Declaration of Consent (403 sub b)

A Shareholder statement of declarations must be created for each year that the 403f Exemption is to remain in place.

Declaration configuration

Each 403f Exemption record created can either exist as separate documents/Data Libraries for each Shareholder's Declaration of Consent, or with all Shareholder declarations displaying in a single document/Data Library.

This choice in display is determined by editing the 403f Exemption record 403b Declarations Signed Jointly section.

Create a Declaration of Consent (403 sub b)

To create a Declaration of Consent (403 sub f) for Shareholders:

• Navigate to: 403 Exemption > required Exemption record > Wizards.
• Select the Declaration of Consent (403 sub b) option.

The Declaration of Consent (403 sub b) wizard displays.

• Enter the appropriate dates into the fields provided.
• Select Next.

The Report screen displays.

• Select the Save Report to Working Documents checkbox to save the generated declaration to Working Documents.

Alternatively:

• To view the generated statement immediately, select the View With dropdown menu, select an appropriate format, then select Finish.

The wizard closes and the declaration is downloaded to view.

Current Financial Year

Completion of the Declaration of Consent wizard:

• Automatically updates the main 403f Exemption Data Library Issue Date and Financial Year fields with the dates entered in the wizard.

• Automatically creates a 403 Declaration of Consent Data Library listing each Shareholder, or one Data Library per Shareholder (if the option was selected).

• Lists Declaration of Consent records on the 403f Exemptions screen.

• To access this view, navigate to: 403 Exemptions > 403f Exemptions (tab)
• Select the required Exempted company record title.

Declarations of Consent for that company display beneath the listing.

Status

There are only two statuses available for Declaration of Consent, Active or Historical.

Active

Active Exemptions can be viewed when opening a 403 Exemption Data Library record.

Automatic historical status

Creating a Declaration of Consent for a new year will automatically mark any existing Declaration of Consent records as historical.

By default, historical Declarations of Consent (i.e. Other Connected Records) are not visible when opening a 403 Exemption Data Library record. To view historical records:

• Select the Folder icon to open the required 403 Exempted record.
• Scroll down to the Declaration of Consent (Connected Records) section.
• Select the Show Historical Records checkbox (located in the bottom right-hand section of the section).

Historical Declarations of Consent display as part of the Summary above.

Example Declaration of Consent

If a field contains the letters **FILL**, data must be manually entered into it.

If a field contains the letters **BP_FILL**, it can potentially be auto-populated with pre-existing Diligent Entities data.

The following table lists the potential sources from which data may be drawn from to populate the fields:

Document Field	Data Source (403 sub b)
The undersigned (if corporate Shareholder)
...	Corporate Shareholder name
...established at	Corporate Shareholder -new Other Entities Only UDF. Field: SYS_STATSEAT * Description: Statutory Seat
...principal place of business	Corporate Shareholder Trading address.
...registered at trade register of the Chamber of Commerce	Corporate Shareholder -new Other Entities Only UDF. Field: SYS_NLCHACOM * Description: Dutch Chamber of Commerce (Location)
...registered at trade register... under number...	Corporate Shareholder main registration number (i.e. company details).
The Undersigned (If individual Shareholder)
...	Individual Shareholder name
of...	Individual's Default address ** Note Allows for the use of a service address if the Shareholder prefers to not disclose their home address.
The Undersigned
holder of shares in the capital of...	Exempted Company name
...established at...	Exempted Company - new Other Entities Only UDF. Field: SYS_STATSEAT* Description: Statutory Seat
...principal place of business	Exempted Company Trading address.
...registered at trade register of the Chamber of Commerce	Corporate Shareholder -new Other Entities Only UDF. Field: SYS_NLCHACOM * Description: Dutch Chamber of Commerce (Location)
...registered at trade register...under number	Exempted Company Registration Number (found in Company Details).
Hereby declare(s)
...Company's annual accounts for the financial year...	Financial Year (as entered in wizard)
The financial information of the Company for the financial year...	Financial Year (as entered in wizard)
...consolidated in the consolidated annual accounts of...	Issuing Company name
...established at	Issuing Company -new Other Entities Only UDF. Field: SYS_STATSEAT * Description: Statutory Seat
...principal place of business	Issuing Company Trading address.
...registered at trade register of the Chamber of Commerce	Issuing Company -new Other Entities Only UDF. Field: SYS_NLCHACOM * Description: Dutch Chamber of Commerce (Location)
...registered at trade register...under number	Issuing Company Registration Number (found in Company Details).
These consolidated annual accounts will be filed with the trade register of the Chamber of Commerce in...	Issuing Company -new Other Entities Only UDF. Field: SYS_NLCHACOM * Description: Dutch Chamber of Commerce (Location)
Signed At	Deliberately left as **FILL** for manual entry, as where the Declaration of Consent will be signed is unknown (for example, Shareholder's address, group company address, exempted company address, etc.)
Signed Date	Issue Date (as entered in wizard).
By... Title...	If the Shareholder is a corporate, use field to manually specify who signs on behalf of the Corporate Shareholder.

* If it is preferred that alternative UDFs (used to store a company's Chamber of Commerce location or Statutory Seat) are selected to auto-populate the statement, the respective default fields can be replaced.

• Navigate to: System Tools > User Defined Fields > Other Entities Only.
• Delete the existing default fields (i.e. SYS_NLCHACOM and SYS_STATSEAT).

• Replace the QUICKREFs of the alternative UDFs with the detail from the deleted fields (i.e. SYS_NLCHACOM and SYS_STATSEAT).

The alternative UDFs will now be selected to auto-populate the relevant fields in the statement.

**Individual's address

The individual Shareholder address displayed on the 403 Declaration of Consent document will use the order specified in Default Individual Address Types: System Tools > List Manager > Default Address Types > Individuals

In the above example, an Individual's Service address will display first, if the field on their record is populated. If the field is not populated, then their Home address will display. If the corresponding Home Address field is not populated on their record, their Work address will display.