user guide for reregistration for digitalfiji eroc ...€¦ · roc user guide- version 1.1 6 entity...

User Guide for Reregistration

for digitalFiji eROC

(Registrar of companies- Public Site)

Version 1.1

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ROC User guide- Version 1.1

Contents

1 INTRODUCTION .................................................................................................................................... 3

1.1 Purpose ......................................................................................................................................... 3

1.2 Objective ..................................................................................................................................... 3

1.3 Definitions, Acronyms and ICONS ........................................................................................... 3

1.4 Common Icons and Buttons ..................................................................................................... 4

2 E-SERVICES ............................................................................................................................................ 5

2.1 Submitting Reregistration for entity ......................................................................................... 5

3 Getting started .................................................................................................................................... 6

3.1 Logging In .................................................................................................................................... 6

3.1.5 User login .............................................................................................................................. 7

3.2 Logging Out ................................................................................................................................. 7

4 Reregistration Exercise ....................................................................................................................... 8

4.1 Overview ...................................................................................................................................... 8

4.2 Annual Renewal date ............................................................................................................... 8

4.3 Reregistration of entity ............................................................................................................... 9

5 Entity Reregistration for business .................................................................................................... 10

6 Entity Reregistration for Company ................................................................................................. 17

7 Entity Reregistration for Foreign Company .................................................................................. 28

8 ROC Overview ................................................................................................................................... 36

8.1 Mail Inbox for ROC Pass .......................................................................................................... 37

8.2 ROC PASS ................................................................................................................................... 37

9 Application status ............................................................................................................................. 44

9.1 eProfile ........................................................................................................................................ 44

9.2 ROC Pass .................................................................................................................................... 45

9.3 Draft application ...................................................................................................................... 46

9.4 User Email ................................................................................................................................... 49

9.5 Common application status icons ........................................................................................ 49

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1 INTRODUCTION

1.1 Purpose

This User Guide provides a detail work through of the REREGISTRATION EXERCISE for all

existing register of company customers to update their registered business/ company.

It also guides the user to make amendment if notified by an official or withdraw an

application they do not want to continue with

1.2 Objective

This guide will inform the users of the Reregistration process flow at ease and help them

get familiar with this new feature.

The main objective of this Reregistration exercise is to update registrar of companies

of any updates that is made to an entity but has not been updated in the ROC system.

To ensure that entities profile is updated to the latest information as per the approved

Reregistration application.

The Reregistration exercise will be used to ensure all old documents and

lodgement made prior to the Reregistration will no longer be available on buy

information.

An eProfile or a ROC pass account holder with agent role can only go

through the Reregistration exercise.

1.3 Definitions, Acronyms and ICONS

Terminology Description

Approved Application

All information entered by the user is valid and

therefore the application is approved by Registrar of

Companies.

Rejected Application

Information entered is false and therefore the Registrar

of Companies has rejected the application.

Request for Amendment

Some information entered by the user is invalid or

prohibited and should be changed therefore subject

to Request for Amendment.

Acronyms Description

ROC Registration of Companies

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1.4 Common Icons and Buttons

Field/Button

description

Action/Input Required

Click here to make submission of the application or request.

Click this to cancel the current action.

Click here to move to the next page.

Click here to edit the application.

Click here to add more information in the application.

Click this to withdraw from a current in progress application.

Click this button to go to the previous page.

Unread messages

Click here to view all new messages related to their application.

In progress submission

Click here to view the status of their application.

Click here to apply for a service. The application the user wants

to proceed with.

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2 E-SERVICES

This table shows all the service that is provided by the system to the public.

2.1 Submitting Reregistration for entity

Under the e-SERVICES tab, the page will show the Reregistration e-Service for the

applicant to lodge a Reregistration application.

C

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3 Getting started

This section will provide a detail work through of the ROC e-Services. Type in

https://roc.digital.gov.fj in your Internet browser to access the ROC website.

Alternatively, you can access the list of e-Services tab via the digitalFIJI website at

https://mobile.digital.gov.fj

3.1 Logging In 3.1.1 In order to use the eROC users need to have either of the following account: Select

the Login Type. The available login options are:

EProfile account ROC Pass account (Agent role)

3.1.2 E-profile is a digital login identity for Fijians to transact with Fiji government online.

3.1.3 ROC Pass is a digital login identity for companies and business personnel to transact

with ROC online. Company and business personnel will have a ROC Pass account

associated with their company/ business ID. A ROC Pass can also be associated with

multiple companies and businesses.

3.1.4 3 Approaches of Setting Up a ROC Pass.

https://mobile.digital.gov.fj/

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3.1.5 User login

3.1.5.1 eProfile

Enter your Username and Password to access your eProfile account.

3.1.5.2 ROC Pass

Enter your Username, Password and Entity number to access your ROC Pass account.

For agents, login using the entity number of your organisation and not your

client’s.

3.2 Logging Out 3.2.1 This function allows the user to log out from the application any time. User can sign

out by clicking on PROFILE then click on LOGOUT button at top centre of the content

on the page.

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4 Reregistration Exercise

4.1 Overview

1. This feature allows you to update your existing Entity.

2. ROC may call public for a discussion if required.

3. The following are list of entities that are not eligible for the reregistration:

• Entity is registered after 14-Jun-2019

• There is an existing Reregistration application for the entity number

• The entity has already re-registered.

• Reregistration period of entity has expired.

• Entity status is not active (i.e. Ceased)

4.2 Annual Renewal date

SN Date of registration

(input)

Reregistration

Date

Annual renewal

period

1 15 Sep 18 16 Sep 19 15 Sep 20

2 16 Sep 18 16 Sep 19 16 Sep 20

3 17 Sep 18 16 Sep 19 17 Sep 19

The annual renewal date will be populated as the nearest anniversary date of the

date of registration AFTER Reregistration

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4.3 Reregistration of entity

The Reregistration is the New application under ‘Registrar of Companies’ at e-Services

tab

Clicking on the ‘Reregistration of entity’ link will direct the applicant to the application

information page below:

After clicking “apply”, the eProfile/ROC Pass holder will be able to key in the entity

number of the entity for reregistration.

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5 Entity Reregistration for business

Upon entering a valid business number, the user will be able to fill in the information

and submit the Reregistration form for approval.

a. Enter your BUSINESS NUMBER.

b. Click on ‘SEARCH’ button.

5.1 Business reregistration Form overview

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a. Click ‘SAVE AS DRAFT’ button to save the application. This can be edited and

processed later when the user wants to.

b. Click ‘PROCEED’ button to move to the next page to continue with submitting

your application.

5.2 Business reregistration Form explanation

5.2.1 Application Details

5.2.1.1 Lodgement Details Section

Based on the user login, the contact name and email will be auto populated from the

ROC Pass account. The roc pass user will be required to fill up contact details of

themselves in case ROC has queries on the application. Please fill in all mandatory

fields as indicated by the red asterisk (*) sign.

5.2.1.2 Business Name Section

a. Date of registration*

On the day the business got approved by the registrar of companies.

Please tick on the checkbox to acknowledge any outstanding fee.

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5.2.1.3 Details of Applicant Section

Please select the Business ownership to add applicant. When the ‘Add’ button is

clicked, a pop-up modal will be displayed where user can enter the details of the

newly appointed applicant.

To Assign ROC pass, please refer to section “HEADING 8.0”

5.2.1.4 Principle Place of Business Section

a. Applicant must enter correct street address of the Principle Place of business. All

fields are editable under this section.

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5.2.1.5 Entity mailing Address Section

a. ROC will be sending out notices on business mailing address together with the

specified email address. Please ensure correct mailing address is stated.

b. All fields under this section is editable.

5.2.1.6 Description of Business

Applicant can add their business-related activities under this section.

a. Click on the ‘Add’ button to add a new business activity.

The user must add only one primary activity but can have many

secondary business activities.

Example: Jackson smith is the owner of “smith motor vehicle parts” (Business name).

Apart from selling motor vehicle parts, Jackson also sells second hand owned items.

The applicant can Search Activity by typing in “sale” and clicking on the ‘Search’

button. The applicant can view all sub classes.

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“type in the most common activity you do for your business in the search

bar”

b. Click on the subclass that best matches the description of your business activities

5.2.2 Supporting document

a. Click SAVE AS DRAFT to save the application. This can be edited and processed

later when the user wants to.

b. Click PROCEED to move to the next page to continue with submitting your

application.

c. Please Add all mandatory supporting documents as indicated by the system to

proceed with submission. Click on the ‘Add’ button if you wish to add additional

supporting documents.

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5.2.3 Summary page

Please double check to ensure the information is correct to ensure your

application’s processing time will be as short as possible.

a. Click ‘BACK’ button to the previous page.

b. Click ‘SUBMIT’ button to complete the Reregistration of application.

To view your submitted application, click on profile page. Please view

“Heading 9” to see description on how to view your application

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6 Entity Reregistration for Company

Upon entering a valid local company number, the user will be able to fill in the

information and submit the Reregistration form for approval.

a. Enter your LOCAL COMPANY NUMBER.


6.1 Local company reregistration Form overview

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your application.

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6.2 Local company reregistration Form explanation







6.2.1.2 Details of Company

a. Please fill in all mandatory fields as indicated by the red asterisk (*) sign.

Click on the ‘Add’ button if you wish to add Former Company.

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b. Date of registration*

On the day the Company got approved by the registrar of companies. Please

tick on the checkbox to acknowledge any outstanding fee.

c. Applicant must select one of the listed below, based on their company type.

d. Applicant can also add their business-related activities under this section. Click

on the ‘Add’ button to add a new business activity.



e. The applicant can Search Activity by typing in “sale” and clicking on the

‘Search’ button. The applicant can view all sub classes.

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bar”

f. Click on the subclass that best matches the description of your business

activities

6.2.1.3 Officeholders

a. When the ‘Add’ button is clicked, a pop-up modal will be displayed where user

can enter the details of the newly appointed officeholder.

b. Please fill in all mandatory fields as indicated by the red asterisk (*) sign.

To assign ROC Pass to the officeholder, please refer to “Heading 8”

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6.2.1.4 Share structure table


can enter the share structure details.

c. click on ‘Add’ button to add share structure details.

6.2.1.5 Details of Members


can enter the details of member.

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b. When the ‘Add’ button is clicked, a pop-up modal will be displayed where

applicant can add member shares detail.

Please ensure that the total number of shares class code match share

structure's number of shares class code.

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a. Click SAVE AS DRAFT to save the application. This can be edited and processed


b. Click PROCEED to move to the next page to continue with submitting your

application.

c. Please Add all mandatory supporting documents as indicated by the system to



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6.2.3 Summary page



a. Click ‘BACK’ button to the previous page.

b. Click ‘SUBMIT’ button to complete the Reregistration of application.



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7 Entity Reregistration for Foreign Company

Upon entering a valid Foreign company number, the user will be able to fill in the

information and submit the Reregistration form for approval.

a. Enter your FOREIGN COMPANY NUMBER.


7.1 Foreign company reregistration Form overview

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your application.

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7.2 Foreign company reregistration Form explanation







7.2.1.2 Details of current registration

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a. Date of incorporation*



b. Please fill in all mandatory fields as indicated by the red asterisk (*) sign.

Applicant must enter correct legal element based on their company type.

c. Applicant can also add their business-related activities under this section. Click

on the ‘Add’ button to add a new business activity.



d. The applicant can Search Activity by typing in “sale” and clicking on the

‘Search’ button. The applicant can view all sub classes.


bar”

e. Click on the subclass that best matches the description of your business

activities.

7.2.1.3 Details of the Foreign Company

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a. Date of registration in Fiji*



Current financial period

Financial period start

Financial period end


d. Click SAVE AS DRAFT to save the application. This can be edited and processed


e. Click PROCEED to move to the next page to continue with submitting your

application.

f. Please Add all mandatory supporting documents as indicated by the system to



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7.2.3 Summary page



c. Click ‘BACK’ button to the previous page.

d. Click ‘SUBMIT’ button to complete the Reregistration of application.



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8 ROC Pass Overview

ROC Pass is a digital login identity for companies and business personnel to

transact with ROC online. Company and business personnel would have a ROC

Pass account tied to their company and business ID.

A ROC Pass can be tied to multiple companies and businesses (for individuals with

multiple ownership).

Key Functions

View Entity’s Business Profile

Role & Personnel Management

Submit applications for the entity

View applications by entity

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8.1 Mail Inbox for ROC Pass

8.2 ROC PASS 8.2.1 Type of ROC Pass

8.2.1.1 Representatives are appointed to conduct updates/transactions on behalf of the

entity and is typically appointed third-party personnel.

8.2.1.2 Admin: This role is typically the Officeholder / Company Secretary and has all the roles

of ROC Pass.

8.2.1.3 Operations Admin: Operations Admin is appointed to conduct transactions on behalf

of the entity and is typically an appointed company employee or third party. The

Operations Admin is unable to manage ROC Pass accounts in the entity

8.2.1.4 User Admin: User Admin is appointed for the managing of ROC Pass accounts in the

entity and is typically the HR admin of the company. User admin is unable to assign

the Admin role and conduct transactions on behalf of entity

8.2.1.5 Agent: Agent is appointed for the submission of public applications (i.e.

reservation/registration) on behalf of others

Note: The agent role is only available to entities with specific legal/accounting

business activity classification:

69101 –Legal activities

69201 - Accounting, bookkeeping and auditing activities; tax consultancy

70201 - Management consultancy activities

82101 - Office administrative and support activities

82901 - Business support service activities n.e.c.

82999 - Other business support service activities n.e.c.

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8.2.2 Create/Assign ROC Pass for Business/company- Via Reregistration

8.2.2.1 The user will input information during Business/company name Reregistration: When

registering for a business/ company under "Details of Applicant", after filling in the

mandatory fields, there is a checkbox at the bottom of the form to Assign ROC Pass.

Check the box and select a role for new or existing ROC user.

8.2.2.2 Once application is approved by approving officer, the assigned ROC pass user will

either:

I. Receive email on Account setup of ROC Pass.

II. Receive email on Successful assignment of ROC Pass.

Receive email on "Account setup of ROC Pass". This email is received by

users who do not have a ROC Pass account.

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Receive email on "Successful assignment of ROC Pass". This email is

received by users who have a ROC Pass account and have been

assigned another.

8.2.3 Account setup of ROC Pass

8.2.3.1 The email contains the link to setup ROC Pass Account. The user will be directed to the

following page after clicking on the link.

8.2.3.2 Once all mandatory fields are filled, click on Submit. If successful, it will show "your

account has been successfully set up" and redirect back to ROC public login page.

If the account is already setup/activated, the link will redirect to

"Account Activated" page. It will state "your account has been

successfully set up".

8.2.3.3 Once ROC setup form is successfully submitted, ROC user will receive email for

"successful setup of Corp Pass". You will be redirected to the following page:

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8.2.4 Successful assignment of ROC Pass

8.2.4.1 Once Business/Company Name Registration Application is approved, existing ROC

Pass holder will receive an email for "Successful assignment of ROC Pass".

Also a ROC verification/approving officer can create and assign a ROC

pass holder account.

8.2.5 Manage account and roles (Available only to entity admin and user admin)

8.2.5.1 Logging to ROC Pass by entering account credentials and entity number. Click on

then the user will be directed to the following page.

8.2.5.2 Enter in a new/existing user’s email and click on Verify Email.

8.2.5.3 If the email is an existing ROC pass holder, the information of the ROC pass holder will

be populated. Else the fields will be free text for the admin to key in the information

for account creation.

8.2.5.4 Populate the information of the ROC Pass and select the role. Click Submit.

8.2.5.5 If the user is new then an email on “account setup” will be received however if the

user has an account then an email on “successful assignment” will be received.

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8.2.6 Entity transaction (Available only to entity admin and operations admin)

8.2.6.1 The entity admin, operations admin and representative will be able to have access

to the entity transactions.

8.2.6.2 The entity transaction contains the application that are submitted by the entity admin

or operations admin on behalf of the entity. The status of the application can be

tracked from this inbox.

8.2.6.3 Applications that are submitted by the ROC Pass entity admin and operations admin

will be in the entity transaction inbox.

8.2.7 Agent transaction (Available only to entity admin of Business with

legal/accounting classification code, and agents)

8.2.7.1 The entity admin of a business with legal/accounting classification code and agent

would have access to the agent transactions inbox.

8.2.7.2 Applications that are submitted by the ROC Pass entity admin and agent with the

‘Submitted on behalf of applicant’ field checked would be in the agent transactions.

Note: Representatives will see their submitted transactions under ‘Entity

Transactions’ inbox. Agent will see their submitted transactions under

‘Agent Transactions’ inbox.

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8.2.8 Entity profile (Available only to entity admin and operations admin)

8.2.8.1 Entity admin and operations admin would have access to the entity profile of their

entity. The entity profile contains the latest information of their entity.

8.2.9 View account details

8.2.9.1 The ROC Pass holder would be able to click on ‘View account details’ to view the

information of his ROC Pass.

8.2.9.2 The ROC Pass holder can click on the ‘Update contact number’ button to update the

contact number or the ‘Change username’ button to change the login ID.

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8.2.10 Change Password

8.2.10.1 The ROC Pass holder can click on ‘Change password’ to change the password of his

account. When he clicks on ‘Change password’, he will be directed to the following

page.

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9 Application status

This section allows the ROC users to view the status of their applications. The status of

an application is updated at different stages, either the user receives an email or they

can check on home tab by clicking on “in progress submissions”.

9.1 eProfile

Once the user has logged in, they will have the following home tab view.

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To view the statuses of your application, go to "Home" and view "In Progress

Submission". Click on the "Reference Number" that is related to the relevant

application with status example "Pending Approval".

Application status changes as the application is processed through different ROC

officers.

9.2 ROC Pass

Once the user has logged in, they will have the following Profile tab view.

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To view the statuses of your application, go to "Profile" and view "Submitted

Applications". Click on the "Action icon" that is related to the relevant application with

status example "Pending Approval".

Application status changes as the application is processed through different ROC

officers.

9.3 Draft application 9.3.1 eProfile account

If logged in via e-Profile, user clicks on “save as draft” to save application and continue later.

When the user saved the application before proceeding with the submission of the

application. This can be edited and processed later when the user wants to.

Click on HOME PAGE to view your saved application

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Click on IN PROGRESS SUBMISSION to view all your applications currently in progress

Click on the reference number to edit/ proceed with the submission of your application

9.3.2 ROC Pass agent account

If logged in via ROC Pass, agent clicks on “save as draft” to save application and continue

later.

When the agent saved the application before proceeding with the submission of the

application. This can be edited and processed later when the agent wants to.

Click on PROFILE PAGE. Under entity transactions, click on drafts to view your saved

application

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Click on the action button to edit/ proceed with the submission of your application

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9.4 User Email

The users will get update of their application progress on their email.

Please log in to one of the following accounts to view information sent to that

particular account:

I. EProfile account

II. ROC Pass account

9.5 Common application status icons

Icons Explanation

When the user saved the application before proceeding with

payment of the application.

This can be edited and processed later when the user wants to.

When the user has submitted the application and completed

payment successfully.

It is in progress because the verification/approval officer has to

process the application.

The user will be required to meet the roc officer in person to clarify.

When the approvals officer has approved a ROC users’

application.

The user’s application has been approved. The company has

been registered.

When the approvals officer has rejected a ROC users’ application.

The user’s application has been rejected. This means the user

cannot proceed with this application.

Request for amendment

The approval officer will be able to key in the remarks and request for amendment of

the application if the information in the application is wrong. The application will be

routed back to the verification officer to verify and edit again. The application status

will be ‘Returned’

Rejected

The approval officer will be able to key in the remarks and reject the application.

Once the application is rejected, the applicant will receive an email notification on

the rejection of the application. The application status will be updated to ‘Rejected’

and the applicant will be able to view the ‘Rejection’ remarks from the officer in the

application.

Approved

Upon approval, the application will be approved with the following updates

done:

• Migrated tag will be updated to 'N' and Re-registered tag will be updated

to 'Y'

• Entity profile information will be updated to the latest information as per

the approved Reregistration application

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• The annual renewal date will be populated as the nearest anniversary

date of the date of registration.

• All old documents and lodgement made prior to the Reregistration will no

longer be available on buy information.

• A new entity certificate will be generated with the application

• Email notification sent to inform applicant on approval of application

user guide for reregistration for digitalfiji eroc ...€¦ · roc user guide- version 1.1 6 entity...

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