| (1) | The dedicated official must keep proper records of— |
| (a) | the persons who applied for assistance; |
| (b) | the information received in connection with the applications for assistance; |
| (c) | the documents received in support of the applications for assistance; and |
| (d) | full particulars of the decisions made in respect of the applications received. |
| (2) | The dedicated official must compile a register containing the following particulars in respect of every application for assistance received: |
| (a) | The name of the applicant; |
| (b) | the nature of assistance applied for; |
| (c) | the name of the victim or relative or dependant of a victim for who assistance is applied; |
| (d) | the year for which the assistance is applied; and |
| (e) | the decision made by the dedicated official in respect of the verification of the status in terms of regulation 13. |
[Regulation 18(2)(e) substituted by section 12 of Notice No. R. 1194, GG43891, dated 6 November 2020]
| (3) | The administrator must keep proper records of— |
| (a) | the applications received from the dedicated official; |
| (b) | the information received in connection with such applications; |
| (c) | the documents received in support of such applications; |
| (d) | the decisions made; and |
| (4) | The administrator must compile a register containing the following particulars in respect of every payment made: |
| (a) | The name of the beneficiary in respect of whom the assistance is paid; |
| (b) | the nature of assistance; |
| (c) | the year for which the assistance is paid; |
| (d) | the date on which the amount was paid out; |
| (e) | the amount paid out; and |
| (f) | the particulars of the persons or institutions to whom payments have been made. |
| (5) | The dedicated official and administrator must on a daily basis, excluding weekends, update the registers referred to in subregulations (2) and (4). |
| (6) | The administrator must keep record of the information referred to in regulation 4(2)(d) to (f) and submit that information to the accounting officer at the end of August of each year. |
