The Self-Assessment Questionnaire (SAQ) is a tool within the RBA framework for assessing supplier compliance across key social, environmental, and ethical categories. As part of your commitment to responsible sourcing, RBA Members may choose to sponsor SAQ verifications (See How to Request Verification for Your Facility SAQ) for their suppliers using the SAQ Verification Sponsorship Process.

This guide outlines the step-by-step process, roles and responsibilities, and best practices for successfully initiating, managing, and closing out SAQ Verification Sponsorships.

1. Purpose of SAQ Verification Sponsorship

SAQ Verification Sponsorship allows RBA Members to:

• Support suppliers in completing verified SAQs.
• Gain deeper insight into supplier practices through third-party verification.
• Streamline due diligence by standardizing responses and verification methods.

By sponsoring, members assume responsibility for the verification cost, currently set at $250 per SAQ verification, enabling selected suppliers to complete their SAQ without incurring direct expenses.

2. Prerequisites and Authorization

Before initiating sponsorship:

Designate a Point of Contact (POC): A designated company POC must submit the request to sponsor SAQ verifications.

Coordinate with Billing Contact: Ensure that your billing department is informed and aligned on the process and eventual invoicing.

Trading Relationship Established with Supplier: An established Trading Relationship (Creating & Managing Trading Relationships) must be set up between the sponsoring member company and the supplier.

3. How to Request a Sponsorship Authorization Code

1. Submit Request to RBA: Send an email to the RBA Help Desk (helpdesk@responsiblebusiness.org) with the subject: “New Authorization Code Request.” Include your organization’s name, provide details of your billing contact, and specify an expected number of SAQ verifications that you think your suppliers will complete. 

2. Internal Review and Approval: RBA will route the request for internal processing, verify it is approved by the Member company’s designated point of contact (POC), and ensure that the billing contact is included to anticipate future invoicing. 

3. Receive Authorization Code: Upon approval, RBA will issue a unique SAQ Verification Sponsorship Code. This code will be linked to your organization and allows for unlimited SAQ verifications until it is manually deactivated.

4. Sharing the Code with Suppliers

Once received, share the code directly with the suppliers you wish to sponsor. Clearly communicate that this code allows them to access the SAQ Verification without direct payment, under your organization’s sponsorship. Encourage suppliers to begin the verification process promptly to remain aligned with audit schedules or risk mitigation timelines.

5. Monitoring Usage and Reporting

As a sponsor, you are responsible for monitoring the use of the authorization code. Request a Usage Report by emailing RBA at any time to receive a detailed usage report, which will include: 

- Supplier names 

- SAQ submission status 

- Dates of verification 

This information is invaluable for tracking return on investment, identifying bottlenecks, and preparing for internal compliance reviews.

6. Deactivating the Code

Once all desired verifications have been completed, we recommend submitting an Authorization Deactivation Request to RBA via (helpdesk@responsiblebusiness.org). The RBA will prepare and send an invoice that reflects all completed verifications to the billing contact. RBA will formally close the authorization code.

Note: The code remains active and usable until deactivation is explicitly requested.

7. Best Practices for a Smooth Sponsorship Experience

Maintain a Supplier Communication Plan: Inform suppliers of expectations, timelines, and the appropriate contacts for questions. 

Align Internally: Make sure your procurement, compliance, and finance teams are updated on the sponsorship activities. 

Limit Scope (If Needed): If you plan to restrict the number of suppliers or specify which suppliers can use the code, communicate this clearly with RBA and the suppliers. 

Review Supplier Results: After verifications are complete, analyze the findings to guide sourcing decisions and corrective actions.

8. Support and Contacts

For any questions, issues, or reporting needs:

Email RBA Operations: helpdesk@responsiblebusiness.org

Portal Access: Use the RBA-Online Platform for submission reviews, supplier monitoring, and document management.