PRACTICES & PROCEDURES UNDER

MCA-21
INDIAN BANKS 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
r.balakrishnan@foseco.com
AT INDIAN BANKS ASSOCIATION - MUMBAI ON 04 DECEMBER 2006
A
R
R.BALAKRISHNAN
COMPANY SECRETARY &
LEGAL SERVICES MANAGER
r.balakrishnan@foseco.com

PRACTICES & PROCEDURES UNDER

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

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

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

KEY BENEFITS MCA-21

7. TOTAL TRANSPARENCY
8. COMPLIANCE - TIMELY READDRESSEL
9. QUALITATIVE ANALYSIS OF
INFORMATION OF CORPORATE BY MCA
PERSONNEL TIME AVAILAABILITY
10 EVERYONES TIME IS SAVED SINCE NO
PHYSICAL VISIT TO GOVERNMENT
OFFICES

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

SERVICES AVAILABLE UNDER MCA-21

5. INSPECTION OF DOCUMENTS
6. APPLICATIONS ON LINE FOR
VARIOUS SERVICES
7. INVESTORS GRIEVANCE
READRESSAL

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

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

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 CAF COULD BE USED FOR
THIS PURPOSE
3 MCA FACILITATES E FILING OF VARIOUS
FORMS AND APPLICATIONS
UNDERCOMPANIES ACT

FLOW CHART OF FILING e-FORM

UNDER MCA-21
1
2
3
4
5

OPEN MCA WEBSITE

SELECT e-FORM & DOWNLOAD
FILL THE e-form
MAKE ATTACHMENTS TO e-FORM
SIGN e-FORM AND SUBMIT
THEN WHAT HAPPENS?
AUTOMATED PRE-SCRUTINY TAKES
PLACE

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

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 eFORM STORED SECURELY TILL
BANK CONFIRMS PAYMENT
SEND e-form for approval

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.

SERVICES AVAILABLE AT THE

MCA PORTAL

CATAGORIES OF e-FORM
UNDER MCA-21

ONLINE FORM FILLING

1
2

AS ON DATE THE ONLINE FORM

FILLING FACILITY IS NOT THERE
THE PORTAL SUGGESTS TO
DOWNLOAD THE FORM FILL IT UP
AND THEN UPLOAD
MAY BE ONLINE FILLING MAY
COME LATER

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

CHECK FORM PROCEUDRE

PRE SCRUTINY PROCEDURE

UNDER MCA 21

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?

DIGITAL SIGNATURE
1
2
3

APPLICATION TO BE MADE TO THE

CERTIFYING AUTHORITIES
TCS / NIC / MTNL / IDRBT / CSL Etc. S
www.tcs-ca.tcs.co.in
www.nic.in
www.mtnltrustline.com
idrbta.org.in www.gnvfc.com

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:

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:1 SUBSCRIBER ID
2 CLAIMING PASSWORD AND
3 REFERNCE ID
CERTIFICATE WOULD GET INSTALLED

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

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

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
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

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
1
2

FOR SATISFACTION OF CHARGE FORM

17 NEED TO BE FILLED UP
CHARGE CREATION ID NUMBER IS THE
PRE-REQUISITE FOR THIS FORM
APART FROM CIN
WITHOUT THE ID NUMBER OF THE
CHARGE CREATION, THE
SATISFACTION OF CHARGE CANNOT
BE DONE
WE 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
cant enjoy the fruits of success if you
have to argue with your conscience
Shri Azim Premji Chairman Wipro