HowTo NewCoReg

8/12/2019 HowTo NewCoReg

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NEW COMPANY REGISTRATION ONLINE GUIDE

Note: Currently, electronic filing of company documents can only be done to register a private company,

short form (by populating the required fields). The system will then populate the required company documents

with the information that you provided. To be able to file an application, follow the following steps:

Step 1: Log onto the CIPC website at www.cipc.co.za


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New Company Registration Online Guide Page 2of 25

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Step 2: Register as Customer

If not an existing customer, click on Customer Registration to register and complete the required fields and

submit.

Step 3: Deposits/Banking Details

A customer does not have to deposit funds before submitting the request to file a private company online,

since billing will only occur once the documents are bar-coded at the CIPC offices. However, the customer

must ensure that once submitted there are enough funds in the account for CIPC to process the transaction.

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CIPC Banking Details

Bank ABSA

Account Type Deposit Account

Account Name CIPC

Account Number 4055 68 1017

Branch Name Van der Walt Street

Payment Reference

Number

USERNAME/CUSTOMER CODE DATE (DDMMYYYY) AND 01 (If the

Reference Number is less than six characters long then use trailing zeros.

(USERNAME/CUSTOMER CODE00DATE(DDMMCCYY01)

e.g. MAKG001204201101


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The reference numberon the deposit slip will assist CIPC to allocate the deposit accurately and on time to

your virtual account. Allow 2 to 3 working days (depending on your deposit type) for your funds to be cleared in

your virtual account at CIPC.

If not allocated within three days, fax proof of payment to +27 86 673 8313.

Mark for attention - Revenue Department and remember to include your customer code as a reference.

For finance related enquiries only, send an email to [email protected].

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Fees

The basic filing fee is R175 if the companys MOI is filed in the form CoR15.1 A.

Payment of a filing fee subject to a credit for name reservation:

For any amount previously paid to reserve the companys name; or (e.g. R175 R75 = R100.00 if

name reservation was done manually OR R175 R50 = R125 if name reservation was done

electronically)

Of an amount equal to the fee for name reservation, if the company elects to be known by its

registration number alone (e.g. R175 R75 = R100)

Form Purpose Fees & Conditions

CoR 14.1 Notice of Incorporation

(Must have Memorandum

of Incorporation attached)

Payment of a filing fee, subject to a credit-

For any amount previously paid to reserve the

companys name; or

Of an amount equal to the fee for name

reservation, if the company elects to be known

by its registration number alone.

Fees:

CoR 15. 1 A, B & C = R175 (subject to allowed

reduction)

CoR 15.1 D & E = R475 (subject to allowed reduction)

CoR 15.1 Standard Form of

Memorandum of

Incorporation

(May be in any form

A, B, C, D or E)

CoR 15. 1 A, B & C = R175 (subject to allowed

reduction)

CoR 15.1 D & E = R475 (subject to allowed reduction)


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You may confirm whether your deposit is reflecting by logging on to the CIPC website, Additional Services,

Customer Log In (using your customer code and password), Customers, Customer Transactions,

Selecting the date period, and Show Statement.

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Step 4: Login as Customer

If already registered as a Customer, click on Customer Login.

Type in Customer Code and Passwordselected at Customer Registration. Click on Login. It is important

that the customer code used for name registration must be the same as the customer code under which the

name reservation (CoR 9.4) was approved (if applicable).


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Step 5: Select New Companies Option under Companies on the left menu, or click on Companies/New

Companies on the top menu.

Step 6: Add Company Details

Click on Add Company Detail


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Complete the required fields for Company Details. (See Explanatory Notes at the end of document). Populate

the required fields by completing the empty text boxes. Mandatory fields are indicated with a *.

Once all fields are completed, click on OK.

The Company Details will be reflected as below. If you want to change any of the detail, click on Edit

Company Details.The rest of the top menu buttons for New Company will become active once you have

clicked on OK, depending on which tick boxes have been ticked regarding Company Appointments (e.g.

Director Details, Auditor Details, and Company Secretary Details).


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Step 7: Add Incorporator Details

Click on the Incorporators menu button to complete the Incorporators detail.

Incorporators can either be Natural Incorporators, or Juristic Incorporators. Select Natural Incorporators if the

Incorporator is a natural person and Juristic Incorporators if the incorporator is another company, close

corporation, trust or body corporate.

To add the Incorporators details, click on Add Incorporator Details.


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The option to add the Incorporators detail for a natural person is the default value. If the Incorporator is a

Natural person, complete the required fields (Name, Surname, SA Resident or not, Nationality, Identity Type,

ID Number, Cell phone number (i.e. +27834323333), Email Address, Postal Address and Physical Address.

If the Incorporator is also a Director, click on Yes to Copy the detail to the Director List. If you click Copy to

Director List, the following is also required: Occupation and Director Appointment Date.

If the person is a South African citizen (issued with a green barcoded ID book) the nationality must be selected

as South African and only the option for ID number will be available. If any other nationality is selected, the

passport option will be available and the date of birth will be required.

Click on OK once all the required fields are completed.

The following screen will display. If you need to add more Incorporators, click on Add Incorporator(s)

detailsagain.


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If the Incorporator is a Juristic person, click on the Juristic personbutton on the top of the page, complete the

required fields (Enterprise Name, Enterprise Number, Cell phone number, Email Address and Postal Address

and click on OK.


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Step 8: Add Initial Director(s) Details

Click onDirectorson the New Company Screen, and then onAdd Initial Director(s) details.

The Director Typesdefault is Director.

Complete the required fields (Director Type, Name, Surname, Identification Type, ID Number, Occupation, SA

Resident check box, Physical Address, Postal Address, Postal Address, Cell phone number, Email Address,

Nationality, and Director Appointment Date) and click on OK.


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If you want to add another Director, or Alternate Director, click again on Add Initial Director(s) Details.

Complete the next Directors details, Alternate directors details by clicking Alternate director at the Directory

Type button, to provide the details of the Alternate Director.

An alternate director is: A person elected or appointed to serve, as the occasion requires, as a member of the

board of a company in substitution for a particular elected or appointed director of that company. An alternate

director can be 0. The number of initial directors detail must correspond to the number of initial directors

stated at the Company Details option.

Step 9: Add Auditor Details

Appointment of auditor(s) details may be filed if the company elected or is required in terms of Companies

Regulation 28 to appoint an auditor. If not submitted at incorporation, a form CoR44 must be lodged within 40

business days after date of incorporation.

To add the Auditor Details, Click on Auditor, and Add Auditor Details.


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The Auditor Types default is Natural Person. Complete the required fields (Name, Surname, PracticeNumber, Cell phone number, Email Address, SA Resident check box, Postal Address, and Nationality) and

click on OK if the auditor is a natural person. If Auditor Type is a juristic person, click on the Juristic person

radio button.


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The Auditors details are displayed as per screen below. If you want to edit the auditor details, click on Edit in

the table, or delete if you want to delete the Auditor. If you want to add another auditor, click on Add Auditors

Details.

If you clicked on Juristic person as Auditor, complete the required fields (Name, Surname Practice Number,

Cell phone number, Email Address, SA Resident tick box, Postal Address, Nationality.

Complete the details regarding the Designated Auditor, who will be responsible for auditing the companys

details (Practice Number, Name, Surname, Cell phone Number, Email Address, SA Resident tick box and

Postal Address), and click on OK.


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It is important to note that CIPC is validating the auditor and designated auditor information with detail

provided by IRBA before the application will be submitted. Therefore, if an error .. appears the

validation failed and the auditor or designated auditor must ensure that his/her/its information is up to date with

IRBA.

It is not necessary to file the detail of the accounting officer and/or independent reviewer in the absence of the

appointment of an auditor.

Step 10: Add Company Secretary Details

Click on Company Secretary on the top menu to add the details of the company secretary. Click on Add

Company Secretary to provide the details of the Company Secretary Appointments.


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The Natural Company Secretary is the default Company Secretary Type.

Complete the required fields (Company Secretary Type, Name, Surname, ID Number, Cell phone Number,

Email Address, Postal Address), and click onOK.

If the company secretary is a juristic person, click on Juristic Company Secretaryas the Company Secretary

Type. Complete the required fields (Company Secretary Type (i.e. Personal Liability Company, Sole


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Proprietor/Partnership) Enterprise Name, Enterprise Number, Cell phone number, Email Address, Postal

Address).

When all required fields are completed, click on OK.

The company secretarys detail is displayed as per screen below. If you want to edit the details of the

company secretary, click on Edit in the table or on Delete if you want to delete the Company Secretary. If you

want to add another company secretary, click on Add Company Secretary.


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Once the Company Details, Incorporators, Directors, Auditors and Company Secretary details have been

completed, click on the Confirm menu button to Confirm the Captured Details. Click on Confirm Captured

Information.


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Verify the details of the New Company. If you need to add or edit any details, click on the relevant menu

button (e.g. Company Details, Incorporators) to change the information. Once all has been verified, Click on

Submit.

Once you have clicked on the Submit button, the screen General Notice regarding filing of Application is

displayed. Write down the Tracking Number, for future reference.

Click onClick hereto move to the screen where the company incorporation documents can be printed .


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A list of all relevant tracking numbers for the relevant customer code will be displayed. Click on the required

tracking number, or type it into the search box.


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Click on all the relevant CoR forms to print the required pre-populated forms.


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You will have the option to Open or Save the PDF document with all the details that you Completed (CoR14.1

Notice of Incorporation CoR 14.1 Annexure A Initial Directors, CoR 14.1 Annexure D company

appointments (i.e. auditors and company secretary) and CoR 15.1A private company short form)

Savethe document, and click on Openin order to print the document.

Print the documents in duplicate, and sign it.

The CoR14.1must be signed by one person (a Power of Attorney needs to be attached, if it is not signed by

the Incorporator(s) or Director(s)).

The CoR15.1 must be signed by all Incorporators or Representatives (attach a Power of Attorney for

representatives).

Hand deliver or post the signed documents to CIPC.


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Explanatory Notes:

Pre-populated fields (faded fields) cannot be edited currently only a private company can be

registered online.

The incorporation of the company is to take effect on: Click to indicate that the incorporation

should take effect on

o Either the date of issue of the registration certificate; or

o A date specified within the Notice of Incorporation, as long as the effective date is a date

later than the filing date.

Complete the financial year end of the company

o It can be either a month OR

o A specific day of the month

Indicate the Postal Address and Physical address of the company (Both the registered physical

and postal addresses must be provided. The postal address is used for registered mail and normal

mail and the physical address is used for the service of legal proceedings and notices.)

Minimum Directors

o In the instance where the minimum number of directorsis indicated as more than 1on the

Memorandum of Incorporation, and the number of natural incorporators are below such

number, the CoR14.1 Annexure A Initial Directors of a Company (advisable) may be filed with

incorporation OR a CoR39 must be filed within 40 business days after incorporation. The

minimum directors for registering a private company are one.

o The number of initial directors must be provided and the number of initial directors must

correspond with the number of directors provided on CoR14.1Annexure A the menu button

where Directors Details are completed. CoR14.1Annexure A is not mandatory but if the

number and detail of initial directors are not the same as the incorporators then a CoR39 must

be filed within 40 business days of incorporation.

COMPANY DETAILS


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o A minor may not be a director of a company.

o Number of directors stated on CoR15.1A. This is the minimum number of directors the

company elect to have that may not be less than the minimum requirements as per the

Companies Act, 2008. If minimum number indicated is more than what the Companies Act,

2008 requires then that company must have that minimum number of directors appointed at

any given time until MoI is amended to indicate a new minimum number on CoR15.2.

o CoR14.1AnnexureA (Menu button DIRECTORS)may be lodged:

If the initial directors are not the incorporators

If some of the incorporators are juristic persons and the number of natural juristic

persons does not correspond to the indication of the number of initial directors (note

5). Incorporators are regarded as the first directors but directors may only be natural

persons.

Directors must provide either his/her e-mail address and/or cell phone number. Refer

to practice note 5 of 2011.

Number of shares at Incorporation - Only the total number of authorised shares regardless of

category or type must be indicated.

Company name indicate if the companys registration number will be the name, or if the name

currently reserved will be the name. Type the tracking number as well.

Add Incorporator

Incorporator, when used

(a) with respect to a company incorporated in terms of this Act, means a person who incorporated that

company, as contemplated in section 13; or

(b) with respect to a pre-existing company, means a person who took the relevant actions comparable to those

contemplated in section 13 to bring about the incorporation of that company;

One or more persons may incorporate a profit company.

ADD INCORPORATOR


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Incorporators detail:

Incorporators may either be natural or juristic persons.

In the instance where the incorporators are juristic, the CoR14.1 Annexure A may be filed at incorporation

(advisable) Click on Add Incorporators, and select the Juristic Person button to indicate that the Incorporator

is a juristic person, or a CoR39 must be filed within 40 business days after incorporation.

The incorporators detail must be provided and must be the same as on the relevant CoR15.1.

Incorporatorsare regarded as the first directorsof the company and will be disclosed as the directors in the

absence of a CoR14.1 Annexure A (clicking Directors on the top menu) being filed. To copy the Incorporator

to the Directors list, click onAdd to Directors Listwhen completing the Add Incorporatorscreen.

A minor may be an incorporator but not a director. Therefore, if a minor is an incorporator, the

CoR14.1Annexure A must be filed.

At the address field, the postal address of the incorporator and his/her/its e-mail address or cell phone number

must be provided.

Company Auditors & Company Secretary

o CoR14.1 Annexure D (Menu Button Company Auditors and Company Secretary on

top menu) for the appointment of auditor and/or company secretary may be filed if the

company elected to appoint an auditoror company secretary.

o If not submitted at incorporation, CoR44must be lodged within 40 business days after date

of incorporation.

Auditor:

Auditor may not be director of the company

May be juristic or natural

If juristic, the name, surname and practice number of designated auditor

must be provided

COMPANY AUDITORS AND COMPANY

SECRETARY


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New Company Registration Online Guide Page 25 of 25

Designated auditor / natural auditor may not be appointed for more than 5

consecutive financial years

Filing of proof of consent is not required

Must indicate practice number and not registration number/identity number

Must provide postal address and cell phone or e-mail address

Company Secretary:

Must be resident in South Africa for the duration of his/her appointment

May be juristic or natural

Must indicate registration number / identity number

Must provide postal address and cell phone or e-mail address

Committee members:

Not applicable

Office to which person is appointed is not the address/location of person,

but the capacity e.g. company secretary, auditor or audit committee.

o Signature on documents:

May either be the signature of the customer, incorporator, initial director or

authorised representative. If the signature is that of the customer, juristic

incorporator or authorised representative, a power of attorney needs to be

attached.

Ring Fencing conditions applicable - this field is faded, as you cannot have ring fencing

conditions with a CoR15.1A (Short Standard Form for Private Company)

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