Plain Desk · Guide
Burial Society Contribution Sheet (SA)
A burial society contribution sheet records who belongs, who paid, and who is in arrears. It is an admin ledger for treasurers — not funeral insurance, not a claims payout system, and not a bank.
Why burial societies still need a contribution sheet
Many SA burial societies run on notebooks and WhatsApp voice notes. That works until:
- A member disputes a missed payment after a death in the family
- A new secretary inherits incomplete lists
- Year-end or AGM needs totals everyone can verify
A clear sheet reduces conflict. It does not decide claim amounts or replace any registered insurer or society rules your group already follows.
Columns that belong on the sheet
| Column | Purpose |
|---|---|
| Member number | Stable ID when names repeat |
| Full name | As used in meetings |
| Join date | Eligibility clarity |
| Monthly / cycle contribution | Agreed amount |
| Period (e.g. 2026-09) | One row per cycle or a matrix by month |
| Paid Y/N | Core status |
| Date paid | Audit trail |
| Arrears amount | Visibility without public shaming |
| Notes | Private — keep sensitive detail off group chats |
Optional (only if your constitution allows and privacy is handled):
- Next of kin name (store privately; do not broadcast)
- Exit date
How to run the sheet month to month
- Before collection day — filter unpaid from last cycle; prepare a quiet reminder list for the treasurer only.
- On collection day — tick Paid the same day; never “remember later.”
- Weekly backup — Drive or email the CSV to the treasurer’s private inbox.
- At AGM — present totals and arrears summary; do not project full phone numbers on a screen.
- After a bereavement — use your society’s existing claim / benefit rules. The contribution sheet only proves payment history; it does not pay claims.
Burial society vs savings stokvel (same tools, different purpose)
| Burial society | Savings / grocery stokvel | |
|---|---|---|
| Goal | Mutual support on funeral costs (per your rules) | Savings / rotation / groceries |
| Sheet focus | Contributions + membership continuity | Contributions + payout calendar |
| Must not claim | “We are an insurer” | “We are a bank” |
| Shared need | Member register + paid/unpaid tracker | Same |
One template pack can serve both record-keeping styles if you adapt labels. Purpose and legal form of the group stay your responsibility.
What never belongs in marketing or sheet titles
- Promises that the spreadsheet “covers funerals” or “pays claims”
- Language that the seller holds premiums
- Claims to replace NASASA, a funeral parlour plan, or a licensed insurer
Stick to: contributions and records.
Minimal starter layout (copy into Sheets)
MemberNo,Name,JoinDate,ContributionZAR,Period,Paid,DatePaid,ArrearsZAR,Notes
001,Example Member,2025-01-15,100,2026-09,Y,2026-09-05,0,Add a second tab for fines / special levies if your constitution uses them. Keep claim paperwork in a separate folder owned by the society — not mixed into the public contribution matrix.
FAQ
Is a contribution sheet the same as funeral cover?
No. It only tracks payments and membership. Insurance or society benefits follow your group’s own rules and any licensed products you already use.
Can we use a stokvel tracker for a burial society?
Yes for admin records (members, contributions, arrears). Relabel fields to match burial society language. Do not use a savings payout sheet as a claims engine.
Who should edit the sheet?
One treasurer (or secretary) owns the master. Dual control: another official reviews monthly totals.
What about POPIA?
Member phone numbers and next-of-kin details are personal information. Keep the master private; share only what the meeting needs.
Where can we get a ready pack?
Plain Desk Stokvel OS includes member register, contribution tracker, fine/loan log, and related templates suitable for burial society bookkeeping, plus an adaptable constitution template. Not insurance. Not a bank.