Guide for Electronic Registration of Money Services Businesses

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1 Guide for Electronic Registration of Money Services Businesses

2 Guide for Electronic Registration of Money Services Businesses April 2010 This replaces the previous version of the Guide for Electronic Money Services Business Registration issued in May The changes made to this version are indicated by a side bar to the right of the modified text in the PDF version. Table of Contents 1 Introduction How Does Registration Work? Who has to register? Who is not eligible to register? The Registration Process Getting ready to register Completing and submitting the registration form After your registration form is submitted Confirmation of Registration Notification of Change or Newly Obtained Information Clarification Request Renewal of Registration Cessation of Activities Denial or Revocation of Registration Review and Appeal Processes Penalties Comments? How to Contact FINTRAC Appendix 1 Accessing the MSB Registration System Appendix 1A Log on to the MSB Registration System Appendix 1B The MSB Registration System Menus

3 Appendix 2 How to Complete Contact Maintenance, Address Maintenance and Agent Maintenance Appendix 2A: Contact Maintenance Appendix 2B: Address Maintenance Appendix 2C: Agent Maintenance and Agent Location Maintenance Appendix 3 How to Complete the Registration Form Appendix 4 How to Complete the Cessation Form Appendix 5 Example of How to Reply to a Clarification Request

4 1 Introduction This guide is for you if you are a money services business operating in Canada. It explains the registration requirements under the Proceeds of Crime (Money Laundering) and Terrorist Financing Act (PCMLTFA) and the Proceeds of Crime (Money Laundering) and Terrorist Financing Registration Regulations. If you are a money services business, you also have other obligations under the PCMLTFA. 2 How Does Registration Work? Since June 23, 2008, every money services business has to be registered with the Financial Transactions and Reports Analysis Centre of Canada (FINTRAC). This means that it is illegal for such a money services business to operate without being registered. If you are a money services business, you have to provide identifying information as well as other specific business information in a registration form. FINTRAC may ask for clarification of information before accepting the registration. Once FINTRAC has accepted it, the registration is valid for a two-year period and has to be renewed before it expires. There are no fees associated with the registration or the renewal of registration. FINTRAC may deny a registration or revoke one it has accepted if it determines that a money services business is not eligible for registration. A registered money services business has to advise FINTRAC of changes or new information about its registration information. Also, if a registered money services business ceases its activities, it has to advise FINTRAC. 2.1 Who has to register? You have to register with FINTRAC if you are a money services business. A money services business is an individual, or a corporation, partnership or other type of entity, engaged in the business of any of the following: foreign exchange dealing; remitting or transmitting funds by any means or through any person, entity or electronic funds transfer network; or issuing or redeeming money orders, traveller s cheques or other similar negotiable instruments except for cheques payable to a named person or entity. If you are engaged in the activities listed above but only as an agent for another business, you do not have to register. In this situation, that other business has to 4

5 register and provide information about all of its agents. Throughout this guide, whenever the word agent is used, it includes agent or mandatary. A money services business includes an alternative money remittance system such as Hawala, Hundi or Chitti. If you need further guidance on the meaning of engaged in a money services business, see FINTRAC Interpretation Notice No. 1, called Criteria for Engaged in a Money Services Business. 2.2 Who is not eligible to register? Certain individuals or entities are not eligible to register with FINTRAC and therefore, cannot operate a money services business. The following individuals and entities are not eligible for registration: A listed person under section 1 of the Regulations Implementing the United Nations Resolutions on the Suppression of Terrorism. A listed person is an individual or entity that is believed to: o have carried out, attempted to carry out, participated in or facilitated a terrorist activity; or o be controlled directly or indirectly by, be acting on behalf of, at the direction of, or in association with any individual or entity conducting any of the above activities. You can consult a list that includes listed persons on the Office of the Superintendent of Financial Institutions (OSFI) Web site at in the Terrorist Listings and Sanctions section. A listed entity under subsection 83.01(1) of the Criminal Code. A listed entity is a person, group, trust, partnership or fund or an unincorporated association or organization listed that is believed to : o have knowingly carried out, attempted to carry out, participated in or facilitated a terrorist activity; or o have knowingly acted on behalf, at the direction of, or in association with such an entity. You can consult a list of the entities that are currently listed on Public Safety Canada s Web site at by searching current listed entities or on the OSFI s Web site at in the Terrorist Listings and Sanctions section. An individual or entity convicted of any of the following: o a money laundering or a terrorist activity financing offence; o an offence convicted on indictment under the Proceeds of Crime (Money Laundering) and Terrorist Financing Act; 5

6 o an offence under sections to of the Criminal Code related to the participation in, or the facilitation of, activities of a terrorist group, the commission of an offence for such a group, the instructing, directing or facilitating of that offence; o an offence under sections 354 or to of the Criminal Code related to the possession of property obtained from crime, the participation in activities of a criminal organization, or the commission of, or instruction to commit, an offence for such an organization; o a conspiracy, an attempt to commit, being an accessory after the fact in relation to, or any counselling in relation to any of the offences above. An individual or entity convicted of an offence on indictment or convicted more than once for fraudulent transactions relating to contracts and trade under Part X of the Criminal Code or any offences under the Controlled Drugs and Substances Act (other than offences under subsection 4(1) of that Act for possession of a substance). Entities not eligible for registration A corporation, a partnership or any other type of entity cannot register if the entity itself is not eligible for registration (as explained above). In addition, an entity cannot register if its senior officers or its owners are not eligible for registration, as follows: A corporation is not eligible for registration if its chief executive officer, its president, any of its directors or any individual or entity that directly or indirectly owns or controls 20% or more of its shares is not eligible for registration as described above. A partnership or any other type of entity that is not a corporation is not eligible for registration if its chief executive officer, its president, any of its directors or any individual or entity that directly or indirectly owns or controls 20% or more of that entity is not eligible for registration as described above. In the case of an entity that is not a corporation, the chief executive officer would include the individual who is the managing partner or the general manager. 3 The Registration Process Since June 23, 2008, if you are a money services business as described in subsection 2.1, you have to be registered. If you start a new money services business after that date, you have to be registered with FINTRAC before you start your business. 6

7 Once you are registered, you have to keep your registration information up-to-date. You must send any newly obtained registration information or any changes to your registration information to FINTRAC within 30 days. See section 5 of this guide for more information about this. In addition, you must renew your registration every two years. To find out more about renewals, see section 7. You must register electronically if you have the technical capability to do so. The minimum technical capabilities are as follows: A personal computer with the following characteristics: o 32 MB memory (64 MB or higher is preferable) o 640 x 480 VGA video display (800 x 600 or higher is preferable) o an operating system running a Web browser; and An Internet connection. 3.1 Getting ready to register You should get the information you need before you start the registration process. You have to provide information about you, your activities and your business. If you are an entity, you also have to provide specific information about certain controlling interests of your entity. In addition, if you have agents or branches, you also have to give information about them. See Appendix 3 for details of information required in a registration form. 3.2 Completing and submitting the registration form To register electronically To register electronically, follow the instructions in Appendix 1A to access the money services business (MSB) registration system called MSB Registration. Then follow the instructions in Appendix 2 to complete contact maintenance, address maintenance and agent maintenance (if you have agents). Follow the field-by-field instructions in Appendix 3 to complete the registration form. Drop-down menus appear wherever a code or specific selection is required. Once all the appropriate information is entered, you will be asked to complete a statement of eligibility tailored to your business type of ownership. Read all questions carefully before answering them. Once your form is completed, you will be able to validate and submit it to FINTRAC. 3.3 After your registration form is submitted FINTRAC will process your form within 14 days and do one of the following: issue a notice confirming your registration and providing your registration number; 7

8 request clarification of information in your form; or deny registration. In each case, FINTRAC will notify you accordingly. 4 Confirmation of Registration If FINTRAC accepts your registration form, it will issue you a confirmation notice by mail. The notice indicates the expiry date of your registration along with your registration number. Your registration is valid for two years, and you have to renew it before it expires. Once your registration is accepted, FINTRAC will post some of your registration information on its public Web site. This includes information about your agents or branches (if applicable), your registration number and expiry date of your registration. The information to be posted is indicated in each part of the registration form. 5 Notification of Change or Newly Obtained Information Once you are registered, you must send any newly obtained registration information or changes to your registration information within 30 days. For example, if your address changes or you get a new agent for your money services business activities, you must notify FINTRAC within 30 days of the change. To do this, you have to submit the changes electronically using the registration form. Access the registration form and select Modify to start a modification. Once you have made all required changes, review and submit the modified form. See Appendix 3 for more information about changing fields in the registration form. There are certain exceptions, and these are explained in Appendix 3. 6 Clarification Request FINTRAC can ask you for clarifications concerning the information you submitted about your business or your branches, or about your agents. Such clarifications can be requested when FINTRAC is processing your registration form or after your application for registration or renewal has been accepted. You can see an example on how to reply to a clarification request in Appendix 5. 8

9 When your registration form is being processed After you submitted your registration form, FINTRAC can ask you for clarifications concerning the information you submitted before accepting it. For example, FINTRAC could request a clarification if information is missing, incomplete or seems inconsistent. If FINTRAC needs to clarify information, you will receive a clarification request detailing what needs to be clarified. You have to reply to it by accessing the registration form and selecting Clarify to submit the registration form with the information requested to FINTRAC within 30 days. If you provide the clarification as requested, within the 30 days, FINTRAC will continue to process your form. If you do not submit a registration form with the clarification within the appropriate timeframe, FINTRAC can deny or revoke your registration and will send you a notice to that effect. See section 9 for more information about this. After your registration form is processed FINTRAC can also send you a clarification request after your registration form is processed. You have to reply within 30 days. If you do not, FINTRAC can revoke your registration and will send you a notice to that effect. See section 9 for more information about this. 7 Renewal of Registration As explained in section 4, your registration is valid for two years and you have to renew it before it expires. You can find the expiry date of your registration in the confirmation of registration notice from FINTRAC. You can also find it on the Home page after you log on to the MSB registration system. Furthermore, when the expiry date is approaching and it is time to renew your registration, FINTRAC will send you a renewal reminder. You will have to access the registration form to start the renewal. Complete fields B9, B10, B12, and if applicable, field B13, as well as Part D. Review all other fields of the registration form and update or modify as required. For more information about the fields in the registration form, see Appendix 3. 8 Cessation of Activities Whether you are an individual, a corporation or other type of entity, if you cease your money services business operations (as described in subsection 2.1), you must notify FINTRAC within 30 days after the day on which you cease them. 9

10 For example, David is an individual who operates a money services business. He ceases all of his money services business activities as a sole proprietor and incorporates his new business under David 123 Inc. David has to notify FINTRAC that he ceased his activities as a registered sole proprietor within 30 days after the day on which he ceased them. David also has to register his new corporation, David 123 Inc., with FINTRAC (as explained in section 3). For more information about the cessation form, see Appendix 4. 9 Denial or Revocation of Registration FINTRAC can deny or revoke registration if you do not reply to a clarification request, as explained in section 6, or if you are ineligible for registration, as explained in subsection 2.2. FINTRAC will inform you in writing of the reasons for the denial or the revocation of your registration. See section 10 for more information about review and appeal processes. 10 Review and Appeal Processes If your registration is denied or revoked, you can ask for a review of the decision by writing to the Director of FINTRAC. Send your letter to: Director of Financial Transaction Reports and Analysis Centre of Canada Attention: Review and Appeals Unit 234 Laurier Avenue West, 24 th Floor Ottawa, ON K1P 1H7 You may also send your request for review by at: Review by the Director You have 30 days from the day you receive the denial or revocation notice to request the review by the Director of FINTRAC. You should include with your request any additional relevant information you wish to be considered. For example, on March 11, 2010, Money 123 Inc. received a decision from FINTRAC to revoke its registration. Money 123 Inc. had until April 10, 2010 to apply for a review of its revocation to the Director of FINTRAC. You will be notified in writing of the results of the review. If you are not satisfied with the results of the review, you can appeal the decision to the Federal Court, as explained below. 10

11 If you do not receive notification of the results of the Director s review within 90 days of your request, you have the right to appeal to the Federal Court. Appeal to Federal Court As explained above, if you have been notified of the results of the review by the Director but are not satisfied with the review decision, you can appeal to the Federal Court. You have to do so within 30 days after the day the review decision is issued to you, or within a longer period that the Court may allow. If you have not received notification of the results of the review by the Director within 90 days after the day you requested it, you have the right to appeal to the Federal Court. You have to do so within 30 days after the 90-day period to review the decision for denial or revocation of registration expires. For example, on March 27, 2010, Money 123 Inc. applied in writing to the Director for a review of the decision to revoke its registration. FINTRAC received the application for review on April 1, The Director of FINTRAC had to provide a decision about the review and inform Money 123 Inc. by June 30, If the Director had not made a decision by that date, Money 123 Inc. would have up to July 30, 2010 to appeal the decision about its revocation to the Federal Court. 11 Penalties Failure to comply with your legislative requirements can lead to criminal charges against you. If you do not register your money services business as required, if you knowingly make a false or misleading statement or if you knowingly provide false or misleading information to FINTRAC related to your registration and the maintaining of it, you could be convicted to a maximum of five years imprisonment, to a maximum fine of $500,000, or both. Failure to comply with your legislative requirements can lead to an administrative monetary penalty against you for each of the following: Failure to register your money services business with FINTRAC when required to do so. 11

12 Failure to submit information as required in a registration form and, if applicable, information about your agents or branches. Failure to submit as required any newly obtained registration information or any changes to your registration information. Failure to reply as required to a clarification request from FINTRAC within 30 days after the request is made. Failure to submit information as required in a registration form to renew your registration before it expires. Failure to notify FINTRAC as required that you ceased your activities for which you are registered within 30 days after the day on which you cease them. 12 Comments? This guide will be reviewed on a periodic basis. If you have any comments or suggestions to help improve it, please send your comments to the mailing address provided below, or by to 13 How to Contact FINTRAC For further information about registration with FINTRAC and other obligations for money services business, please go to FINTRAC s Web site ( or contact FINTRAC: Mail Financial Transactions and Reports Analysis Centre of Canada 234 Laurier Avenue West, 24 th floor Ottawa, Ontario Canada K1P 1H7 Telephone Toll-free:

13 Appendix 1 Accessing the MSB Registration System Accessing the MSB Registration system is explained in the following: Appendix 1A: Log on to the MSB Registration system Appendix 1B: Top and Left Menus in the MSB Registration system 13

14 Appendix 1A Log on to the MSB Registration System New money services business If you are a new money services business, to register electronically, contact FINTRAC at or by at You will speak to a FINTRAC officer who will gather some information about your business. You will also receive a user ID and a temporary password to access the secure money services business (MSB) registration system called MSB Registration. Once you have your temporary password, access MSB Registration from To log on, enter your user ID in the User ID field and temporary password in the Password field. Then select Log on. The first time you log on, you will have to change the temporary password that was provided to you. Remember that for your first log on, your initial temporary password is only valid for 30 days. If your temporary password has already expired, contact us. Any other time after your first log on, follow the above process with your changed password to access MSB Registration. User Agreement After your first log on, you will be directed to the User Agreement for MSB Registration. It contains the conditions of use for MSB Registration. Read the statement and select I accept to continue. You will then be directed to change your temporary password. You can review the user agreement from the log on screen. Change Password The first time you log on to MSB Registration, you will have to change the temporary password that was provided to you. You will be directed to the Change Password screen. If at any other time you need to change your password, select Change password from the Administration left menu. Your new password has to satisfy the following criteria to ensure privacy and security: be between 8 and 32 characters long; contain at least one uppercase character (e.g., A, B, C, etc.) and lower case character (e.g., a, b, c, etc.); contain at least one numeric character (e.g., 1, 2, 3, etc.); contain at least one special character (e.g., #, $, &, etc.); and differ from any of the last eight passwords you have used. 14

15 In addition, your password cannot feature any three identical characters from your user ID. For example, if your user ID is jonesp, you cannot use jon, one, nes or esp as part of your revised password. Enter your current password in field 1, your new password in field 2 and confirm your new password by entering it again in field 3. Choose a password that satisfies the above-mentioned criteria. As you key in your new password, you can ensure that you are meeting the password requirements by looking at the list of criteria at the top of the screen. The circle with an exclamation mark next to a particular criterion is transformed into a circle with a check mark through it as soon as the specific criterion has been satisfied. To save your new password, select Submit at the bottom of the screen. A message will appear at the top of the screen confirming that your new password has been successfully saved. If you also have access to F2R (for electronic reporting) and you change your password in MSB Registration, you will have to use that same new password to log on to F2R. Password Recovery If you ever forget your password, select Forgot your password? from the MSB Registration log on screen. You will then be directed to the Password Recovery screen. Enter your user ID and then select Submit. A new temporary password will be ed to you. As with your initial log on, you will need to change this password the first time you use it to log on to MSB Registration. If you also have access to F2R (for electronic reporting) and you change your password in MSB Registration, you will have to use that same new password to log on to F2R. If you forgot your user ID, contact your MSB administrator who will be able to log on to MSB Registration and find it in the Contact maintenance screen, from the Administration left menu. If you are the MSB administrator, your user ID can be found in the renewal reminder letter sent to you by FINTRAC. 15

16 Appendix 1B The MSB Registration System Menus Once you are logged on to the secure money services business (MSB) registration system called MSB Registration, you can navigate using the top or the left menus. The following is an overview of both menus. Top Menu Français: switches to French screens. Home: directs you to the MSB Registration Home page. This page is usually displayed after you log on. Once your first registration application is processed and you are registered, this page displays your registration number, as well as your registration and renewal dates. It also includes information about your last log on. This page will display messages to notify you of any actions you have to perform, as follows: If you have never submitted a registration form, it will explain the steps to register. After you have submitted your registration form to FINTRAC, it will enable you to view or modify the form (unless your form is being processed by FINTRAC or one of the following situations applies). If you started a modification to your registration form, but have not submitted the form to FINTRAC, it will enable you to continue or cancel the modification. If FINTRAC sends you a clarification request, it will indicate what fields you need to clarify. If you started to clarify (following a clarification request from FINTRAC) but have not submitted the form to FINTRAC, it will enable you to continue the clarification reply. If your registration is about to expire, it will explain the steps to renew. If you have started a registration form to renew, but have not submitted the form to FINTRAC, it will enable you to continue or cancel the renewal. 16

17 Contact Us: gives information on how to contact FINTRAC for money services business matters. Help: displays field-by-field instructions for the registration form, the cessation form, and other information to help you use MSB Registration. Search: is not supported within MSB Registration. You can conduct a search from FINTRAC s main Web site at but you have to leave MSB Registration. Canada.gc.ca: directs you to the Government of Canada s home page. This logs you off MSB Registration without any warning. Left Menu Depending on where you are in MSB Registration, the left menu may appear differently to you. It will always display the MSB Registration heading as well as Administration and Registration form which can both be expanded to display submenus. It will also display Help and Log off. MSB Registration This heading on the left menu directs you to the MSB Registration Home page. This is the same as selecting Home from the top menu. Administration The Administration menu can expand to display the following: Address maintenance, Agent maintenance and Contact maintenance Information in each of these is used to pre-populate some fields of the registration form. Cessation form. Once your MSB is registered, the Administration menu also displays the Cessation form. You have to complete and submit this form if your MSB ceases all MSB activities. Change password This allows you to change your password. 17

18 Registration form The Registration form menu expands to display the parts of the form and the Validate/Submit function, as follows: Part A Part A is for identifying information about the MSB. The information provided in this part is available to the public as it is posted on FINTRAC s Web site. Part B Part B is for business information about the MSB. The information provided in this part is not available to the public. Part C1 and Part C2 Part C1 is for information about the MSB s agents, including their locations where applicable. Part C2 is for information about the MSB s branches. The information provided in these parts is available to the public as it is posted on FINTRAC s Web site. If your money services business has many agents or branches, you may want to provide information (including updates) for them using batch files. For more information about submitting information about agents by batch, contact us. Part D Part D is for information about the MSB s registration eligibility. The information provided in these parts is not available to the public. Validate/Submit Once you have entered and saved all information in the different parts, select Validate/Submit to go through validation for your registration form. Validation is done as you move from one completed part of the form to another, so you can also select Validate/Submit at any time. You can also get to this by selecting "Next" at the bottom of Part D. You have to go through validation before the form can be submitted to FINTRAC. This helps ensure required fields are completed before you submit your form. If there are any fields missing, you will get a validation message telling you which ones. Refer to field-byfield instructions for each part of the form for more information about fields required. Select a part that needs correction from the left menu. Correct any fields or complete missing information for which an error message appears at the top of the screen for that part. The message at the 18

19 top of the screen indicates which fields you need to correct. When scrolling down the screen, a visual indicator is also displayed to the right of each field in error. As you correct the errors, the message on the top will change. Select Save at the top or bottom of the screen to save your corrections and do the same for the other parts that require corrections. Once all the corrections are done, the Validate/Submit screen will indicate that there are no more errors. You will then be able to submit your registration form to FINTRAC by selecting the Submit button on the screen. Once you have submitted your form, you will be able to view the information for each part of the form. You can also print each part of the registration form, but you are not required to do so. However, if your form is being processed by FINTRAC, you will not be able to make changes until processing is completed. Help This page gives you access to field-by-field instructions for the registration form, the cessation form, and other information to help you use MSB Registration. Log off The log off function allows you to leave MSB Registration. As soon as you select Log off from the left menu, you will be logged off without any warning. A message will then appear at the top of the screen to indicate that the log off has been successful. To return to MSB Registration, you need to go through the log on process again. 19

20 Appendix 2 How to Complete Contact Maintenance, Address Maintenance and Agent Maintenance These are instructions on how to complete the following: Appendix 2A: Contact maintenance Appendix 2B: Address maintenance Appendix 2C: Agent maintenance (if your money services business has agents). 20

21 Appendix 2A: Contact Maintenance The Contact maintenance screens are accessed from the Administration section of the left menu. This is for information about the various users of MSB Registration. This is also for information about the following individuals required in some fields of Part B of the registration form because of their organization role: the MSB registration authority, the general contact, and the compliance officer. To view or modify information about anyone already included in contact maintenance, select the button at the right end of the row for that individual to open the Contact editor. To add another individual, select Add so that a blank Contact Editor screen can open. You can only modify or add information about an individual in the following situations: you are completing your first registration form you have started a modification or renewal you have started answering a clarification request from FINTRAC Contact Editor The following are field-by-field instructions for the Contact Editor screen. Status The status of a contact can be active or inactive. The status of a contact has to be active for that individual s information to be available for Part B of the Registration form. Field 1 Salutation Select the contact's salutation from the salutation drop-down menu. It will be one of "Miss," "Mr.," "Mrs." and "Ms." The default is blank (that is, no salutation). Field 2 Language of preference Select the contact's language preference ("English" or "French") from the drop-down menu. Fields 3 to 6 Contact name and position Provide the contact's name on fields 3 to 5 and position in field 6. 21

22 Fields 7 to 12 Address If the contact s address is the same as that of one of the MSB s addresses, the address may be selected from the drop-down menu in field 7. If the contact s address is different, address details must then be supplied in fields 8 to 12. Fields 13 to 14 Business telephone number Enter the business telephone number of the contact, including the area code and without spaces or dashes. Include the extension if applicable in field 14. Field 15 Facsimile number If there is a facsimile number for this contact, enter it including the area code and without spaces or dashes. Field 16 Business address If the contact is going to be a user of MSB Registration, the address that you provide should not be a general or shared address, as it will be used to send confidential password information to the user. Be sure to keep this address up-to-date in case the user ever needs to recover the password. Field 17 MSB Registration user role The following two user roles are available within MSB Registration: MSB administrator The role of MSB administrator is assigned by FINTRAC during the organizational profile creation of your business and only one user per money services business can have this role. If you need to change the individual to whom that role is assigned, contact us. This is not something you can change on-line. The MSB administrator has full editing rights for all registration information including all parts of the registration form as well as contact maintenance, address maintenance and agent maintenance. The MSB administrator can create and assign the user role of MSB data entry officer to other individuals. MSB data entry officer The MSB data entry officer role has editing rights for additions and deletions regarding agents and branches. In other words, their access is limited to Part C1 and Part C2 in the left Registration form menu as well as Address maintenance and Agent maintenance from the left Administration menu. 22

23 The MSB data entry officer can submit the registration form to FINTRAC for changes relating to Part C1 or Part C2. The role of MSB data entry officer is optional, but it could be useful for regular updates to agents or branches of a money services business. The user ID for the MSB data entry officer is generated once that user s contact information is saved and can be viewed in Contact maintenance. The MSB administrator who created the user will have to provide the user ID to the MSB data entry officer. The MSB data entry officer s password will be sent to the address entered in field 16. Field 18 Organization role Depending on which boxes are checked in this field) for each contact, the information from fields 3 to 14 as well as field 16 will be available for selection at the following fields in Part B of the registration form. If the box for MSB registration authority is checked, the name of that individual is offered for selection in the drop-down menu for fields B2a to B2l of Part B. If the box for General contact is checked, the name of that individual is offered for selection in the drop-down menu for fields B3a to B3l of Part B. If the box for Compliance officer is checked, the name of that individual is offered for selection in the drop-down menu for fields B6a to B6l of Part B. You can select more than one organization role for the same individual. This means that the same individual can be a general contact, an MSB registration authority and the compliance officer. You can also select the same organization role for more than one individual, as long as each is authorized to fill that role. However, you can only select one individual at the related field in Part B. For example, if you have two contacts who are authorized to register the MSB, you can only select one of them for field B2. 23

24 Appendix 2B: Address Maintenance The address maintenance screens are accessed from the Administration section of the left menu. This is for information about your MSB s addresses, such as your main office or location, or your mailing address. If you have branches, their addresses will also be included in these screens. If this is the first registration form for your MSB, the address information you gave to FINTRAC during your organizational set-up will be shown in address maintenance. To view or modify information about any address already included in address maintenance, select the button at the right end of the row for that address to open the Address Editor screen. To add another address, select Add to open a blank Address Editor screen. You can only modify or add information about your MSB s addresses in the following situations: You are completing your first registration form. You have started a modification or renewal. You have started answering a clarification request from FINTRAC. If your money services business has many branches, you may want to provide information (including updates) for them using batch files. For more information about submitting information about branches by batch, contact us. If you use agents to deliver MSB services, go to Agent maintenance from the Administration section in the left menu for information about agents, including their addresses. Do not include any agent s addresses in Address maintenance. Address Editor The following are field-by-field instructions for the Address Editor screen. Status The status of an address can be active or inactive. An active status means that this address can be available for selection in Part A (as your main address), in Part B (as your mailing address) or in Part C2 (as your branch), depending on the purpose assigned in field 8 of the address editor. The inactive status makes the address hidden for those selections, but it will remain in MSB Registration in case you ever need to reactivate it. 24

25 Field 1 Location identifier Assign a unique number (up to 15 alpha or numeric characters) for this address information and enter it in field 1. Field 2 Location name Enter a location name for this address in field 2. This can be any name that will help you locate the address from a list. Fields 3 to 7 Address information Enter the business street address (up to 30 characters), town or city (up to 25 characters), country (from the drop-down menu), province or territory (from the drop-down menu) and postal code (six characters) in fields 3 to 7. Field 8 Purpose Indicate the purpose of this address in field 8 (from the drop-down menu) as follows: MSB Registration or Report submission and MSB Registration If you indicate that the address is for MSB registration or report submission and MSB registration, that address will be available for selection in your registration form as either your main office or location (Part A, field 3), or it will be included as one of your branches (Part C2). It will also be available for selection as your mailing address (Part B, field 1b). When you have an address that is for both report submission and MSB Registration, the location identifier for that address is the same for report submission and MSB Registration. Report submission If you indicate that the address is for report submission, it will not be available for selection in any part of your registration form. It will be available for reporting purposes in F2R. Mailing address only If you need to include a mailing address that is different from all your other addresses (in other words, a mailing address that is different from your main office or location address and different from your branch addresses), use Mailing address only for its purpose. This will prevent the address from being included as a branch. Once you have selected an address as your main office or location (Part A, field 3) it will not appear as one of your branches (Part C2). In other words, if you have four addresses, only one of them can be your 25

26 main location for Part A. The remaining three addresses will be available for selection as branches in Part C2, unless one of them was a mailing address only. For an address that belongs to a branch, you will have to provide additional information when you complete Part C2 for each branch. When you are adding new information or making changes in address editor, select Save to ensure the information is saved. 26

27 Appendix 2C: Agent Maintenance and Agent Location Maintenance Throughout these instructions, whenever the word agent is used, it includes an agent or a mandatary. If you use agents to deliver MSB services, you need to provide information about all your agents in your registration form (Part C1). Many, but not all, of the fields in Part C1 are based on the information entered in the agent maintenance screens. The agent maintenance screens are accessed from the Administration section of the left menu. This is for part of the information about your agents and their locations. If this is the first registration form for your MSB, no agents will be displayed in the first Agent Maintenance screen. If you already have agents included, to view or modify information about them, select the button at the right end of the row to open either the Agent Editor or Agent location Maintenance screen. To add a new agent, select Add agent so that a blank Agent Editor screen can open. You can only modify or add information about an agent or the agent s location in the following situations: You are completing your first registration form. You have started a modification or renewal. You have started answering a clarification request from FINTRAC. If your money services business has many agents, you may want to provide information (including updates) for them using batch files. For more information about submitting information about agents by batch, contact us. Agent Editor The following are field-by-field instructions for the Agent Editor screen. Status The status of an agent can be active or inactive. An active status means that this agent s information is included in Part C1. The inactive status makes the agent s information hidden for Part C1, but it remains in MSB Registration in case you need to reactivate that agent s information later. The inactive status will also hide all the locations for that agent. 27

28 Field 1 Agent identifier Enter an agent identifier number in field 1. This is a unique number (up to 15 alpha or numeric characters) that you need to assign for each one of your agents. Fields 1A to 1F Legal name of agent For an agent that is an entity, if it has an English legal name, enter it (up to 45 characters) in field 1a. If it has a French legal name, enter it in field 1b. If it has a bilingual legal name, enter it in field 1c. In this case, fields 1d to 1f are not applicable. If your agent is an individual, enter the individual s surname (up to 20 characters), given name (up to 15 characters) and initial(s) (if applicable, up to ten characters) in fields 1d to 1f. In this case, fields 1a to 1c are not applicable. Field 2 Trade names or operating names If your agent operates under one or more trading names or operating names (that are different from the legal name in field 1), enter them in field 2 (up to 60 characters each). If you have to enter one or more new trade or operating names, select Add to provide each one. If you have to delete one or more trade names or operating names shown for an agent, choose the name to delete and select Remove selected. Fields 3 to 8 Location information Assign a unique number (up to 15 alpha or numeric characters) for this location information and enter it as the agent location identifier in field 3. Enter a location name for this location information in field 4. Enter the business street address (up to 30 characters), town or city (up to 25 characters), province or territory (from the drop-down menu) and postal code (six characters) in fields 5 to 8. If this agent has other locations, you can enter them by selecting Agent Location Maintenance at the bottom of the screen. You do not need to do this if the agent is one of the following: an accountant, a bank, a caisse populaire, a co-op credit society, a credit union, a provincial savings office or a trust and loan company (effective July 31, 2010, this will also include a financial services cooperative and a credit union central), a casino, an agent of the Crown, 28

29 a life insurance company, broker or agent, a money services business, a British Columbia notary public or a British Columbia notary corporation, a dealer in precious metals and stones, a securities dealer, or in real estate (including a real estate broker or sales representative or a real estate developer). When you are adding new information or making changes in Agent Editor, select Save to ensure the information is saved. The information in Agent Editor is used to pre-populate fields 1 to 7 in Part C1 of the registration form. You also have to provide other information for that agent in Part C1. After you have saved the information in Agent Editor, if you need to modify the agent s location information shown in fields 3 to 8 of the Agent Editor, you will need to access the Agent Location Editor, as explained below. Agent Location Editor If your agent has more than one location, provide information about other locations only if your agent is not itself a reporting entity. In other words, do not provide more than one address for an agent if that agent is one of the following: an accountant, a bank, a caisse populaire, a co-op credit society, a credit union, a provincial savings office or a trust and loan company (effective July 31, 2010, this will also include a financial services cooperative and a credit union central), a casino, an agent of the Crown, a life insurance company, broker or agent, a money services business, a British Columbia notary public or a British Columbia notary corporation, a dealer in precious metals and stones, a securities dealer, or in real estate (including a real estate broker or sales representative or a real estate developer). For example, if your agent is a drugstore that issues money orders and traveller s cheques, you would have to give the address for each drugstore location where they act as your agent because the drugstore is not itself a reporting entity. The following are field-by-field instructions for the Agent Location Editor, which is how to view, modify or add agent locations. 29

30 Once you have selected Agent Location Maintenance at the bottom of the Agent Editor screen, or selected Location details on the Agent Maintenance screen, you will get the Agent Address Maintenance screen. The agent s name for which you can view, modify or add a location address will be displayed at the top. To add a location address for that agent, select Add agent location. The Agent Location Editor will open. To view or modify the already included main address or an already included other location, select the button at the right end of the row to open the Agent Address Editor. Status The status of an agent s address can be active or inactive. An active status means that this address is displayed in Part C1. The inactive status makes the address hidden for Part C1, but remains in MSB Registration in case you need to reactivate it later. Field 1 Agent location identifier Assign a unique number (up to 15 alpha or numeric characters) for this address information and enter it as the agent location identifier in field 1. Field 2 Location name Enter a location name for this address in field 2. Fields 3 to 6 Address Enter the business street address (up to 30 characters), town or city (up to 25 characters), province or territory (from the drop-down menu) and postal code (six characters) in fields 3 to 6. When you are adding new information or making changes in Agent Location Editor, select Save to ensure the information is saved. The address information for each location is used to pre-populate the agent s main address in fields 3 to 6 of Part C1 of the registration form, or the agent s other locations in field 12 of Part C1 of the registration form. 30

31 Appendix 3 How to Complete the Registration Form These are instructions on how to complete the registration form. Unless specified otherwise, all fields are mandatory. The first screen in the Registration form section will display messages to notify you of any actions you have to perform as follows: If you have never submitted a registration form, it will explain the steps to register. After you have submitted your registration form to FINTRAC, it will enable you to view or modify the form (unless your form is being processed by FINTRAC or one of the following situations applies). If you started a modification to your registration form, but have not submitted the form to FINTRAC, it will enable you to continue or cancel the modification. If FINTRAC sends you a clarification request, it will indicate what fields you need to clarify. If you started to clarify (following a clarification request from FINTRAC) but have not submitted the form to FINTRAC, it will enable you to continue the clarification reply. If your registration is about to expire, it will explain the steps to renew. If you have started a registration form to renew, but have not submitted the form to FINTRAC, it will enable you to continue or cancel the renewal. Once you have submitted your form to FINTRAC, you can view or print the information as it was last submitted. However, you will not be able to enter any changes in the fields unless you start a modification, a clarification or a renewal as explained above. If this is the first time you complete the registration form, follow the instructions for each part. For other situations, such as submitting a modification, replying to a clarification request or submitting information for the renewal of your registration, follow the instructions for each field as needed. 31

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