Transcript No Slide Title

PRESENTATION
BY THE REGISTRAR OF
COMPANIES TO
INTERMEDIARIES
WWW.CIPRO.GOV.ZA
CALL CENTRE
0861 843384
GENERAL DESCRIPTION OF CHANGES:
A few points to be highlighted
• The Registrar is in the process of doing away with
revenue stamps and by April 2004 no revenue
stamps will be accepted. These will initially be
replaced by an account, with an internet payment
option to follow– this will be phased in from 5 August
2002.
• All agents that currently deal with the Registrar will
have to be accredited in order to facilitate the billing
structure and therefore re-register.
• CIPRO has a Contact Centre for all enquiries at
telephone no: 0861 843384. This service is backed
by a knowledge team who will deal with more
complex issues.
• The prescribed forms are available on the web and
as from 5 August 2002 the colour requirement will
fall away. All forms may be lodged in white.
Continuation…….
• The Registrar will do away with duplicate copies of
forms lodge thereby only sending back a certificate of
the change (similar to those already being sent with
the registered forms). This will be applicable first to
Close Corporations and then other forms at a later
stage as an when the legalities have been cleared up.
This will be implemented from 5 August 2002.
• The Registrar will offer an urgent registration of
applications which we will guarantee to take only 1 day
(24 hours) to register. This will be provided at a
premium on the normal fee charged – to be
implemented during September 2002.
• The Registrar is bringing back the annual returns. No
date fixed yet, more communication to follow later in
year regarding the implementation thereof.
DOCEX
The Registrar initiated a deal with Docex to receive
applications from the public, agents etc and dispatch it to
CIPRO. This is for your convenience.
Docex lodgment points will be phased in during August 2002.
Lodgment will be implemented at the following ten Docex
branches in a phased approach starting in the order as set
out below:
• Cape Town
• Bellville
• East London
• Port Elizabeth
• Durban
• Pietermaritzburg
• Bloemfontein
• Johannesburg
• Randburg
• Pretoria
Continuation…….
•
These branches will be used to render the following services:
 Physical submission and collection of documents
 Bar coding of Documents for Tracking purposes for
clients and CIPRO
•
Note 1:
•
Note 2:
Documents submitted at a Docex point will be
returned to that point!
Professionals will be able to use their Docex points
to submit documents. Each application will have to
be tracked separately.
PRESENT WORKFLOW SYSTEM
The follow is an extract of the main steps in
processing an application
•
•
•
•
•
•
•
Tracking of documents
 Mail
 Hand
Preparation of documents
Scanning
Import to different divisions for verification and
approval
Capture information through SACRO ERMS System
Print Authentication letters for approval or rejection
 Letter for Client
 Letter for CIPRO File
Distribution of Authentication letters
 Mail
 Hand - Collect
- Basket (AGENTS)
WORKFLOW SYSTEM
AFTER 30 July 2002
•
Tracking of documents

Mail

Hand: Collect

Basket (only for agents)

E-mail

Docex
•
Preparation of documents
•
Scanning
•
Import to different divisions for verification and
approval
•
Capture information through SACRO ERMS
System
Continuation…….
•
Print Authentication letter
Letter for client to show:
* rejection or approval
* history
(where appropriate)
* Certificate
Letter for CIPRO file
•
Delivery Method of Authentication Letters – AGENTS
Mail:
* E-mail
* Docex
* Post
Hand: * Collect
* Agents Basket
DOCUMENTS NOT TO BE
STAMPED/FRANKED
Registered agents will be billed on a monthly basis for registrations
pertaining to following forms:




CK1
CK3
CK4
CK5
Founding Statement
Re-instatement
Conversion from Company
Lodging Court Order for alteration replacement
addition to founding statement
 CK6
Liquidation of Close Corporation
 CK7
Name Reservation of Close Corporation
 CM5
Name Reservation of Company
Note 1:
Note 2:
Agents to reconcile their account at the end of the
month and pay CIPRO within 3 working days.
Certificates will be issued for all the above
applications, including CK2 and CK 2A’s.
DELIVERY METHOD
•
REGISTERED AGENTS





Collect
Basket
Mail
Docex
E-mail
Note: All certificates will automatically be e-mailed to agents with
no other options.
•
NON AGENTS




Collect
Mail
Docex
E-mail
SAMPLE OF LETTER AND
CERTIFICATE
RECEIVING
DOCUMENT
MAIL
E-MAIL
DOCEX
HAND
FAX
DELIVERY
METHOD
MAIL
E-MAIL
FAX
DOCEX
TRACKING
LETTER FOR OUR
RECORDS
(FILE)
PREPARATION
SCANNING
IMPORT TO
DIFFERENT
DIVISIONS FOR
VERIFICATION
PRINT
AUTHENTICATION
LETTER
CAPTURE
INFORMATION
DESPATCH
SERVER
E-MAIL
FAX
DOCEX
COLLECT
BASKET
CERTIFICATE
WITH HISTORY
UPDATE
LETTER TO
SHOW APPROVAL
OR REJECTION
ELECTRONIC BILLING
Process:
• All close corporation documents containing an agent code
will be billed (excluding CK2’s). If you use an agent code
and stamp the document no refund will be provided!!
• Agents to lodge a R10 000.00 refundable guarantee
before activation of their account.
• Items are marked for “Billing” or “Stamps” during
Document Registration by CIPRO staff.
• Completed and approved items will be billed to agents on
weekly basis.
• Agents pay on monthly basis.
• All services to Agents in arrears will be suspended,
recovered from the deposit and handed over to our
attorneys.
ELECTRONIC LODGMENT OF NAME
RESERVATIONS
• Agents can complete and lodge CK7 and CM5’s via
Internet from 5 August 2002.
• Approved items lodged this way, will be billed as
discussed above and confirmation received
electronically.
FORMS AVAILABLE
ELECTRONICALLY
• All Company and Close Corporation forms are
available on the Internet at no charge.
• Clients can select the appropriate form and complete
it online.
• The form is printed out, signed and revenue stamps
attached (if not part of billing as discussed above).
• Submit these forms as paper applications.
• Applications can be submitted in white and the
colour requirement no longer applies.
CONTACT DETAILS
Agent registrations:
Account inquiries:
Veronica Van Dyk
[email protected]
Khomotso Mphakati
[email protected]
Fax: (012) 328 3051
CIPRO Call Centre
086 184 3384
Thank you for your support. If you have any comment to enhance
this service please e-mail the Registrar at :
[email protected]
• No production queries will be entertained on this e-mail
address. Use the specific contact details available on the web
or Call Centre.