Corporate Maintenance and Changes

One-Stop, all inclusive solution to manage a corporate record spanning the lifecycle of a corporation.

 

Services are available in the following areas:

Initial Returns/Initial Declarations

Cover the internal & external processes that are vital to a Company’s lifecycle. File your board of directors’ information quickly and accurately as part of Company formation.

Following company registration, use Cyberbahn to file an initial return or declaration within a certain number of days following incorporation. Do this yourself online or have us attend the corporate registries on your behalf.

The initial filings and declarations are mandatory in all provinces in Canada to set out the directors and officers of the company along with titles and election dates, as well as setting out registered or head office address and mailing information.

In many jurisdictions an Initial Return or Initial Declaration must be filed with the appropriate Government service within a certain number of days of incorporation.This filing will allow you to:

  • Set out the registered and mailing office address
  • Appoint, change or remove officers and directors of the corporation
  • Change the registered and mailing address of the corporation

All information pertaining to directors and the most senior officers of the corporation must be reported. Once filed, these initial returns will form part of the minute book and corporate record.

Feature and Benefits

  • Receive immediate verification upon successful filing with the corporate registries
  • Validate all data based on the Information Corporations Act
  • Verify all data to ensure compliance
  • A one-stop shop for all components of the lifecycle: entity post formation and beyond
  • Predictable fixed cost for transactional solutions
  • Offers a full-service supported solution to help with the post formation requirements
  • Ensure compliance beyond registration
  • Access to your updated electronic minute book
  • All documents stored into one convenient location

Annual Returns/Annual Declarations

Manage your new or existing companies throughout their lifecycle. File Company annual returns and declarations quickly and accurately as part of Company maintenance.

Once company formation has taken place, there are annual upkeep requirements. Use Cyberbahn to file your federal or provincial annual return or declaration with the appropriate government registry fast and conveniently online or have us attend in person on your behalf.

All companies must file annual returns and declarations to update their corporate information. Even with no changes to corporate information, the annual filings and declaration must be filed as proof that the board of directors has had their annual meeting to review particulars of the company.

Once the company formation has taken place, there are Annual Upkeep/Compliance requirements that are necessary to ensure the company remains in good standing with the various government agencies. A company must hold an annual shareholders’ meeting within a specified period of time after the company’s year-end.All corporations and foreign corporations with a licence in any province under the Extra-Provincial Corporations Act are required to file an Annual Return. Annual Return Filings are mandatory. They are required to ensure that all corporate information on Government’s public record is up-to-date. You will be required to verify address information and officers and directors information on these returns.

Annual corporate documentation that needs to be prepared includes:

  • annual review document
  • annual return filing
  • annual minutes and applicable resolutions
  • monitoring report of any business names and partnerships for renewal, and
  • all applicable agent filings and/or agent for service documents, if necessary.

At the annual meeting, the appointments of directors, officers and the auditor are discussed and approved. The company’s financial statements are also acknowledged and approved.

Feature and Benefits

  • Receive immediate verification upon successful filing with the corporate registries
  • Validate all data based on the Corporations Information Act
  • Verify all data to ensure compliance
  • A one-stop shop for all components of the lifecycle: Entity Formation and beyond
  • Predictable fixed cost for transactional and packaged solutions
  • Offers a full-service supported solution to help with the post formation requirements
  • Ensure compliance beyond registration
  • Access to your updated electronic minute book
  • All documents stored in one convenient location

Monitoring Services

Reduce your clients’ exposure to risk of fraud. Reduce the time you spend on administrative duties. Maintain corporate due-diligence – efficiently and effectively. Monitor your corporate records.

With the increasing number of Ontario corporate filings made each year, keeping track of changes and monitoring accuracy manually becomes a time-consuming challenge.

To assist Cyberbahn offers:

  • FileAdvisor which monitors Ontario Corporation Numbers (OCNs) and notifies you of any filings made to those corporate records
  • Compliance Watch which compares any subscribed OCNs against the Ontario Gazette corporate activity announcements and notifies you if any OCNs are in default according to the listed statuses.

It’s the effortless way to keep track of any changes made by accountants, clerks, clients, or even unauthorized individuals.

With an increasing number of corporate filings made each year, keeping track of changes and monitoring accuracy manually becomes a time-consuming challengeTo assist, Cyberbahn offers FileAdvisor and Compliance Watch – two online monitoring services that offer a fast, efficient way to keep track of changes to your clients’ corporate records.

FileAdvisor

FileAdvisor monitors Ontario Corporation Numbers (OCNs) and notifies you of any filings made to those corporate records. It’s the effortless way to keep track of any changes made by accountants, clerks, clients, or even unauthorized individuals.

FileAdvisor alerts you when the following filings are made against your corporate record:

  • Articles of Amendment
  • Articles of Revival
  • Articles of Amalgamation
  • CIA Annual Return
  • CIA Initial Return
  • CIA Notice of Change
  • Registration/Cancellation of a Style Registration (Form 2)
  • Notice of Opportunity to be Heard (AR)(EPCA 7(1))
  • Default Complying with CIA (AR)(BCA 241(3))
  • Default Complying with CIA (AR)(CA 317(9))

Compliance Watch

Compliance Watch compares any subscribed OCNs against the Ontario Gazette corporate activity announcements – and notifies you if any OCNs are in default according to the listed statutes. Compliance Watch alerts you when your corporate record appears on any of the following lists:

  • Certificate of Dissolution (BCA 10)
  • Certificate of Dissolution (BCA 11)
  • Default Complying with Corporate Tax Act (BCA 241 (1))
  • Cancellation for Failure to File Corporate Tax (BCA 241(4))
  • Cancellation for Failure to File (AR)(CA 317 (9))
  • Cancellation of EP Licence for Failure to File (AR) (EPCA7(1))
  • Cancellation for Failure to File (AR) (BCA 241(4))

Feature and Benefits

  • Reduce your clients’ exposure to the risk of fraud
  • Maintain corporate due diligence – efficiently and effectively
  • Prevent costly and time-consuming corporate default procedures
  • Reduce the time you spend on administrative duties

Other Filings and Changes in Legal Personality

Don’t let your corporate maintenance tasks pile up any longer. Maintain accurate records and promptly submit changes updating your company as part of Company maintenance.

Whether part of a minute book review or an individual filing, Cyberbahn allows you to submit a number of changes on a target company. Changes include but are not limited to: company name change, change in share structure, share transfers, amalgamations, continuances, dissolutions, revivals, addition/removal of extra-provincial registration and trade names.

You may register the changes online or have us attend the corporate registries on your behalf.

Cyberbahn will:

  • Disburse government fees on your behalf
  • Help you with the filing requirements

Maintain accurate records and promptly submit changes updating your company as part of Company maintenance.In addition to notices of changes and amending declarations, there are many other organizational changes that may take place throughout the lifecycle of a corporation. Things such as:

  • Name Change
  • Change in Shareholders
  • Change of Share Structure
  • Articles of Amendment
  • Articles of Amalgamation
  • Articles of Continuance
  • Articles of Dissolution
  • Extra-provincial Licence
  • Addition or Removal of business names
  • Addition or Removal of extra-provincial registration

Cyberbahn will offer support leveraging three service levels:

  • Full service (fully assisted by our staff)
  • Partially assisted (blended support model)
  • Self service (Client self-service)

Let Cyberbahn help you conduct the preliminary research, prepare all applicable documents and provide additional forms to successfully manage your organizational changes across Canada.

You can send us all your completed documents that you have already prepared or need assistance with and ask us to verify and file them on your behalf as well.

Feature and Benefits

  • Receive immediate verification upon successful filing with the corporate registries
  • Validate all data based on the various Act within the jurisdiction.
  • Verify all data to ensure compliance
  • A one-stop shop for all components of the lifecycle: Entity Formation and beyond
  • Predictable fixed cost for transactional and packaged solutions
  • Offers a full-service supported solution to help with the post formation of your corporate
  • Receive updated information in electronic format
  • Ensure compliance beyond initial registration
  • Tips and guidance to make sure it’s done right
  • Stored client data to reduce re-keying of information
  • Expert assistance/support

For services in Quebec, please visit Marque d’or.

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