8 September 2011Dear Business Partner In support of our commitment to corporate governance and a mutually beneficial relationship with our business partner’s, Santam are embarking on a project to enhance our accounts payables process. As a result, Santam is implementing the Accounts Payable Centralisation Project. Your account will be centralised with the Accounts Payable department in Bellville, on 3rd October 2011 with the aim of providing the following benefits: One point of contact for all payment queries (Santam Head Office, Bellville); Reconciliations done on your account on a monthly basis provided Santam receives a statement with all outstanding invoices (no balance brought forward). In order to ensure prompt payment of your account and to eliminate queries the following protocols must be complied with: At an incident scene contact SantamSoS on 0860 505 911 and provide a SSP number for reference purposes. On completion of the tow, you may invoice Santam as per your agreed contracted rate; Invoices for accident tow should be sent on a separate invoice. Invoices for any other charges, for example, second tow, storage and/or release fees, should be on a separate invoice. This is to prevent delay in payment for accident tows. Additional charges must first, in terms of Santam’s claims process, be agreed to and signed off by an assessor or responsible claims person. Invoices must indicate the pick-up and drop off destinations, i.e. from point A to point B Invoiced amounts must match agreed contracted rates. Billing of accident tow at contracted rates will ensure prompt payment. Kindly take note of the following account administration requirements that need to be applied on a strict basis, due to regulatory and system requirements. Non-compliance to these requirements could result in a delay in payment in respect of affected invoices. Valid tax invoices must in all instances be issued. (As required by SARS) Do not send your invoices to the respective claim centres/branches as from Monday 3rd October 2011 as the branches will no longer be able to process your invoice(s) for payment. The new address stipulated on your invoices should be: Santam Limited Head Office 1 Sportica Crescent, Tygervalley, 7530 or head office/hoofkantoor: 1 sportica crescent tyger valley, bellville 7530 • p o box 3881 tyger valley 7536 • t +27 (0)21 915 7000 • f +27 (0)21 914 0700 www.santam.co.za • email@example.com directors/direkteure: vp khanyile chairman/voorsitter: im kirk chief executive/uitvoerende hoof: b campbell, md dunn, btpkm gamedze, dcm gihwala, dr nm magau, jp möller, dr j van zyl, bp vundla, yg muthien executive/uitvoerend: mj reyneke company secretary/maatskappysekretaris: m allie reg no 1918/001680/06 santam bpk/ltd • santam is an authorised financial services provider (licence number 3416). Invoices should be e-mailed to your respective contact person and copied to (cc) Documents@santam.co.za , in a format that cannot be tampered with. Your contact person’s details are: your respective contact person, telephone (021) xxx xxxx, e-mail your respective contact person No faxed invoices will be accepted. Hand delivered invoices will only be accepted at Santam Head Office, Cape Town. If you hand deliver at Head Office, please mark: Attention: Claims Accounts Payable c/o your respective contact person. Invoices must clearly state the following: Your company name and address Your company registration number, VAT registration number as well as the word “Tax Invoice” Santam’s VAT registration number -4440102095 Invoice numbers must be unique, i.e. an invoice number can never be re-used for Santam Santam’s name and address (as above) Monthly statements must be issued and reach us by the 7th of each month in order for us to reconcile your account and follow up on queries. Any payment disputes should be communicated with your respective contact person within 30 days from date of payment. Santam kindly requests your co-operation with the following: Acknowledge receipt of this communication by return e-mail to your respective contact person; Provide your accounts contact person and contact details for our reference; Submit a detailed statement of all outstanding invoices in order for us to do a proper reconciliation of your account on or before Monday, 19th September 2011. Your co-operation in this regard will be greatly appreciated. Should you have a concern or query with regards to the above, then please do not hesitate to contact Ruenell Jonker on 021 9157044 or the relevant contact person indicated above. Yours faithfully Moneeb Mahmood Manager: Accounts Payable Santam Limited head office/hoofkantoor: 1 sportica crescent tyger valley, bellville 7530 • p o box 3881 tyger valley 7536 • t +27 (0)21 915 7000 • f +27 (0)21 914 0700 www.santam.co.za • firstname.lastname@example.org directors/direkteure: vp khanyile chairman/voorsitter: im kirk chief executive/uitvoerende hoof: b campbell, md dunn, btpkm gamedze, dcm gihwala, dr nm magau, jp möller, dr j van zyl, bp vundla, yg muthien executive/uitvoerend: mj reyneke company secretary/maatskappysekretaris: m allie reg no 1918/001680/06 santam bpk/ltd • santam is an authorised financial services provider (licence number 3416).