Our Services

Tracing

Approach

We apply a multi-phase tracing approach that involves various tracing stages that is suitable to a specific need of the Fund. We do so because we recognize that using a one size fits all approach never works as it does not recognize varying needs of Funds.

This approach allows us to price appropriately for these services. We apply a principle of No trace No fee basis approach. In recognizing Fund challenges wherein some members had less fund values we have assisted in tracing this category of former members of beneficiaries free of charge.

Service

Offerings

Sometimes funds only want to enhance quality of their membership data which is critical to the effective administration of Fund. This entails providing funds with ID numbers, addresses, and contact numbers for the records that do not have them and provide the alive/deceased status.

This tracing phase (also known as basic trace) involves using electronic means to trace former members/beneficiaries and includes usage of telephones and e-mails as contact methods. This is the basic form of tracing that is the cheapest and less time consuming method. However the success of this type of trace is limited to the accuracy of contact details at Fund disposal. It can be broken down into the two types of trace as elaborated below.

This is tracing method using only electronic platforms and only we only provides and confirm the contact details of former members or beneficiaries. It does not involve distribution and collection of documents.

This is tracing method using only electronic platforms and includes distribution and collection of documents.

In some instances funds only want to confirm whether former members are deceased or still alive. Through our interface with DOH we provide funds with verified date of death for these types of records

We distribute and collect all documents required for claims processing and transmit them to fund administrators for payment processing. We have the ability and capacity to process a large amount of documents per project. All returned claimed documents are subjected to tight quality management process that ensures that all the information required to process the claim is seamlessly is included. This service can be done as a separate activity or as a part of the tracing process

In case where desktop (basic trace) did not yield positive results then funds can move these records into the investigative trace. This is a more intense/more involved method that involves tracing relatives of former members, search for beneficiaries, former workers or any other link to the member that can assist in tracking down the member.

When all these tracing methods did not yield positive results then untraced records are progressed into the physical tracing method. This entails physically driving to the former member last known address to trace the member or beneficiaries. This is a very involved and time-consuming method but yield better positive results where other methods had failed. It is more costly than the other methods and therefore attracts higher fees compared to others. This method is undertaken only after approval from the client as it carries with it travel expenses.

The Fund trustees are required by law to thoroughly conduct investigations when disbursing death benefits in cases where members have died whilst in service. This is a very involve process that require time to complete. We are on behalf of trustees able to undertake these investigations and once completed compile section 37C reports that Trustees utilizes when considering distributing death benefits to beneficiaries

We have come across situations where traced members are not registered for tax, and because of the associated difficulties in obtain tax numbers for some members, we have put in place an intervention that assist members with tax registration at the minimal fee

What Are

Unclaimed

Benefits

An unclaimed benefit as defined by legislation, is a benefit that has not been paid to or claimed by a member within 24 months from the day it became due for payment or claiming

Tracing

Agent

Verification

Due to high level of scams and fraudulent activities some members are suspicious to cooperate with tracing agent and claim their benefits fearing to either being scammed or defrauded. Whilst this concern is valid and appreciated former members/beneficiaries are encouraged to at least take steps to verify or authenticate the tracing agent other than just disregarding the contact made.

Members/beneficiaries can take any of the following steps to verify the tracing agent’s relationship with the fund s/he claims to be acting on behalf of:

  • Request the tracing agent to provide contact details and the name(s) of the Fund representative or Fund administrator who can verify the appointment of the tracing agent by that fund.
  • Request any form of documentation that proves that the tracing agent has been duly appointed and authorized to act on behalf of the fund.

    • NB: If the tracing agent is unable to provide you with this information, it is advisable not to engage their services.

    Members MUST not do the following:

  • Must not pay any money to the tracing agent as a service fee charged for the service rendered if requested or instructed to do so by the tracing agent.

    • Contact us now

    E-Mail: info@otshepi.co.za
    Telephone: +27 87 148 8765/62
    Address: 23 Loretha Street, Van Riebeeck Park, Kempton Park, Gauteng, South Africa, 1629