PSIRA Assistance

PSIRA is a complex and costly process which requires a host of registrations and supporting documents.

How we can assist

PSIRA is a complex and costly process which requires a host of registrations and supporting documents.

We are able to assist with the following services:  new company registration, tax clearance, insignia, resolutions and the business plan, but there are some you will also need to gather yourself, eg. grade B security certificates and CVs for all directors, lease agreement and proof of contact number.

Once we have complete all of the documents, the company director needs to register on the PSIRA website, make payment of the R7100 non-refundable registration fee and proceed to upload the documents onto their website.

What is PSIRA?
PSIRA is the Private Security Industry Regulatory Authority. It is a State Owned Entity mandated to regulate all aspects of the security industry in South Africa. This includes security guards, locksmiths, installers and manufactures of security equipment.

What are the requirements to register your company with PSIRA?
Completed application form; original signed suretyship; infrastructure self-assessment report; company registration documents; security business plan; business insignia; uniform design; 1 year financial projection; directors CVs; certified copy of directors IDs; certified copy of directors grade B certificate; share certificate; declaration of shareholding; authorization resolution; operational readiness statement; lease agreement; tax clearance; proof of phones numbers; proof of PSIRA deposit.

What qualifications do the directors need to operate a security company?
All the directors of the security company must complete grade B security certification from an authorised training center before the company can be registered.

Can foreigners obtain a PSIRA certificate?
No, only individuals with South African ID numbers can apply for PSIRA accreditation. You will also need a Police Clearance Certificate which includes fingerprints.

How long is a PSIRA Certificate valid for?
Individual certificates expires after 24 months; Business certificates expire after 12 months

How do I track my business application?
Log on to the PSIRA website and click on Business Status verification; enter your company name and the capture code.

What are the PSIRA Requirements to renew a business certificate?
There are 4 requirements – a letter on the letterhead of the business requesting the renewal; all annual fees paid in full; a valid, current, tax clearance certificate for the company; if the business has employees, the company is required to be registered for COID.

Do I need to collect my individual certificate in person?
Yes, since the individual’s fingerprints are required to print the certificate they can only be collected in person.

Do I need to make an appointment to collect my certificate?
Yes, absolutely. You will need to schedule an appointment either online or via the mobile app or you will be turned away at the branch.

COID Registration

Get a COID registration certificate

What does COID stand for?
COID (Compensation for Occupational Injuries and Diseases).

What is the purpose of COID?
Another word for COID is Workman’s Compensation. Each company that has more than one employee should register their business for COID. COID is to provide compensation to cover employees who get injured on duty, disabled, or even death. In the case of death, COID will pay out a lump sum to the beneficiaries, which would be the employee’s spouse, or children. COID also covers any diseases that the person might obtain from occupational injuries.

What is a CF registration number/ EE reference number for COID?
The registration number that you receive after applying for COID is also known as the CF number. The CF registration/ reference number starts with 990000 followed by 6 unique numbers.

What is the return of earnings for COID?
After you have received your COID registration number, you then need to lodge your return of earnings also known as ROE. ROE is a declaration on how much each employee earns, so they can work out how much needs to be paid annually by your company, in order to have your employees covered by COID.

What is letter of good standing for COID?
A letter of Good Standing is what you get for COID, after you have received your CF registration number and submitted your return of Earnings (ROE). The letter of Good Standing is a document issued by the Compensation Commissioner, which is an official document that shows that you meet the requirements of the Compensation Act. The letter of Good Standing allows you to claim from the Compensation Fund. When applying for tenders, most tenders want you to have a Letter of Good Standing for COID as one of their requirements. You cannot obtain a Letter of Good Standing if you don’t apply for the CF registration number and submit your annual assessment first.

Do you have to apply for a Letter of Good Standing every year for COID?
Yes, the Letter of Good Standing is only valid for a year, and does expire each year. You have to apply for a letter of Good Standing annually, after submitting your return of earnings (ROE) which is also a yearly submission. A Letter of Good Standing for COID is to prove that you are up to date with your yearly ROE submissions, and that there are no outstanding payments on your yearly ROE submissions. You will not be able to apply for a new Letter of Good Standing for COID if your ROE yearly fees are not up to date.

When can you not apply for COID?
You cannot apply for COID if you do not have at least one employee who is not a Director or Shareholder of the company.
Your application to register for COID will also not be accepted if your Tax returns and Tax Clearance Certificate is not up to date.

What does COID/ workman’s compensation cover?
COID covers both the employee and the employer, no matter whose fault it is. The employee cannot sue the employer as the COID/ workers compensation covers them both according to the Act, as the workers are covered for injuries.

How long can you be on COID/ workers compensation?
There is no length, nor limits when it comes to disability due to a work injury, however temporary benefits for injuries range from to 3-7 years. Depending on your age, some states can terminate weekly benefits if the employee reaches the age of 65.

Do you get paid while on COID/ workman’s compensation?
You are entitled to get a weekly wage which is not a payment for wage loss, when you are injured and not working due to an injury on duty. If your average weekly wage is very high, you might be able to get the maximum benefit from COID.

How is COID/ workers compensation calculated?
COID is calculated on how dangerous the job is that you are doing, e.g. construction will be much higher than a general admin job. Upon the registration for COID, they will put you into a certain category which you will fall under, and a certain percentage will have to be paid yearly.

How are COID/ workers compensation wages calculated?
They take the total yearly wage of the injured employee, and divide it by the number of days they worked to get their daily wage, then they take the daily wage, multiply it by the average number of days per year which is 260 for an 5-day per week employee.

How long do you get to register an employee for COID?
You have to register an employee within 7 days after the day on which he employs his first employee. All employees’ annual assessments must be paid, whether the employee is full time or part time employed.

Which employees are exempted from paying assessment fees for COID?
Sole owners or partners in a company (Directors), or farming operations, are not seen as employees, and there for their earnings are not included. Certain local authorities, national and provincial state departments, employees that are already insured by a company other than the compensation fund.

How much will the Annual Assessment fees be yearly for COID?
The amount is based on the employee’s earnings and the risk associated with the type of work. Before 31 March yearly, all employers must submit a statement of earnings which was paid to all workers from 1 March to end February, which is Department of Labour’s financial year end. If the employer’s accident costs were higher than others in the same subclass, the yearly assessment fees may increase.

Who pays for COID/ workers compensation benefits?
The employers have to pay premiums. The Insurance company checks to see what benefits are owed as soon as a claim is lodged, and then the injured employee gets paid out the lump sum for COID.

What is included in COID/ workers compensation wages?
Bonuses, commissions, salaries, sick pay, holiday pay, overtime payments, cell phone allowances, the value of gifts, meals and lodging, e.g.

What is a COID Certificate?
All employees that have one or more employers are required to register for COID. You have to register each branch of a business for COID separately, so each company or branch will have its own unique registration number, unless you have arranged for the registration to be combined.

What is COIDA South Africa?
The COIDA Act is to provide compensation to employees that are injured, disabled, get diseases, or even die due to occupational injuries. This also protects the employer from being sued by the employer or family members of the employer.

How long does COID registration take?
Usually you can get your registration number for COID within 2-3 weeks if submitted manually to their office in Pretoria. If you submit the application manually to any of the satellite branches, then there are 3 people that physically come collect the documents end of month each month. Department of Labour has implemented a new system on the 1st April 2018, so if you do an online COID submission, you can get your COID number immediately, if their website does not give you any errors, as it currently does. The only way to get them to fix this problem is by submitting an email to the CF filing department with the company documents, id’s of all Directors, and the Tax Clearance Certificate of the company. Currently they cannot give you a timeframe as to how long it will take to correct the error manually on their side. This is where the delay comes in, as the whole of South Africa has to follow this process if they get an online error while trying to get their COID registration number.

How long is a Letter of Good Standing for COID valid?
Each company or organization that requests the letter of Good Standing for COID has their own requirements as to how old the documents must be, for example, the banks might request that your Letter of Good Standing for COID must not be older than 30 days. So there is no expiration date on the certificate, however your annual assessment fees must be submitted each year. So each year you must renew your Letter of Good Standing for COID.

What form should be completed to register for COID?
The form to register for COID is called a W.As.2 which is the registration of an Employer with the Compensation Fund.

What form should be completed to submit the Return of Earnings (ROE) annually for COID?
The form to submit for the ROE for COID is called a WAS.8 form. This can be online on Department of Labour’s website, after you have done the application for the COID number.

What are the benefits of having a letter of Good Standing for COID?
Most tenders require a Letter of Good Standing for COID; this is part of their requirements. If you do not have the Letter of Good Standing for COID, then they will not accept your tender application.

Letter of Good Standing

Get a letter of good standing from the COID

How many types of letters of good standing are there?
There are various types for letters of good standing. You can have tender, foreign investment, tax clearance letter of good standing, COIDA letter of good standing and emigration. When starting a new company or even trading, various departments may ask you for the above documents. You will need to apply for them but need to know what the difference is between them. Many entities will simply ask you for a letter of good standing but don’t inform you of which one you need; this does cause a lot of confusion.

You will need to make sure that you are applying for the correct type of letter of good standing for your specific needs. Fast Biz Reg does assist with the letter of good standing for the Tax clearance and COIDA applications. Fast Biz Reg can register the company for COIDA, once the financials are filed you will receive the letter of good standing for this, you do not receive it automatically with the registration.

What is the letter of good standing for COIDA used for?
Once you have registered for Compensation for Occupational Injuries and Diseases, you will first need to submit all the financials and returns to the department of labor. Once this is in order, you will receive the letter of good standing. The letter means that the employer or business owner or director or member or shareholder is registered for compensation for occupational injuries and diseases. If there are one or more workers employed by a company, it is compulsory to register for COID. The letter of good standing indicates that all staff members are protected; a lot of other entities may request this, especially if you are applying for a tender.

What is a COIDA letter of good standing?
COIDA is Compensation for Occupational Injuries and Diseases. This is registered by the department of labour. Compensation for Occupational Injuries and Diseases is used to protect employees when they are injured on duty. This could also include if an employee is injured on the premises. There are cases in specific industries that the employee will only be protected on site, as soon as they walk off the premises or site they are not protected.

Certain jobs fall into certain categories. If you are working on the road and moving around, the staff will need to be protected everywhere, not just on the premises. If you are in the construction industry, you only really need to protect your workers on site or in the office. They will not be covered if they are injured and it is not directly relating to the business or company.

Renew Letter of Good Standing

Renew your letter of good standing

How much does it cost to register for a letter of good standing?
The letter of good standing for the tax clearance is free with SARS (South African Revenue Service), but if you do not know how the process works or need assistance on e-filing you can have assistance from a third party, such as Fast Biz Reg.

The letter of good standing for COIDA (Occupational Injuries and Diseases Act) is only received when the annual returns for the assessment fees are paid annually. This fee will be based on the various different aspects such as the total earnings for the employees.

CIDB Registration

Get a CIDB registration certificate

CIDB is the Construction Industry Development Board. All public construction tenders can only be awarded to CIDB registered contractors. CIDB  regulates the Construction Industry.

Why do I need it?
Government regulations require all public construction tenders be awarded only to CIDB registered contactors.

How does it work?
The CIDB registration consists of 2 criteria; your business track record, which is represented by the grade 1 to 9 and construction sector which is selected from the predetermined list of class of works.

What is a Class of Work?
The class of works refers to the 20 different construction sectors ranging from civil and electrical work to general building. You can apply for as many classes as you like, but just bear in mind that each class registration costs R450.

What is the grading system?
The grading system works on the size of the contracts that you have had in the past, your financial and works capability and your capacity to perform projects so new businesses would register as a grade 1.

Your CIDB registration grade and class means that you are only certified to carry out work in the class in which you are registered and up to the maximum value of work permissible for that grade. You will therefore compete against contactors with the same grading which promotes fairness and transparency.

Does it expire?
Yes it does, it needs to be renewed every 3 years.

CSD Registration

Register your company on the CSD

CSD is the Central Suppliers Database and is usually a compulsory requirement for all government tenders.

In April 2016 National Treasury consolidated all government supplier information into a single database to establish a single database for up-to-date verified supplier information to be used by all government departments. It is verified information as all of the data provided is checked and verified with the respective government departments as well as your bank. Only once all of your data has been verified with CIPC, Home Affairs, SARS and your bank, will you obtain your CSD number. To date over 800k suppliers have been verified and therefore successfully registered on the CSD as government suppliers.

Why do I need it?
It is a base requirement for most tenders in South Africa; that is all government tenders and many corporate tenders.

Does it expire?
No it does not. It takes live data from other government databases so your Tax Clearance and CIPC changes will all be current on the system. It also checks that your banking details are correct.

What does the number look like?
A CSD number is also referred to as an MAAA number as all CSD registration numbers start with those 4 letters.

NHBRC Registration

Become a registered, accredited home builder with the NHBRC

All Home Building Companies must be registered with the NHBRC. Our fees is a facilitation and excludes the NHBRC costs.

What does the NHBRC stand for?
The National Home Builders Registration Council.

What is the purpose of the NHBC?
To regulate the home building environment and to protect the homeowner from poor quality workmanship.

What are the benefits of registering with the NHBRC?
All financial institutions recognize the NHBRC so it is easier for homeowners to secure funding for the build . In the unfortunate event that the builder does not complete the work to the required standard, the NHBRC Warrantee Fund will finance the completion of the project to the required standards. NHBRC also provides the builders with access to technical knowledge and free training.

Are there penalties for not registering?
Yes! A fine not exceeding R25000 or one year in prison for each director.

What is covered by the NHBRC Warranty?
The Warrantee Fund (paid by the builder) is an assurance fund which protects the homeowner in the event that the builder does not repair disputed poor workmanship. The warrantee is valid for five years for structural damage, one year against roof leakages and 3 months for poor finishes.

When can the homeowner call on the Warranty?
If the builder has been liquidated or is unwilling or unable to repair the defects, then the NHBRC is responsible to rectify the poor workmanship.

Must ALL new residential buildings be enrolled with NHBRC?
Yes, it is the conveyancing attorney’s responsibility to ensure that all new residential buildings are enrolled with the NHBRC.

How much is the enrolment fee for each home?
The enrolment fees are based on a percentage of the value of the land plus the building value and start from R 6 500 up to a maximum value of R 34 000.

How much money does the warranty cover?
Currently R 500 000 is the maximum amount the NHBRC will pay out. It covers the owner’s accommodation, storage, transportation, demolition, debris removal, repairs and professional fees.

How often does the NHBRC inspector visit the site?
The builder is required to notify the NHBRC five days prior to completion of major building phases such as Foundation, Superstructure, Practical Completion and Storm water to allow the inspector to sign off on the workmanship which will allow the contractor to continue.

If I am an Owner Builder, do I need to register with the NHBRC?
No, but you need an exemption before construction starts.