PRACTICES & PROCEDURES UNDER MCA-21 INDIAN BANK’S ASSOCIATION PRESIDENTIAL SOUTH HOTEL TAJ PRESIDENT 90 CUFFE PARADE COLABA, MUMBAI

PRACTICES & PROCEDURES UNDER MCA-21 A QS9000 and ISO14001 Accredited Company R Balakrishnan Company Secretary & Legal Services Manager AT INDIAN BANK’S ASSOCIATION - MUMBAI ON 04 DECEMBER 2006 A R R.BALAKRISHNAN COMPANY SECRETARY & LEGAL SERVICES MANAGER At the SMTP of CCRT / WIRC on 30 March 2006

PRACTICES & PROCEDURES UNDER MCA-21 Agenda 1Overview on MCA-21 2Services available at MCA-21 3System requirement 4Documents requirement 5Digital signature 6e-filing / e-form 7demonstration of filing form at MCA-21 8Q & A 9Conclusion

OVERVIEW ON MCA 21 1Easy secure access 2Automated all process of compliance 324 hours / 7 days from anywhere and any place 4Service oriented approach 5No need to visit physical office of ROC 6Even complaints can be on e-mode

KEY BENEFITS MCA-21 1INCORPORATION OF COMPANY ONLINE 2SIMPLIFIED/EASY MODE OF FILING 3REGISTRATION / VERFICATION OF CHARGES ANYTIME & FROM ANYWHERE 4INSPECTION OF COMPANIES FROM ANYTIME & FROM ANYWHERE 5CORPORATE CENTRIC APPROACH 6CUSTOMER RELATIONSHIP BUILDING

KEY BENEFITS MCA TOTAL TRANSPARENCY 8. COMPLIANCE - TIMELY READDRESSEL 9. QUALITATIVE ANALYSIS OF INFORMATION OF CORPORATE BY MCA PERSONNEL – TIME AVAILAABILITY 10 EVERYONE’S TIME IS SAVED SINCE NO PHYSICAL VISIT TO GOVERNMENT OFFICES

SERVICES AVAILABLE UNDER MCA-21 1NEW COMPANY – REGISTRATION AND INCORPRATION 2ANNUAL RETURNS / ANNUAL RETURN FILING 3FILING FOR CHANGE OF NAME / ADDRESS / DIRECTORS DETAILS 4REGISTRATION AND VERIFICATION OF CHARGES

SERVICES AVAILABLE UNDER MCA INSPECTION OF DOCUMENTS 6. APPLICATIONS ON LINE FOR VARIOUS SERVICES 7. INVESTORS GRIEVANCE READRESSAL

SYSTEM REQUIREMENT UNDER MCA-21 1PERSONAL COMPUTER 2WEB BROWSER – INTERNET EXPLORER / NETSCAPE NAVIGATOR 3INTERNET ACCESS – PREFERRED BRAND BAND CONNECTIVITY 4ADOBE ACROBAT READER WINZIP 8.0

SYSTEM REQUIREMENT UNDER MCA SCANNER DOCUMENTS REQUIRED TO BE SCANNED & REQUIRED TO FILED AS AN ATTACHMENT TO e-FORM 7. PRINTER FOR PRINTING BANK PAYMENT CHALLAN OR SERVICE FEE BILL

SYSTEM REQUIREMENT UNDER MCA-21 1IF ONE HAS THE ABOVE FACILITIES ONE CAN HAVE THE VIRTUAL FRONT OFFICE AT HOME 2EVEN A CYBER CAFÉ COULD BE USED FOR THIS PURPOSE 3MCA FACILITATES E FILING OF VARIOUS FORMS AND APPLICATIONS UNDERCOMPANIES ACT

FLOW CHART OF FILING e-FORM UNDER MCA-21 1OPEN MCA WEBSITE 2SELECT e-FORM & DOWNLOAD 3FILL THE e-form 4MAKE ATTACHMENTS TO e-FORM 5SIGN e-FORM AND SUBMIT THEN WHAT HAPPENS? AUTOMATED PRE-SCRUTINY TAKES PLACE

FLOW CHART OF FILING e-FORM UNDER MCA FIELD / FORM DATA VALIDATION 7. ADDITIONAL RULES IF ANY 8. DIGITAL SIGNATURE VALIDATION WHEN, THROUGH WITH THIS, THEN PROCEED TO PAYMENT MODE

FLOW CHART OF FILING e-FORM UNDER MCA SELECT PAYMENT METHOD (i)Online payment – credit card (ii)Internet payment via bank (iii)Challan creation and payment – e- FORM STORED SECURELY TILL BANK CONFIRMS PAYMENT SEND e-form for approval

FLOW CHART OF FILING e-FORM UNDER MCA EACH TRANSACTION UNIQUELY IDENTIFIED BY A SERVICE REQUEST NUMBER (SRN) AND ONCE THE TRANSACGTION IS COMPLETED AND ACCEPTED THE SRN CREATED AND ONE CAN TAKE PRINT OUT FOR THE RECORDS OR STORE IT IN SOFT FORM TOO.

SERVICES AVAILABLE AT THE MCA PORTAL

CATAGORIES OF e-FORM UNDER MCA-21

ONLINE FORM FILLING 1AS ON DATE THE ONLINE FORM FILLING FACILITY IS NOT THERE 2THE PORTAL SUGGESTS TO DOWNLOAD THE FORM FILL IT UP AND THEN UPLOAD 3MAY BE ONLINE FILLING MAY COME LATER

FORM DOWNLOADING AND FILLING 1e-FORM COULD BE DOWNLOADED PREFILL FILED IS AVAILABLE – BY GIVING COMPANY NUMBER / DIN \ NUMBER - THE DETAILS WILL GET FILLED AUTOMATICALLY. 2ATTACHMENT NEED TO GO IN PDF FORMAT ONLY

CHECK FORM PROCEUDRE

PRE SCRUTINY PROCEDURE UNDER MCA 21

DIGITALLY SINGING 1ONCE THE FORM IS FILLED – CHECKED THE SAME COULD BE SIGNED DIGITALLY 2ONE SHOULD HAVE THE DIGITAL SIGNATURE 3HOW TO GET THE DIGITAL SIGNATURE AND WHERE TO STORE?

DIGITAL SIGNATURE 1APPLICATION TO BE MADE TO THE CERTIFYING AUTHORITIES 2TCS / NIC / MTNL / IDRBT / CSL Etc. S 3www.tcs-ca.tcs.co.inwww.tcs-ca.tcs.co.in idrbta.org.in

DIGITAL SIGNATURE 1PRESCRIBED FORM FOR APPLICATION 2DOCUMENTARY EVIDENCE / PROOF 3THE CERTIFYING AUTHORITY THEN VERIFY AND GRANT THE DIGITAL SIGNATURE & THEN THEY COMMUNICATE THE FOLLOWING:

DIGITAL SIGNATURE COMMUNICATION WOULD BE IN THE FOLLOWING LINES REGISTRATION OF CLASS 2 PAN INDIVIDUAL CERTIFI CATE HAS BEEN DONE SUCCESSFULLY. YOUR SUBSCRIBED ID……….CRA WOULD CORRESPOND TO YOU AFTER VERIFICATION OF REQUEST.

DIGITAL SIGNATURE FOLLOWED BY YOUR REQUEST FOR CLASS 2 PAN INDIVIDUAL CERTIFICATE HAS BEEN ACCEPTED. PLEASE CLAIM YOUR CERTIFICATE BY GIVING THE FOLLOWING DETAILS CLAIMING PASSWORD & REFERENCE ID - THEY WILL PROVIDE THE SITE

DIGITAL SIGNATURE ONE MORE COMMUNICATION:- FOR FUTURE TRANSACTION, THEY WILL PROVIDE THE FOLLOWING REVOCATION PASSWORD AND THE REFERENCE ID – SITE DETAILS

GETTING THE CERTIFICATE ONE HAS TO LOG IN TO THE SITE AND CLIAM THE CERTIFICATE BY PROVIDING THE DETAILS OF:- 1SUBSCRIBER ID 2CLAIMING PASSWORD AND 3REFERNCE ID CERTIFICATE WOULD GET INSTALLED

CAN YOU VIEW THE DSC YES – YOU CAN SEE THE CERTIFICATE WHERE IT IS INSTALLED 1GO TO INTERNET EXPLORER 2GO TO TOOLS 3GO TO INTERNET OPTION 4CLICK CONTENT 5YOU WILL SEE THE CERTIFICATE

CAN YOU VIEW THE DSC 6. CLICK ON CERTIFICATE 7. IT WIL THEN SHOW THE FOLLOWING iISSUED TO WHOM iiISSUED BY WHOM iiiEXPIRY DATE AND ivFRIENDLY NAME IF ANY

IMPORTING THE DSC BY CLIKCING ON THE IMPORT BUTTON AND FOLLOWING THE INSSTRUCTIONS OF THE WINDOW “CERTIFICATE IMPORT WIZARD” THE CERTIFICATE COULD BE STORED IN USB TOKEN / USB DRIVE ETC. WHICH CAN BE CARRIED AND USED IN OTHER PLACES

PAYMENT OF FEES ONCE THE FORMALITIES OF FILLING THE FORM, CHECKING THE FORM, PRESCRUTINY AND SIGNATURE – PRECERTIFICATION WHERE REQUIRED ALL ARE OVER, THEN ONE HAS TO PROCEED WITH PAYMENT OPTION

PAYMENTS OF FEES

PAYMENT OPTIONS

PAYMENT & THEREAFTER CREDIT CARD AND INTERNET BANKING, THE PAYMENT IS MADE INSTANTLY AND THE FORM IS ACCEPTED FOR FILING AND PAYMENT RECEIPT SHOWING THE SRN IS ISSUED IMMEDIATELY.

CHALLAN CREATION IN CASE OF CHALLAN CREATION, THE CHALLAN IS CREATED AND THE FORM IS KEPT PENDING FOR WANT OF PAYMENT. ONE NEED TO TAKE THE PRINT OUT OF CHALLAN – GO TO BANK – MAKE PAYMENT – PROVIDE EVIDENCE OF PAYMENT FROM BANK THEN FORM IS PROCESSED

PAYMENT RECEIPT IN ALL THE CASES, ONCE PAYMENT IS MADE, FORM ACCEPTED THE PAYMENT RECEIPT IS ISSUED SHOWING THE SRN NUMBER WHICH IS SHOWN IN THE NEXT SLIDE

PAYMNET RECEIPT WITH SRN NUMBER

SERVICES AVAILABLE AT MCA 21 THE LIST OF SERVICES AVAILABLE AT THE SITE OF MCA-21 IS SHOWN IN A CHART AND ONE IS FREE TO SELCT THE SAME AND AVAIL THE DESIRED SERVICE THE MCA SITE OF THE RELEVANT PAGE WE COULD VIEW

TRACKING OF THE TRANSACTION / STATUS THE SITE ALSO PROVIDE FOR TRACKING AND VIEWING THE STAUTS OF A PARTICULAR TRANSACTION BY GIVING THE SRN NUMBER. VIEW THE RELEVANT PORTION FROM MCA PORTAL

PROCEDURAL ASPECTS OF HOLDING BOARD MEETING

SRN NUMBER THE SRN NUMBER IS A UNIQUE NUMBER GENERATED IN RESPECT OF EACH TRANSACTION AND ANY ENQUIRY / STATUS / TRACKING CAN BE DONE ONLY BY PROVIDING THIS NUMBER AND THIS IS VERY IMPORTANT. IN THE ABSENCE OF SRN NUMBER NOTHING WOULD WORK

MANDATORY REQUIREMENTS FOR MCA 21 1CIN OF COMPANY THIS IS PROVIDED BY THE DEPARTMENT – EVERY COMPANY COULD BE IDENTIFIED ONLY WITH THIS NUMBER AND THE PUBLIC VIEWING / FILLING FORMS / APPLICATION ALL CAN BE DONE ONLY AFTER PRVIDING CIN

MANDATORY REQUIREMENTS FOR MCA 21 DIN NUMBER OF DIRECTORS AND PAN NUMBER OF THE SECRETAARY IS REQUIRIED DIN 1 IS FOR MAKING APPLICATION BY DIRECTORS DIN 2 INTIMATION TO COMPANY DIN 3 COMPAN Y INTIMATES TO ROC

MANDATORY REQUIREMENTS FOR MCA 21 CHARGES – FORM 8 – WE SHALL VIEW THE FORM AND ALSO FILL ONE MANDATORY FIELDS - CREATION OR MODIFICATION - CIN (PREFILL) - TYPE OF CHARGE (LIST IN SITE)

MANDATORY REQUIREMENTS FOR MCA 21 - CONSORTIUM FINANCE OR NO ? - JOINT CHARGE OR OTHERWISE - NUMBER OF CHARGEHODLER - CHARGE HOLDER DETAILS - INSTRUMENT OF CHARGE - DATE OF CRETION - WHETHER OURSIDE INDIA

MANDATORY REQUIREMENTS FOR MCA 21 - AMOUNT OF CHARGE - RATE OF INTEREST - TERMS OF PAYMENT - MARGIN - EXTENT AND OPERATION OF CHARGE - ATTACHMENTS

MANDATORY REQUIREMENTS FOR MCA 21 APART FROM THE ABOVE, OTHER FIELDS ARE ALSO NEED TO BE FILLED UP WHERE APPLICABLE WE SHALL SEE ONE DUMMY FORM 8 FILLED UP TILL ITS DIGITAL SIGNATURE AND SUBMITION – UPTO PAYMENT STAGE AS PRACTICAL DEMONSTRATION.

SATISFACTION OF CHARGE FORM 17 1FOR SATISFACTION OF CHARGE FORM 17 NEED TO BE FILLED UP 2CHARGE CREATION ID NUMBER IS THE PRE-REQUISITE FOR THIS FORM APART FROM CIN 3WITHOUT THE ID NUMBER OF THE CHARGE CREATION, THE SATISFACTION OF CHARGE CANNOT BE DONE 4WE SHALL VIEW FORM 17

QUOTE While success is important, it can become enduring only if it is built on strong foundation of values. Define what you stand for as early as possible and do no compromise with it for any reason. You can’t enjoy the fruits of success if you have to argue with your conscience” Shri Azim Premji – Chairman Wipro