Independent Trustee (Corporate)

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1 Independent Trustee (Corporate) Your guide to applying for a market service licence In this guide 2 Introduction 5 Getting started 7 Fit and proper 9 Capability 11 Financial resources 12 Governance 13 Final steps CORPORATE INDEPENDENT TRUSTEE licensing application guide Version 1 published September

2 getting started fit and proper capability operational infrastructure financial resources governance final steps How do I apply for a licence to be an independent trustee as a corporate? To apply for an independent trustee licence as a corporate entity, you will complete a paper-based application form. Get the application form You can request the latest copy of the application form by calling us on This guide: Outlines the minimum standards for the licence, sets out questions you ll be asked, and gives guidance on what you might need to tell us and the types of documents you ll need to provide. Please note this guide may be updated from time to time, so please check our website for the latest version before you apply. This guidance is of a general nature and does NOT replace your own careful reading of the requirements in the Financial Markets Conduct Act 2013 (and applicable Regulations) or legal or other expert advice on your application. Any questions? You re welcome to call us on the FMA Helpline for anything to do with licensing. We re open for calls from 8.30am to 5pm, Monday to Friday. Overseas callers can reach us on CORPORATE INDEPENDENT TRUSTEE licensing application guide Version 1 published September

3 getting started fit and proper capability operational infrastructure financial resources governance final steps Who is this licence for? Independent trustee This licence is designed for corporate entities who are, or will be, the independent trustee for a restricted managed investment scheme. If you are an individual who is, or will be, an independent trustee, please refer to the separate guide Part B6. A restricted scheme is identified as restricted on the Register of Managed Investment Schemes. It can include KiwiSaver schemes, and workplace superannuation or legacy schemes. See section 6 of the FMC Act for more information. For the definition of independent please see section 131(3) of the FMC Act. A corporate independent trustee licence enables the licence holder to be a trustee of a restricted scheme but not the sole trustee. In some circumstances it may be appropriate for a restricted scheme to have a sole corporate licensed independent trustee. This would require an exemption from the Act. Please contact us to discuss your situation if you believe a sole corporate licensed independent trustee is appropriate for your scheme. Alternatively a restricted scheme can have a sole corporate trustee if a director of the trustee is a licensed independent trustee. In that case the corporate trustee does not need to be licensed. Things you need to know before you apply 1. Scope This guide has been developed for applications from corporate entities for licensing as an independent trustee. 2. Eligibility criteria a. To issue you with a licence to be an independent trustee (Corporate), we must be satisfied that you meet the criteria set out in section 396 of the Financial Markets Conduct Act (FMC Act). b. If you want any related body corporates authorised under your licence (authorised bodies), both you and these bodies must (collectively) meet the criteria set out in section 400 of the FMC Act and regulation 19. c. Some criteria set specific requirements you must meet, such as being registered on the Financial Service Providers Register. Others are more general and apply to all aspects of your role. For example you must be capable of effectively performing the service (section 396(c) of the FMC Act). d. To help you understand these criteria, we have described the minimum standards we expect you to meet. However, these standards do not change or limit the criteria set out in the Act or Regulations the whole of your licensed business must meet these criteria at the time of licensing and during the course of your licence. e. Your board, or governing body, is asked to confirm this in the certificate we ask you to provide under the getting started section of the application form. 3. Meeting the minimum standards a. We expect all licensees to meet the minimum standards, but there is flexibility in how you meet them depending on the size and nature of your business. For example, if you need a process and controls for a function, we expect your approach will take into account how many people are involved, their expertise and the level of senior management oversight. For smaller businesses, this may mean some processes can be relatively simple and not fully CORPORATE INDEPENDENT TRUSTEE licensing application guide Version 1 published September

4 documented (you ll still need to explain them in your application). For larger businesses, we expect processes will usually be more detailed and documented. Under the new regime all restricted managed investment schemes are required to have a licensed independent trustee this may be an individual or a corporate trustee. When you re explaining how you will meet a minimum standard, you can also tell us why your approach is appropriate for the size and nature of your business. b. There are some minimum standards where you must demonstrate that you have a plan or process to meet them once you re licensed. For example you may not need (or be able) to meet some legal requirements until after you re licensed. In these situations you don t have to prove you comply instead you need to show us how you ll meet the requirements once you re licensed. c. When you ve finished completing your application we suggest you look back over all the minimum standards. Check you ve provided a level of information that would allow someone who doesn t know anything about your business to be comfortable you will meet each of the minimum standards. 4. Ongoing obligations As a licensee you ll have ongoing obligations, including: Please note After you submit your application, we may ask you to provide more information to help us make a final decision on your licence. Meeting all the relevant requirements of the FMC Act and Regulations Meeting the criteria in the Act Maintaining the minimum standards for the duration of your licence Meeting any standard or specific conditions imposed on your licence. The consequences for a breach of licence are set out in sections 406 and 414 of the FMC Act. 5. Licence conditions If we grant you a licence it will contain conditions that support your licensee obligations. The standard conditions for the different types of licence are available on our website. We may also set extra licence conditions on a case by case basis. In your application you ll need to demonstrate that you can meet these conditions or ask us for a limit or variation in your licence. 6. Other legal requirements You may have other legal requirements that are not set out in the minimum standards. Noncompliance with any financial market legislation will be taken into account during our assessment of your application (and during ongoing supervision). We may undertake monitoring or enforcement action, or refer the matter to other agencies as appropriate. CORPORATE INDEPENDENT TRUSTEE licensing application guide Version 1 published September

5 getting started fit and proper capability operational infrastructure financial resources govenance final steps Information for applicants A. Getting started B. What do we ask? This guide is divided into sections, following the order of the application. What will we ask? In each section you ll find the list of questions in the application form, including the things we ask you to provide. The guide has been designed so that you can read the minimum standards (A), see what you ll be asked when you apply (B) and read our comments (C), then assemble what you need. Many questions only need a YES/NO or similar short answer. If you re asked to explain something you can key your answer straight into the form, and/or supply a supporting document. What is your FSP number? (See comment 1) Applicant contact details please tell us the name of the entity or person applying, name of contact person, their position, address, phone and . Is this a separate or related body application? (See comment 2) Do you want to include related bodies under your licence? (See comment 2) If YES, how many related bodies do you wish to include? For each one please tell us the related body s name, FSP number, key contact person and their position, phone number and address. You must provide a certificate confirming your authority to apply. (See comment 3) Does the entity applying for the licence have any past, current or pending criminal prosecutions, civil litigations or administrative actions involving it? If YES, please provide details. Do you have any relevant parties, as defined in regulation 20? (See comment 4) If YES, please attach a document listing your relevant parties and indicate which, if any, of the relevant parties is the subject of any conviction, order or successful disciplinary action under a relevant proceeding or action (as defined in the Regulations). Do you request any special limits on your licence? If YES, please provide brief details. (See comment 5) Is your entity a licensed provider under the Financial Service Providers (Registration and Dispute Resolution) Act 2008? Is your entity a licensee under the Securities Trustees and Statutory Supervisors Act 2011 (note this Act will be renamed the Financial Markets Supervisors Act 2011 on 1 December 2014). Are any of your directors or senior managers licensed providers under the Financial Service Providers (Registration and Dispute Resolution) Act 2008? If YES, what are their names and FSP numbers? Is your entity a QFE or a member of a QFE group under the Financial Advisers Act 2008? If YES, what is the name of your group? CORPORATE INDEPENDENT TRUSTEE licensing application guide Version 1 published September

6 Are you a registered bank, non-bank deposit taker or licensed insurer? Does your entity or any of your directors or senior managers hold a licence or registration, relevant to financial services, in any overseas jurisdiction? If YES, please give registration/licence details for each person or entity. Is this licence application for a service that is incidental to another market service that is, or will be, covered by a licence? If YES, please provide details about your other services and licences. Please describe your business. (See comment 6) C. Our comments 1. FSP registration number This is your financial service provider number and you must have one before you can start your licence application. To get an FSP number you need to register on the FSP Register at As this process can take up to five working days we suggest you apply in advance. If you re including related bodies in your application, they ll need their own FSP number, and should also apply in advance if they don t have one, as you ll need to provide their FSP number in your application If you re already registered as an FSP, you need to log in to your FSP Register account and select the financial market service/s you want to be licensed for (we can t issue a licence until you do this). The licensed service won t be publically visible on the register until we issue your licence. 2. Related bodies a. You may apply for a licence that covers related body corporates (related bodies) who will provide part or all of the licensed service with you. If your licence is granted, you ll be the licensee and they ll be an authorised body. Under the FMC Act a related body corporate generally means a company in the same corporate group as the main applicant. An authorised body is named on your licence and can perform the licensed service, or any part of it. If you re applying for several licences, you can specify different related bodies to be authorised under each licence. If you have related bodies authorised under your licence, they must comply with all licence obligations and you need to provide oversight to ensure your group as a whole meets the minimum standards. b. At the start of your application we ask if you re making a separate or related body application. It s important to select the right option: Separate means you are applying for a licence for yourself or your entity, in your own right, and will be the licensee (called applicant in the application form) CORPORATE INDEPENDENT TRUSTEE licensing application guide Version 1 published September

7 Related body means another company in your corporate group has already applied for the licence and, if approved, you ll become an authorised body under their licence. Are you the licensee? If you re the one granted the licence, you re the licensee. You ll be responsible for the provision of the licensed service, including any part delivered by someone else. c. Do you want related bodies included in your application? If you re the intended licensee, we ask if you want related bodies authorised under your licence/s. If you do the related body/s will each need to complete an application form as well. The steps involved for each party: Applicants and related bodies each fill in an application form. If you re the licensee: In your application list the related body/s you want to include and provide some details about them (including their FSP number). Ask your related body/s to each complete their own application form and attach with your form when you submit your application. If you re the related body you: Provide your own FSP number, and tick the Related body box. Answer all the questions relevant to the licensed activities you will perform (if a question is not relevant just answer not applicable ). 3. Approval to apply You ll need to have your board or governing body complete and sign this certificate, which: Confirms the person or entity seeking the licence, and any related bodies to be authorised under the licence, meet all the criteria in the FMC Act (sections 396 and 400), and applicable Regulation19 Specifies the licence sought, and any related bodies to be authorised under that licence Names the person authorised to make the application You must attach a copy of the signed certificate to your application and retain the original, as we may ask for it later. The certificate must be signed by two directors of your governing body; or by a sole director if you only have one; or for individual applicants by the individual. If none of these options apply it must be signed by person/s authorised to bind the Applicant in relation to the matters covered in the certificate. 4. Relevant parties You are asked to name any relevant parties, such as business owners or people who indirectly control the applicant, and provide certain information. Who you must list is defined in regulation 20. CORPORATE INDEPENDENT TRUSTEE licensing application guide Version 1 published September

8 Numbered comments Our comments are numbered sequentially throughout the document, so if you call us about something we ve said you can just quote the comment number. 5. Limits on your licence You may ask for a limit on your licence, for example if you only want to provide independent trustee services to certain scheme/s. Please note, even if you don t ask for a limit, we may place one on your licence if you can only demonstrate the capability and resources to provide a limited market service. But we will consult with you before granting a licence that is more restricted than you applied for. 6. Describe your role as an independent trustee Your comments should cover the general nature and scale of any entity/s you are a trustee of, including ownership, corporate structure and any other information you think is relevant to your role. Please describe how the functions of the role of independent trustee will be fulfilled in practice, for example: Will the same individual always attend trustee meetings? How are decisions made concerning the actions to be taken in the trustee role? If you provide services other than the proposed licensed service, please give an outline of your products, services, clients, business locations, and note if those other products or services must be licensed. If you are not an existing trustee, please give a brief summary of your history in the financial services industry. CORPORATE INDEPENDENT TRUSTEE licensing application guide Version 1 published September

9 getting started fit and proper capability operational infrastructure financial resources governance final steps A. Fit and proper Your directors and senior managers must be fit and proper persons to hold their respective positions. 1. Your directors and senior managers (current or proposed), and any other relevant parties, must be fit and proper persons to hold their position. This requirement broadly covers the tests of: Good character covering integrity, probity, trustworthiness and reputation Capability competence, skills and experience for the position they hold (the next section on capability asks for more information about this). 2. You must have appointment, recruitment and human resource processes to ensure that directors and senior managers undergo a character assessment and that their competence, skills and experience are assessed before they assume their roles. 3. At least one or more of your directors must satisfy the independent requirement under the Act. 4. If you have related bodies under your licence, each entity s executive directors and senior managers who are responsible for the licensed service must meet these minimum standards. Information for applicants B. What do we ask? Please explain how you ensure your directors and senior managers meet and maintain the minimum standards of fit and proper. How many directors and senior managers are you supplying details for in relation to this application? For each of these directors and senior managers (including those of any related body included in your application) please provide full name, date of birth, position. You must attach a declaration completed by each person listed. C. Our comments 7. Directors and senior managers a. Who should you include in your application? This section relates to those who lead the licensed business. You need to include your: Directors current or proposed Senior managers current or proposed For related bodies executive directors and senior managers (the related body is asked to list these people in their part of the application). Relevant parties such as owners, people that indirectly control the applicant or directors and senior managers of those people will be asked to provide some details (see regulation 20 for a definition of relevant party ). 8. Who is a senior manager? The title senior manager means different things in different organisations. There is a definition of senior manager in section 6 of the FMC Act to guide you. It means you only need to list people who have a significant influence over the management or administration of the relevant entity. In smaller organisations this means you ll probably need to list all or most of your senior people. CORPORATE INDEPENDENT TRUSTEE licensing application guide Version 1 published September

10 The minimum standards in this guide apply at the time you seek your licence and on an ongoing basis. In larger organisations it means you may not need to list everyone who has a senior manager title. You only need to list people with significant influence on the management or administration of the entity such as the CEO or CFO. 9. What do you need to supply? a. Each person you list has to complete and sign a declaration, which you need to copy and attach to your application. You must retain the original signed hard copy as we may ask for this later. The declaration asks your directors and senior managers to tell us about their background and past conduct, provide details of their employment and qualifications, and give us consent to make checks with third parties such as the Ministry of Justice. Related bodies to be authorised under your licence are required to do the same for executive directors, and any senior managers responsible for the licensed service. Relevant parties will need to complete a more limited declaration with details of their relationship with the applicant and give us consent to make checks with third parties such as the Ministry of Justice. b. You ll find the templates for these declarations on our website. The form numbers are: Applicants: declaration SD1.1 for current/proposed directors, or SD1.2 for current/proposed senior managers Related bodies: declaration SD2.1 for executive directors of related bodies, or SD2.1 for senior managers of related bodies Relevant parties: declaration SD3.1 for directors of relevant parties, SD3.2 for senior managers of relevant parties, or SD3.3 for other individual relevant parties. 10. How will we assess good character? Good character means the integrity, probity, trustworthiness and reputation of the people leading your licensed business. Our assessment is based on factors including (but not limited to): Information in the declarations provided with your application Feedback from checks made with third parties Conduct indicating past non-compliance Convictions or involvement in dishonesty, deceit, theft or fraud Failure to manage business or personal financial affairs Dismissal from a position of trust Adverse information from other government agencies and regulators. We must also consider whether your owners or other relevant parties have had any convictions or successful disciplinary actions taken against them (in New Zealand or overseas). Regulation 20 provides CORPORATE INDEPENDENT TRUSTEE licensing application guide Version 1 published September

11 further details. 11. How will we assess capability? We assess the information supplied by directors and senior managers in their CVs and position descriptions in relation to the requirements of their roles (we ask for more information about roles and responsibilities in the next section on capability ). You ll find the curriculum vitae template (form SD1.3) on our website. 12. How do you meet and maintain the fit and proper standard? We need to know you have appropriate arrangements to ensure your directors and senior managers are fit and proper people to be involved with the licensed service when they take up their roles, and on an ongoing basis. Please describe how you determine someone is fit and proper. You ll also need to describe the controls and procedures you use to ensure standards are maintained on an ongoing basis. Your arrangements may differ depending on the size and nature of your business. Independence: 13. When you accept a position as the independent trustee of a restricted scheme, you must ensure that you meet the legislative criterion of independence at all times. We ll also expect you to self-certify that you meet this criterion on an annual basis. CORPORATE INDEPENDENT TRUSTEE licensing application guide Version 1 published September

12 getting started fit and proper capability operational infrastructure financial resources governance final steps A. Capability Your organisation must have the right mix of people, with the right skills and experience, in the right roles, to act as an effective independent trustee. 1. The people involved in performing the role of the independent trustee (collectively) must have an appropriate breadth and depth of relevant financial services know-how, whether gained here or overseas, to effectively manage the role of being an independent trustee. 2. Management roles include clear responsibility and accountability for: Effective operation of the key activities of being an independent trustee Risk management Financial management Compliance with product-specific laws and regulatory requirements Compliance assurance/internal audit to ensure controls and procedures are effective Information for applicants B. What do we ask? Describe how you will meet (and continue to meet) the minimum standards of capability for an independent trustee? Please provide details for anyone taking a material role in the activities of performing the role of an independent trustee (name, title and role, position description, CV). How do you define the roles, responsibilities and accountabilities of the people who take a material role in the activities of performing the role of an independent trustee? Please explain the recruitment and human resource processes you use to ensure these people have the right skills and experience for their roles. How do you access external advice when your team s capabilities don t cover an area of expertise needed by you in performing the role of independent trustee? C. Our comments 14. Who do we want to know about? a. We need to assess whether your company, as a whole, has the right skills and experience to perform the role of an independent trustee. So here, we need to know about all individuals that will have a material impact on any action you take in performance of the independent trustee role: Your directors and senior managers already covered in the previous section Other key people, for example any staff member who may represent the entity at trustee meetings. b. For your directors and senior managers, if you ve already provided information about their capability under fit and proper you don t need to do so again. c. For other key people we need to assess if they have the right skills and experience to perform the role of a trustee. You ll need to list each one and ask them to complete the CV template provided, and attach these to your application. d. They must have an understanding of the nature and duties of trusteeship. For example, having Workplace Savings NZ Inc. s Certificate in Trusteeship, or held community trustee roles, or previously held office as an independent trustee and have proven experience in that role. CORPORATE INDEPENDENT TRUSTEE licensing application guide Version 1 published September

13 3. Your arrangements ensure that your directors, management team, and anyone taking a material role in the activities of performing the role of an independent trustee are independent and have the skills and experience to perform their roles effectively. 4. Your business has access to any necessary expert professional advice (for example legal or tax advice) either through internal appointments or external consultants. 5. You demonstrate a commitment to keeping staff skills up to date (for example, through a continuing professional development plan for relevant staff or by their attending relevant courses). e. If they have been a trustee before, we ll consider industry experience, including the length and experience of previous roles and the size and complexity of scheme/s for which they have been a trustee for. If they have NOT been an independent trustee before, they may not be able to demonstrate depth and breadth of experience in respect of that particular role, but we ll expect strong general business and management experience and, preferably, some of this in financial services. They will need to explain how the experience relates to the independent trustee role, and comment on overall capability to perform that role. The primary role of an independent trustee is to be an independent voice within the scheme s trustees, so relevant roles may include experience with superannuation scheme operations. f. If they are a member of a professional body, we ask for details including the designation and the date the designation was awarded, and confirmation that the membership is up-to-date. 15. Roles and responsibilities a. You must provide an organisation chart showing how your business will be structured. This chart should show: Your management structure, the key positions and how these roles relate to each other (please include your directors) The names of the people filling the key positions The number of FTE (full-time equivalent) staff in each area of responsibility. b. For large organisations with several management layers you don t need to include: All your subordinate managers or departments (if any) Details of lower level managers and staffing, apart from an indication of numbers Parts of your business not connected to the activity of being an independent trustee. 16. Your processes We need to see that you have appropriate processes to ensure all relevant individuals are capable of performing their role, on commencement and on an ongoing basis. The requirement to ensure people are capable of performing their roles also applies to your directors, who are ultimately responsible for the business. This information is required for both your business, and for any related bodies to be authorised under your licence. 17. Professional advice Please comment on whether and how you ensure you have ready access to key expert advice when you need it (such as legal advice). We re not implying that you need to keep advisors on a retainer, just that you can access advice as CORPORATE INDEPENDENT TRUSTEE licensing application guide Version 1 published September

14 and when required. getting started fit and proper capability operational infrastructure financial resources governance final steps A. Material issues and reporting You have effective processes and procedures to identify and deal with material issues in your business. 1. You maintain effective methods for identifying and reporting to FMA any material change of circumstance or breach of your market services licensee obligations. 2. You have systems and procedures to: Ensure you can identify serious problems with managed investment products, the scheme, and/or events that may give grounds for concern. This includes events that may indicate governance issues with a scheme. Report the serious problem or event to FMA. Information for applicants B. What do we ask? Explain or demonstrate how you ensure material issues in your business are identified and appropriately dealt with. Explain or demonstrate how you ensure you identify breaches of your market services licensee obligations, serious problems or concerns in relevant schemes or material change of circumstances, and report them to FMA. Who (what position) is responsible for monitoring: Compliance with your market services licensee obligations? Material changes of circumstance? Reporting material changes of circumstances, or breaches of your market services licensee obligations, to FMA? C. Our comments 18. Material issues a. Under the FMC Act (section 412) you must have effective methods to: Monitor compliance with your market services licensee obligations and identify material changes in circumstance (by you or any authorised body) Report to FMA any breach or material change of circumstance that has happened, may have happened, or is likely to happen in relation to your licensed business (by you or any of your authorised body/s). b. You ll also need to provide certain specific notifications and reports to FMA (or to your supervisor), as CORPORATE INDEPENDENT TRUSTEE licensing application guide Version 1 published September

15 set out in the FMC Act and conditions of your licence. Please tell us how you will achieve this. c. A market services licensee obligation is defined in section 6 of the FMC Act and generally covers any obligation imposed by the: Conditions of your licence The FMC Act and Regulations d. Terms of any financial product you offer, or financial service you provide (or any court order related to your products and services). A material change of circumstance is defined in section 410 of the FMC Act and includes: One that adversely affects your (or any authorised body's) capacity to perform the licensed business effectively, or Any change that means you/your authorised body no longer satisfy all the requirements of sections 396(a) (f) or 400(1)(a) (e) of the FMC Act. 19. Identifying serious problems or material concerns Please explain your systems and processes for identifying serious problems with managed investment products in a scheme and/or events that give grounds for concern. For example, you may determine that the company appointed trustees have recommended and passed by a majority, decisions that favour the sponsoring employer and are not in the interests of members and beneficiaries. CORPORATE INDEPENDENT TRUSTEE licensing application guide Version 1 published September

16 getting started fit and proper capability operational infrastructure financial resources governance final steps A. Financial resources You must, at all times, have adequate financial resources to effectively perform the role of an independent trustee. 1. You must be able to pay your debts as they become due in the normal course of business. 2. You maintain an appropriate level of liquid assets at all times to cover reasonably expected contingencies in your business. 3. You have adequate and effective systems, policies, procedures and controls to: Monitor your financial resource levels Consistently calculate an appropriate level of liquid assets to hold for your business Assess the risk of your financial resources not being adequate to continue to provide the service, or a serious financial problem occurring Notify FMA if a material change of circumstance occurs, or is likely, in relation to the licence, as required in FMC Act section 410. B. What do we ask? Are you prudentially regulated by the RBNZ? Are you subject to prudential regulation or capital adequacy requirements in any jurisdiction? If YES, please provide details. What is your balance date? Who is your auditor? If you are NOT prudentially regulated by RBNZ you must also provide: Details of the systems, policies, and controls you use to meet the minimum standards for financial resources. (See comment 22) Your cash flow forecast for the next 12 months. A material change of circumstance includes becoming aware that you won t be able to meet your liabilities as they fall due. CORPORATE INDEPENDENT TRUSTEE licensing application guide Version 1 published September

17 Information for applicants C. Our comments 20. Cash flow forecasting a. You must be able to pay your debts as they fall due, plus have a buffer for reasonably foreseeable contingencies. There are no set thresholds for liquid assets. b. To satisfy yourself you can meet the minimum standards, we expect you to use a suitable forecasting mechanism. Your forecasts should show that you have access to sufficient financial resources over the projected term to meet your liabilities as they fall due in the normal course of business. c. In your application you must attach cash flow forecasts for the 12 months ahead, and explain how cash flow forecasting (or other cash flow management practices) fits into your systems and controls for managing your financial resources. d. You need to document the calculations and assumptions used in your forecast, and explain why they are appropriate. 21. Liquid assets Your liquid assets means: Cash (cash on hand and demand deposits) Cash equivalents (short term, highly liquid investments that are readily convertible to known amounts of cash and which are subject to an insignificant risk of changes in value) Trade receivables realisable within the next three months Assets you can reasonably expect to realise for their market value within three months. 22. Your systems, policies and controls If you are not prudentially regulated by RBNZ you ll need to provide an overview of how you manage your financial resources more generally. CORPORATE INDEPENDENT TRUSTEE licensing application guide Version 1 published September

18 A. Professional indemnity You must maintain an appropriate level of professional indemnity insurance cover for the nature and scale of your trusteeship/s. 1. You maintain an appropriate level of professional indemnity insurance to cover risks related to your trusteeship/s (if cover is available). 2. Your level of professional indemnity insurance cover is adequate and appropriate for the nature, scale and complexity of the market service you are licensed for there is no set minimum cover, it depends on your business. 3. You have sufficient resources to meet any policy excess. Information for applicants B. What do we ask? Please show you have adequate professional indemnity cover for each scheme you are a trustee of, and explain how you assessed this cover was adequate. Please tell us about any material exclusions or conditions in your policy/s. Do you have more than one professional indemnity policy? If NO, provide a copy of your insurance certificate. If YES, provide a summary of your policies. C. Our comments 23. Please tell us the level and scope of cover you think is necessary for your role, and explain how you assessed this and why you think that level and scope is reasonable. We expect you to have cover at or above that level and scope. If you don t think you need cover please explain why. If you can t get suitable cover please explain the steps you have taken to obtain cover. 24. We only require information on exclusions or conditions that could affect cover as a licensed independent trustee. For example, there could be other parts of your business, not within the scope of your licence, that are covered by the same policy. We don t need to know about exclusions that would have no impact on the cover for the licensed business. 25. Please also tell us if there are any claims currently notified under your policy that relate to your role as an independent trustee. CORPORATE INDEPENDENT TRUSTEE licensing application guide Version 1 published September

19 getting started fit and proper capability operational infrastructure financial resources governance final steps A. Governance You must have a high-level body responsible for overseeing compliance with your licence obligations and ensuring appropriate risk management. 1. You have a clear reporting and governance framework covering all key aspects of your business (or proposed business) including compliance obligations and key risks of the business. 2. You have an oversight body responsible for overseeing compliance it should not be solely the responsibility of risk, compliance or internal audit functions. 3. You have appropriate arrangements to ensure your oversight body and other senior managers and directors get timely, and sufficient, high quality governance and management information to allow for proper oversight and decision making. 4. Your oversight body considers the adequacy and robustness of its governance and compliance arrangements at least annually. 5. Related bodies your oversight body is able to direct and oversee the provision of market services by any related body authorised Information for applicants B. What do we ask? Please name your oversight body Explain or demonstrate how they will oversee your (and your included related bodies) compliance with your licence obligations. Explain or demonstrate how they will ensure they receive sufficient and timely high quality information. C. Our comments 26. Your oversight body You must have an oversight body responsible for overseeing compliance with your licence obligations. Arrangements may vary depending on your business. In smaller organisations, the oversight body will often be the board of directors. If a company has only one director, they might perform this duty on their own. In larger organisations with more diverse operations, the oversight function may be performed by a committee composed of senior managers and representatives from legal, risk and compliance areas, with the board providing a high level of oversight across the licensed business. In that case we d like to know about the committee (we ll CORPORATE INDEPENDENT TRUSTEE licensing application guide Version 1 published September

20 under your licence (authorised body). already have details of your board from earlier questions). We haven t restricted the types of arrangement considered acceptable but you need to demonstrate that your arrangements ensure your business governance is effective. 27. How does it operate? In explaining how your oversight body operates, you need to tell us: Who the members of your oversight body are and how they are selected. If this is your board please tell us that but we don t need any other details about your board here, as you ll supply these under the fit and proper section of your form. The source of the body s authority (including any terms of reference, delegations and limits on its authority) How the oversight body s performance is assessed by the board How often it meets and the types of matters considered at the meetings What actions it can take to ensure the effective delivery and performance of the licensed market service/s, such as the ability to approve or require changes to key processes and controls. 28. How do you keep them informed? You ll also need to explain your processes for ensuring your oversight body gets the information they need to perform their role effectively, including comment on: Which matters are referred to the oversight body for consideration The nature of information provided to inform the oversight body s decisions When, and how often, that information is provided. In larger businesses, reporting to the oversight body may be a formal process, carried out in advance of periodic meetings. In small businesses where the oversight role is undertaken by the board or a single person, the process may be less formal. For example, your reports may be s sent as matters arise and, if required, clarified by a relevant person or you might attend meetings to report matters to your governing body. 29. Any related bodies to be authorised under your licence? If you will have any related bodies authorised under your licence (authorised bodies), please explain how your oversight body will oversee the licensed activities and ensure those bodies: CORPORATE INDEPENDENT TRUSTEE licensing application guide Version 1 published September Comply with the obligations of your licence Manage risks appropriately and treat clients fairly Provide sufficient good quality governance and management information

21 Deliver and perform the market service/s effectively. getting started fit and proper capability operational infrastructure financial resources governance final steps A. Governance: culture You have governance and compliance arrangements that promote a culture of compliance with your obligations as a licensee, and ensure appropriate risk management and fair treatment of members. 1. You have a good compliance culture, supported by systems, policies, procedures and controls. 2. We expect a good compliance culture to include the following: You clearly communicate your conduct expectations to staff, for example through a code of conduct or code of ethics Management actively supports professionalism in their messages to staff Remuneration, reviews, promotions and other incentives recognise professionalism and compliance, not just the achievement of revenue, cost or profit targets You have processes to identify and manage conflicts between the interests of the licensee (or individual staff) and members interests and you quickly resolve any issues in a way that is fair to members You allocate adequate time and resources for training, supervision and compliance activities Information for applicants B. What do we ask? How do you foster a good compliance culture - and ensure compliance with your obligations as a licensee, effective risk management and fair treatment of members? C. Our comments 30. Do you have a good compliance culture? You need to demonstrate that you (and any related bodies authorised under your licence) have a good compliance culture. This stems from an ongoing focus by management on culture and behaviours. We want to specifically understand the compliance policies and processes you have that meet each of the points in minimum standard 2. You should only include documents if they are necessary to demonstrate you are meeting the minimum standards. 31. How do you demonstrate it? In answering the questions in this section you may wish to tell us about specific steps you have taken (or will take) to promote the right attitudes and behaviour from managers and staff across your business, and the CORPORATE INDEPENDENT TRUSTEE licensing application guide Version 1 published September

22 Management encourages staff to report breaches or inappropriate behaviour, and deals appropriately with staff who report matters (for example through an independent whistle-blowing policy) Management willingly engages with relevant regulators in an open and honest manner, and are responsive to any regulatory concerns they may raise. Any related bodies operating under your licence must also promote a culture of compliance, appropriate risk management and fair treatment of members. effects of these steps. getting started fit and proper capability operational infrastructure financial resources governance final steps A. Governance: compliance assurance You must have adequate and effective arrangements for challenging and testing your own compliance, the compliance framework and the outcomes. Information for applicants B. What do we ask? What are your (and included related bodies) arrangements for testing compliance with policies, procedures and controls? 1. Compliance assurance you have adequate and effective arrangements to challenge and test the design and operation of your processes and controls, and the adequacy of your governance and management information. This is your compliance assurance programme. 2. Your compliance assurance programme goes beyond day to day controls for key processes, by including more in-depth testing of processes and controls including: The testing (and the design of it) is done independently of those involved in day to day processes and oversight for example testing is done by a separate compliance or internal audit function, or by an external organisation You allocate sufficient, appropriate resources to planning and carrying out the programme, and ensure those involved C. Our comments 32. Testing your compliance a. You need to have processes to test your compliance over and above the checks built into your operational systems and oversight of staff. The extent and type of testing you do depends on things like: The nature and size of your business How your systems and processes are designed The types and levels of risk in your business How involved your directors/oversight body are in overseeing day to day functions. b. Larger businesses generally have more formal processes and a greater separation between the governing body and staff, so you ll probably need more extensive testing to ensure the processes and controls are working as intended. c. Smaller businesses if the people in your oversight body directly manage the staff performing key functions, or perform the key functions themselves, you may be able to CORPORATE INDEPENDENT TRUSTEE licensing application guide Version 1 published September

23 have the skill and experience to carry out the work Your compliance assurance programme is approved by your oversight body Your oversight body is kept updated about progress against the compliance assurance programme you also report significant findings to them and follow up on remedial action needed. rely more on their direct oversight or knowledge of the business and do less testing. You may be able to focus your testing on areas where there are particular risks, or where you have less ability to manage the day to day functions, instead of comprehensively testing all areas of your business. d. You ll need to explain the nature and level of the testing undertaken, and why you consider this is appropriate for your business. You should also discuss how findings are reported and followed up on, where needed. Your compliance assurance programme isn t a policy document it s the programme of activities you do to perform the compliance assurance function. 33. Is your testing independent? a. Where practical, your compliance testing should be done independently of those responsible for undertaking, and directly managing, the functions to be tested. b. We expect larger businesses to have a separate compliance assurance and/or internal audit function responsible for creating a compliance assurance programme, undertaking the compliance testing, and reporting to the oversight body on progress and findings. For small businesses, we appreciate it may not always be practical for the compliance assurance to be done by someone who is completely independent of the person or team performing the business function. For example, the manager responsible for the business function may also have to do the compliance testing, or may directly oversee the compliance staff or in very small businesses, compliance testing may be achieved by staff peer reviewing each other s work. c. You may outsource all or part of your compliance assurance programme including establishing or reviewing your framework, and testing your compliance. This may be an appropriate option for small businesses that don t have the scale or structure to employ someone independent for the role. CORPORATE INDEPENDENT TRUSTEE licensing application guide Version 1 published September

24 CORPORATE INDEPENDENT TRUSTEE licensing application guide Version 1 published September

25 getting started fit and proper capability operational infrastructure financial resources governance final steps Final steps Have you Answered all the mandatory questions and given the answers you think best portray you? Provided all the mandatory documents needed? Checked if there s anything you want to add, change or delete? Kept a record of what you ve done? Information for applicants Our comments 34. Certifying your application When you mark the self-certification box you re signing the application and certifying that to the best of your knowledge you have included everything material to the licence sought. It means you need to be sure the information you re providing is true, correct and complete that nothing material has been left out. 35. Providing documents These are the main things you need to know: If you consider you have valid reasons for not having or providing a mandatory document, you can explain your reasons for not supplying it Many questions allow you to provide supporting material you ll be asked to give a document name and specific section we should read You can refer to one document for several questions but it is essential your documents are clearly named and the sections in them are numbered so that we can find the bits you want us to read. 36. Making fee payments Application fee details can be found on our website. Fee payments are by direct payment only. We ll supply direct credit details when you submit your application. 37. Submitting your application These are the main things you need to know: Once you are ready to submit your application contact us on and to Only submit your application once you have answered all the questions and have all the mandatory documents ready to attach. We will acknowledge receipt of your application and provide payment details, but will only be in touch again if we have further questions. CORPORATE INDEPENDENT TRUSTEE licensing application guide Version 1 published September

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