ELECTRONIC TRANSMISSION MANUAL FOR MINING DUTIES RETURNS

Transcription

1 ELECTRONIC TRANSMISSION MANUAL FOR MINING DUTIES RETURNS Updated on August 2008

2 Production Ministère des Ressources naturelles et de la Faune Direction générale du développement minéral Direction de l imposition minière 880, chemin Sainte-Foy, bureau 4.50 Québec (Québec) G1S 4X4 Phone: Toll free in Canada: Fax: developpement.mineral@mrnf.gouv.qc.ca Diffusion This publication is available online at: Gouvernement du Québec Ministère des Ressources naturelles et de la Faune Updated on August

3 Preamble The GDM software Gestion des droits miniers offers the possibility to electronically transmit the mining duties returns. Purpose of the Manual This manual concerns: - all operator electronically transmitting his own mining duties return; - all representative electronically transmitting mining duties returns on behalf of his clients. Condition All transmitter using GDM software must use a Windows compatible computer or workstation, and more precisely, all of the following programs: a) Windows 95 or a more recent version such as 98, Me, NT, 2000 or XP; b) Microsoft Internet Explorer 4.0 or a more recent version; c) Office Works 97 or a more recent version (2000 or XP); d) Excel 97 software or a more recent version. The Department may revoke or suspend the electronic filing privileges of any user who deviates from the above-mentioned requirements and specifications. Manual Update This manual will be reviewed periodically. Application to Become a Transmitter Application for Electronic Transmission of Mining Duties Returns All transmitter (operator, operator and his representative) must file an application prior to electronic transmission of mining duties returns. To this end, he must complete form TED-01A, Application for Electronic Transmission of Mining Duties Returns and submit it to the Department. After having examined the application form, the Department provides the operator with customary information and the access codes required to transmit the return. Updated on August

4 Access codes (user name and password) are assigned to each potential user that works for an operator. Consequently, a representative will not be provided with access codes. He must use those assigned to his clients. Furthermore, the application form authorizes a representative to give in writing to the Department, information concerning his client s mining duties return. By written permission, the representative may receive his client s access codes (user name and password) required for transmission. When the operator is registered, he may electronically file his return. Where a return is filed and transmitted by a representative, it is recommended that both the operator and his representative complete form TED-02A, Information Return for Operators Transmitting Electronically. Subsequent changes to the operator s situation A new application must be completed if the ownership of the operator s corporation changes, if the corporate name changes or if the representative changes. Certification and Authorization to Electronically File Information Return for Operators Transmitting Electronically The Department recommends that an operator file Form TED-02A where a third party is mandated for the transmission of the operator s mining duties return. The operator and his representative jointly fill out this form and sign it before transmitting. It certifies certain of the amounts on the return and authorizes the electronic transmission for a given fiscal year. This form must be completed for each return and for each fiscal year. It must be signed by an authorized officer of the operator. Both the operator and the representative should retain a copy of this form. Acknowledgement of the Return The Department acknowledges receipt once the mining duties return has been electronically transmitted. If the transmission succeeds, a positive acknowledgement is issued and no error message figures on the Transmission results report. The Department will then consider the mining duties return filed. If the transmission does not succeed because data is invalid, incomplete, corrupted or distorted, the Department does not consider the mining duties return filed. In these circumstances, a negative acknowledgement is issued and an error Updated on August

5 message, figures on the Transmission results report. This indicates that the transaction has been rejected because it has failed to pass the data validity checks. If the transmitter has difficulty sending electronically, he is invited to communicate with the Direction de l imposition minière. The Department recommends that all returns be submitted well in advance of the filing due date to avoid any late filing. Responsibilities of the Transmitter (Operator or Representative) The operator must provide his representative with his access codes in order to enable the latter to transmit the operator s return. The transmitter must use the user name and password that have been issued to that operator for electronic filing purposes. Codes are not interchangeable. The transmitter must ensure that the confidentiality and integrity of confidential data pertaining to his client is maintained. He will use security measures to protect confidential tax information stored on a computing or writing device and in a computer s memory. The transmitter must print the Transmission results report before closing the work session during which he electronically transmitted the return. He can only do so at this moment. Even though the return is electronically transmitted, the transmitter must inform the person it may concern (other employee, his client) that the financial statements, documents and detailed analyses justifying amounts that are being claimed must be sent to the Department. In addition, the transmitter must ensure that all balance of duties payable be sent to the Department. Responsibilities of the Operator The operator must inform the Department if his representative is no longer authorized to act on his behalf for the purpose of electronically filing his mining duties return. The operator must retain a copy of forms TED-01A, TED-02A and the Transmission results report, if need be, for four years after the date of the first notice of assessment issued in respect of the fiscal year to which these documents pertain. The Department may request a copy of form TED-02A. Updated on August

6 Responsibilities of the Department Chapter 7 of the User Guide provides a detailed description of the Department s obligations. The reader is invited to acquaint himself with the section entitled User agreement for the mining duties return software known as GDM. The Department will periodically examine the eligibility of electronic filing participants. The Transmission results report should be received by a transmitter within a reasonable period of time. The Department keeps records of all data transmitted, whether it has been accepted or rejected. By written consent, the Department may give information to transmitters. Department s Rights The Department may revoke the electronic filing privileges of a user for the following reasons: misrepresentation on the application form or on the information return; unacceptable cumulative error rate; incomplete returns; significant complaints about the transmitter; other doubtful conduct. The Department may request a copy of form TED-02A, if needed. How to Reach the Department If a transmitter needs assistance, it is recommended that he has close by his user name and password before communicating with the Direction de l imposition minière at the following: Phone: (418) Toll free in Canada: , Ext Fax: (418) developpement.mineral@mrnf.gouv.qc.ca In the same manner, if the user has encountered difficulties with the transmission, it is recommended to communicate with the Department and supply the following information: date and time of transmission; operator s name and file number; name of transmitter; error messages; the Transmission results report. Updated on August