIRONMENT

  1. PAIA MANUAL (Promotion of Access to Information Act)
  1. TCF (Treating Customers Fairly)
  1. POPI (Protection Of Personal Information)
  1. CPA (Consumer Protection Act)
  1. RDR (Retail Distribution Review)

E. RISK MANAGEMENT AND COMPLIANCE SERVICES

  1. CONTRACT FOR COMPLIANCE SERVICES BY EXTERNAL COMPLIANCE OFFICER
  1. CONFIRMATION OF APPOINTMENT AS COMPLIANCE OFFICER WITH FSCA
  1. TERMINATION OF SERVICES OF COMPLIANCE OFFICER
  1. INFINITUS COMPLIANCE NEWSLETTERS (To be kept electronically)

Index to Compliance File 2018 | FSP NAME & NO | Authorised Financial Services Provider | Copyright reserved