ebizcore - The RCB Technology Infrastructure

Transcription

1 Date: 4 Dec 2001 ebizcore - The RCB Technology Infrastructure Business Entities In Singapore, the types of business entities are classified as follows: Businesses Sole Proprietorships Partnerships Companies Private Limited Companies Unlimited Private Companies Public Companies Foreign Companies Businessmen have to register their business entities with the Registry of Companies and Businesses (RCB) so that they can carry out their business activities. RCB's principal activities Presently, the principal activities of the RCB include:! Registration and Incorporation " Name Application " Filing of application for registration and incorporation " Issuance of Certificate of registration and incorporation! Change of Particulars under the Business Registration Act (Cap 32) and the Companies Act (Cap. 50)! Enforcement! Information Services " Reports on registered entities " Extracts of forms and documents! Archival " Forms filed " Supporting documents filed. SAICSA RCB Bizfile 1

2 ebizcore - the way forward ebizcore is the total infrastructure that supports the RCB's electronic processes. Bizfile electronic filing is part of ebizcore. BizFile is an electronic filing system which allows the business community to file all legally prescribed company and business forms and their accompanying documents electronically. At present, documents are lodged in hard copies and in person. With BizFile, you will be able to carry out many transactions via electonic means without visiting the Registry. ebizcore is introduced to achieve the following objectives: " Enhance productivity " Build an effective user friendly filing system for all forms and supporting documents " Build an effective compliance system to monitor statutory disclosure requirements " Build an infrastructure to provide real time and accurate corporate information to the public " Provide effective tools for the management and processing of archived forms and supporting documents. ebizcore involved reengineered workflow processes. It is not a mirror of what we are doing now. The processes reengineered what we are doing in a new environment. For example, it removes the need for witnesses and statutory declarations and relies on the CPF/PAL PIN of the individual making the lodgements. BizFile - The RCB Electronic Filing System The reengineered processes are: a. Authentication ID and password b. Internet forms with attachments options c. Payment modes d. Workflow processes e. Information retrieval services f. Archival processes SAICSA RCB Bizfile 2

3 a. Authentication ID and password Professional Practices BizFile will allocated a professional number to professional practices and recognise that the professional firm/company as being authorised to transact in BizFile for a predetermined list of their clients/companies. RCB will provide up to two senior members of the professional firm/company with the ability to authorise the firm/company's employees or staff to access BizFile and transact in BizFile on behalf of the firm/company. The two senior members will be responsible for updating the *authorisation matrix/table. This will allow changes to be made to the authorisation table by the senior members without the need for RCB's intervention or permission. RCB need only to be informed if the named senior members leave the firm/company and be provided with the details of the replacements. *Note: The matrix table is a cross-reference table that identify the staff who will be responsible for lodgment of documents for their respective portfolio of clients and for the senior members to administer staff changes. Those who are applying for the professional number will need their CPF PAL PIN. Application for the professional number will be opened on *18 December 2001 and must be made online through the BizFile homepage at Applications will be verified and approval will be given almost immediately. *Note: You are able to register for the professional number on 18 December 2001 during the SAICSA-RCB Forum on BizFile. The registration period for a professional number is open from December Companies (In-house company secretaries Company directors and in-house company secretaries are able to access the system using their personal CPF/PAL PIN. These companies do not need a professional number as the company secretaries will be responsible for transactions with RCB. SAICSA RCB Bizfile 3

4 Businesses Sole proprietors and partners would able to access the system with their personal CPF/PAL PIN. For non-cpf members, they would have to apply to RCB for a RCB ID/PIN online. Foreigners in Singapore They can transact via the self-help workstations located at RCB, service bureaus or members of professional bodies. Foreigners not in Singapore The manager must make a declaration for the accuracy of information provided and transact directly with RCB. If you have a CPF account, you should have the CPF/PAL PIN issued by the CPF Board. If you have misplaced or forgotten about it, please obtain the CPF/PAL PIN from CPF Board. For non-cpf members, they would have to apply to RCB for a RCB ID/PIN online. Basically, the users of the system comprise RCB officers, company secretaries and directors, members of professional bodies, individuals accessing from their homes and offices, and operators of service bureaus. b. Internet forms with attachments options The RCB internet forms are re-designed in XML-format forms. All lodgments would be transactions-based. This means that you need not rely on the form numbers e.g. Form 6, 7, 45, 49 etc. All you need to do is to access the type of transaction you need to execute, e.g. an appointment of director. The system will prompt the user on the steps to follow. In this way, there will be no duplication filing of information. At the same time, the user is able to verify and validate the information online to eliminate data entry errors. The National Archive Singapore has recommended that attachments to the internet forms lodged should be in PDF or TIFF format. SAICSA RCB Bizfile 4

5 c. Payment Mode Payment for transactions can be made in the following manner: Payment Mode RCB Counter Internet PSi Cashcard Yes Yes Yes Credit Card Yes Yes Yes Direct Debit Internet Banking No Yes Yes Deposit Service No Yes No Cheque Yes No No NETS Yes No No Cash No No No Direct Debit Internet Banking (D2Pay) No Yes - Regular users of RCB's services are advised to maintain a deposit service account with RCB where the amounts shall be deducted upon payment. You may apply for the deposit service account online when BizFile is launched. The application is processed online and the account will be activated immediately. Regular customers such as law firms, accounting firms and secretarial firms who lodge company/ business documents with RCB on behalf of their clients will usually a deposit service account with RCB. A minimum amount of S$ is required to open an account. You will need to top-up when the balance reached S$50.00 or less. Currently, only DBS provides D2Pay and you need to have an account with DBS in order to pay for transactions via D2Pay. However, we understand that most of the major banks will be offering this services by next year. d. Workflow processes The workflow processes have been reengineered to eliminate the need to print and issue paper Certificate of Incorporation. RCB will issue the hard copy of the Certificate of Incorporation upon request and payment of fee. With these reengineered work processes, users can make online verification and validation of lodgments, and online applications with built-in decision making rules for immediate responses. This will remove the need for witnesses and statutory declarations. SAICSA RCB Bizfile 5

6 On implementation of Bizfile, users are able to lodge documents within 23 hours daily. An one-hour lead time is being set aside for maintenance, which is likely to take place during mid-night. The following work processes are also being reengineered; " Internal routing of forms and attachments for processing and approval by RCB officers for exceptional cases " External correspondence via notifications and user logon message " Allow for batch and online processing of applications " Provide pre-filled forms for cases of regular filings e.g. Annual Returns " Pre-submission proposed corporate name verification checks to reduce rejection e. Information retrieval services The public and users can retrieve up-to-date accurate reports on registered entities, extracts of forms and supporting documents. f. Archival processes At the back end of RCB, lodgments made will be stored in perpetuity using optical disk storage or microfilm formats. The archival processes would provide for cataloging features that will allow for better search and retrieval functions. BizFile - Benefits The public can access up-to-date and accurate information services from the RCB at longer service availability hours. The processing time of transactions will be shortened. The introduction of ebizcore is pro-enterprise i.e. to facilitate registration and incorporation of business entities and cutting red tape. ebizcore is also a strategic move towards egovernment where efficiency and productivity at RCB will be increased. SAICSA RCB Bizfile 6

7 PROJECT SCHEDULE The RCB Bizfile will be implemented in the following phases; December 2001 February 2002 April 2002 July 2002 Companies Companies Businesses Information Services Phase 1A - Phase 1B Phase 2 Phase 3 Name Application Incorporation of local companies Foreign Company Registration Change in Company Name Company Compliance Business Registration Services Business Compliance Information Services People Profile Company listing Business listing Statistics Packaged Information RCB Bizfile E-Filing Overview E-Filing Features " Electronic submission Convenience of Web submission Supporting documents attachment Batched submission Status enquiries Online extract Electronic purchases Quick turnaround " Authentication National PIN Professional Number Employee Profile Clients represented " Document Management Electronic Vault Archival SAICSA RCB Bizfile 7

8 RCB Bizfile E-Filing Overview Public Service Bureau Self-Help Workstations Scanning Front-End Application Back-end Application Document Managment System Trusted Vault Access Management Security Services, Doc Format Processing RCB Users Replicated DB Synchorisation BIZCORE Micro film Optical disk SAICSA RCB Bizfile 8

9 Incorporation of local company Incorporation of company and application of name can be made via BizFile on 2 January 2002 and the procedures are as follows: 1) What forms do I need to incorporate? You do not need any physical form. You will just need to fill the forms via internet and submit these online. You can choose to print the forms for your own reference. However, where the law requires a statutory declaration, you will need to submit the statutory declaration manually to the Registrar until the law is amended. 2) How to incorporate a local company? You will need to apply for the proposed company name to be approved first. After the company name has been approved, you can then proceed to incorporate the company. 3) Who can apply for a name? A corporate secretarial firm, accounting firm or law firm, or a service bureau can make such applications. A service bureau is a privately owned entity set up with the consent of the Registrar of Companies. An individual can also apply for approval of a name. 4) How do I apply for a name? i. Select a name for your proposed company. You can use the free online Directory Search at RCB's homepage to ascertain whether the same name has been used previously or is similar to another registered entity. From the BizFile homepage, choose the function for name application. ii. You can choose only one name. After you have filled in the information required, you submit your application for a name search to be done. iii. The system will display any other similar or identical name found in the register. If there is no identical or similar name found, you can proceed to make payment online and submit the application for reservation of name. If the applied name requires further processing or clearance by any other government authority, you will also be informed of this fact immediately. If no other clearance is required, you will be informed that your name has been approved. SAICSA RCB Bizfile 9

10 iv. If the applied name is approved, a transaction number will be given to you by the system to enable you to proceed to register a company. You can either proceed to incorporate immediately or, within two(2) months as under the law your name reservation will expire after two(2) months unless you apply for an extension. v. If your name is not approved you only need to fill in the new name in the form if you reapply within a certain time as the other information will be retrieved from your earlier form for your convenience. 5) Who can incorporate a company? i. Professionals i.e. practising chartered secretaries, accountants/auditors and lawyers will need to apply for a Professional Number with the RCB. ii. Once issued with the professional number, they can perform the various transactions under BizFile, including registering a company. Service Bureaus will also be able to perform transactions under BizFile. iii. An individual who is a Singapore NRIC holder can also register but this can be done only if all directors/subscribers/secretaries are also Singapore NRIC holders and all of them have either a CPF PAL PIN or RCB PIN. 6) How do professionals incorporate a company? i. Having obtained the requisite information, instructions and other prequisites e.g. consents of directors necessary for incorporation, choose the function for company registration application from the BizFile homepage. ii. Fill in the information required in the data fields of the form. Information sought will be similar to that currently required under the Companies Regulations Forms. The forms have however been consolidated into one form and the need for repetitous information is removed. iii. You will be allowed to choose the type of Memorandum & Articles of Association (M&AA) to be filed. You will be given the following options: a) A standard format which will not allowed for any amendments or customisation; SAICSA RCB Bizfile 10

11 b) A standard format with a feature to allow you to customise the information in the M&AA; or c) A free format where you can place your own M&AA. iv. Submit the form online. Once the registration is approved, BizFile will send you a notification to the pay for the relevant fees for the registration of the company. 7) Can I self-incorporate my own company? i. Individuals would be able to incorporate their own company without going through any professional if all the directors, subscribers and secretary are Singapore NRIC holders or Permanent Residents and have either a CPF PAL PIN or an RCB PIN. ii. The procedures are from 6(i) to 6(iv) are the same. If all directors/subscribers/secretaries are present at the computer terminal, they will be able to endorse the necessary forms e.g. their consent to act as director/secretary, immediately. If not all the directors/subscribers/secretaries are present, they will be given a period of time to log on and endorse their consents separately. After this grace period has lapsed, the directors/subscribers/secretaries who have endorsed will be given an opportunity to drop the directors/subscribers/secretaries who have not endorsed from the incorporation process. If these non endorsees are not dropped, BizFile will cancel the entire incorporation process after the expiry of a grace period of time. iii. The online endorsement will replace the requirement of signatures and the form of endorsement will be similar to the existing Form 45 and 45A and will be effected by the directors/subscribers/secretaries using their personal CPF PAL PIN or RCB PIN. SAICSA RCB Bizfile 11

12 Getting ready for BizFile Q: Must my computer system fulfill any special requirement? A: BizFile is an internet based electronic filing system. While you need not have any special customised features to be able to BizFile, the use of broadband access is recommended. The following Web Browsers are also recommended: # Internet Explorer versions 4.x or 5.x # Netscape Navigator 4.x Q: What if I have no personal computer? A: RCB will provide a certain number of computer kiosks at RCB's premises for members of the public who has no access to a personal computer. Similar services will also be available at the Community Development Councils. You can also approach service bureaus or professional firms/companies. Q: How do I start to use BizFile? A: To be able to use BizFile, you will need your CPF PAL PIN if you are a CPF member or an RCB PIN if you are not a CPF member. You can apply for a CPF PAL PIN at any CPF office or at any Community Development Council. You can apply for an RCB PIN only if you are a Singapore citizen or Permanent Resident NRIC holders and not a CPF member. Applications for an RCB PIN can be done online from the BizFile homepage when BizFile is launched. A foreigner who is not a Singapore Permanent Resident with an NRIC or who does not have a CPF PAL PIN would have to use the services of professionals, service bureau or at the RCB counters. For professional firms/companies, please read segments on Professional Practices. SAICSA RCB Bizfile 12