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PRACTICES & PROCEDURES UNDER MCA-21

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

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PRACTICES & PROCEDURES UNDER MCA-21

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

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

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

  4. OVERVIEW ON MCA 21 1 Easy secure access 2 Automated all process of compliance 3 24 hours / 7 days from anywhere and any place 4 Service oriented approach 5 No need to visit physical office of ROC 6 Even complaints can be on e-mode

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

  6. KEY BENEFITS MCA-21 7. 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

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

  8. SERVICES AVAILABLE UNDER MCA-21 5. INSPECTION OF DOCUMENTS 6. APPLICATIONS ON LINE FOR VARIOUS SERVICES 7. INVESTORS GRIEVANCE READRESSAL

  9. SYSTEM REQUIREMENT UNDER MCA-21 1 PERSONAL COMPUTER 2 WEB BROWSER – INTERNET EXPLORER / NETSCAPE NAVIGATOR 3 INTERNET ACCESS – PREFERRED BRAND BAND CONNECTIVITY 4 ADOBE ACROBAT READER 7.0.5 5 WINZIP 8.0

  10. SYSTEM REQUIREMENT UNDER MCA-21 6. 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

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

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

  13. FLOW CHART OF FILING e-FORM UNDER MCA-21 6. FIELD / FORM DATA VALIDATION 7. ADDITIONAL RULES IF ANY 8. DIGITAL SIGNATURE VALIDATION WHEN, THROUGH WITH THIS, THEN PROCEED TO PAYMENT MODE

  14. FLOW CHART OF FILING e-FORM UNDER MCA-21 9. 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

  15. FLOW CHART OF FILING e-FORM UNDER MCA-21 10. 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.

  16. SERVICES AVAILABLE AT THE MCA PORTAL

  17. CATAGORIES OF e-FORM UNDER MCA-21

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

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

  20. CHECK FORM PROCEUDRE

  21. PRE SCRUTINY PROCEDURE UNDER MCA 21

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

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

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

  25. 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.

  26. 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

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

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

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

  30. CAN YOU VIEW THE DSC 6. CLICK ON CERTIFICATE 7. IT WIL THEN SHOW THE FOLLOWING i ISSUED TO WHOM ii ISSUED BY WHOM iii EXPIRY DATE AND iv FRIENDLY NAME IF ANY

  31. 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

  32. 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

  33. PAYMENTS OF FEES

  34. PAYMENT OPTIONS

  35. 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.

  36. 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

  37. 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

  38. PAYMNET RECEIPT WITH SRN NUMBER

  39. 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

  40. 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

  41. PROCEDURAL ASPECTS OF HOLDING BOARD MEETING

  42. 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

  43. MANDATORY REQUIREMENTS FOR MCA 21 1 CIN 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

  44. 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

  45. 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)

  46. 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

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

  48. 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.

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

  50. 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

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