Fiji - Apply for Extension of Period to Hold AGM

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Procedure

Apply In-Person:

1. To apply for Extension of Period to Hold AGM, the applicant must go to the Registrar of Companies office in Fiji. Contacts
2. The applicant must obtain the “Form A31 - APPLICATION FOR EXTENSION OF PERIOD TO HOLD AGM” Form from the authorities in the Registrar of Companies office.
3. Make sure that you have all the documents that are mentioned in the “Required Documents” section of this page.
4. The application form must be filled with the necessary details.
5. The filled application form must be submitted to the officials in the Fiji’s Registrar of Companies office.
6. After submitting the application, authorities will verify the application.
7. Then the officials will approve for the extension period mentioned in the application form to hold the AGM.
8. The processing time will be intimated to the applicant while applying.

Apply Online:
ROC Pass:

1. The “APPLICATION FOR EXTENSION OF PERIOD TO HOLD AGM” can also be made online in Digital Fiji online portal. Online Portal
2. This process can be made only if the applicant has “ROC Pass” for his/her active registered company.
3. On the web portal, select the “Apply” option.
4. It will take you to the “Login Via” page.
5. There will be two options available, namely, “e-Profile” and “ROC Pass”.
6. If you are a New User, then you have to create account in “ROC Pass”.
7. To get the “ROC Pass”, select “How to get ROC Pass” Link in the given website. Web Portal
8. Then, Enter “Username”, “Email address”, and “Password”.
9. Then enter the “Unique Entity Number”. (Business Name No. or the Company Number)
10. Now a new page will open, on this click on the “e-service” tab and then select “Digital Registration” option.
11. After that enter “Entity No”, and then “Tick the entity type (business name / company or foreign company)”.
12. Make sure that you have all the documents that are mentioned in the “Required Documents” section of this page.
13. Then, Complete the Digital registration form, and then “Upload required documents”.
14. Finally select the “Submit” option.
15. The ROC office will verify your digital registration application and process. Later, you will receive the ROC-Pass.
16. After receiving the “ROC Pass”, the applicant can file for the “APPLICATION FOR EXTENSION OF PERIOD TO HOLD AGM” using the “Login Credentials” on same website portal. Online Portal
17. The necessary information must be entered on the web page.
18. Make sure that you have all the documents that are mentioned in the “Required Documents” section of this page.
19. After submitting the application, authorities will verify the application.
20. Then the officials will approve for the extension period mentioned in the application form to hold the AGM.
21. The processing time will be intimated to the applicant while applying.

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Required Documents

For Extension of Period to Cease Holding Shares or Control:

• Proof of Consent (For representatives)
• Supporting document for TIN (if TIN is newly entered in this form)

For ROC-Pass Creation:

• Letter of Authorisation (LOA) for whom the ROC Pass Admin Role is to be assigned to(This must be assigned to an Officeholder or any other authorised personnel)
• LOA must have the following information
• Director/ Company secretary’s Name
• Email Address and Phone No
• Entity Name and No.
• Copies of tin letter/ joint card and a photo ID - Driver’s licence/ Birth Certificate/ Election Voter Registration. (EVR)

Other Documents for Digital Registration are:
BUSINESS NAMES (INDIVIDUAL/FIRM)

• Photo ID of individual(s) - business name holder.
• Tin card/Tin letter of individual(s) - business name holder.
• Latest Business Name Registration Certificate.
• Business name holder details. (including email address)
• Registered trust deed. (if applicable)
• Foreign company certificate if foreign company is the business name holder.
• Signed proof of consent of all business name holders if lodged by an agent.
• Foreign investment registration certificate. (if obtained)
• Directors’ consent. (Business name holders’ consent if it is firm)
• Other relevant supporting documents. (if any)

COMPANIES (PRIVATE/PUBLIC)

• Photo ID of individual(s) –officeholder (s) (Directors/ company secretary)
• TIN card/letter of all officeholder (s).
• Officeholder(s)details (including valid email address)
• Articles of Association. (if adopted its own)
• Registered trust deed. (if applicable)
• Director(s)’ consents, If more than one officeholder(s).
• Latest Company Registration Certificate.
• Letter of Authority if lodged by an agent.
• Latest change of Company Name Certificate. (if required)
• Other relevant supporting documents. (if any)

FOREIGN COMPANIES

• Photo ID of individual(s) – officeholder(s), local agent.
• Foreign company registration certificate. (issued by ROC)
• A statement of all subsisting charges excluding charges in relation to Property solely situated outside Fiji.
• Certified copy (or if a certified copy cannot be obtained, a copy of the instrument and a statutory declaration confirming it is a true and correct copy) of the charter, statutes or memorandum and articles of foreign company or other instrument constituting or defining the constitution of the foreign company.
• Signed Directors’ consent by all business name holders if lodged by an agent.
• Latest copy of Foreign Investment Registration Certificate. (FIRC)
• Foreign company Incorporation certificate. (Country of Incorporation)
• Other relevant supporting documents. (If any)

Office Locations & Contacts

Registrar of Companies Office
Level 2, Suvavou House Victoria Parade, Suva, Fiji
Phone: (679) 331 2981
Fax: (679) 3318 830
Hotline: 321-2311
Hours - Monday –Friday - 9.00 am – 5.00 pm
E-mail: [email protected]

[email protected]

[email protected]

Address & Contacts link
Location link

Eligibility

• Active Company Owner in Fiji is eligible to apply for this procedure.
• ROC Pass holder of an active registered company. (For online Registration)

Fees

• There is no fee for this procedure.

Validity

Explain the time until which the certificate/document is valid.
E.g. Birth Certificate Valid Forever

Documents to Use

Please attach documents that can be used by people. E.g. links

Sample Documents

Please attach sample completed documents that would help other people.

Processing Time

• The processing time will be intimated to the applicant while applying.

Related Videos

Videos explaining the procedure or to fill the applications.
Attach videos using the following tag <&video type='website'>video ID|width|height<&/video&>
from external websites.
Please remove the '&' inside the tags during implementation.
Website = allocine, blip, dailymotion, facebook, gametrailers, googlevideo, html5, metacafe, myspace, revver,
sevenload, viddler, vimeo, youku, youtube
width = 560, height = 340, Video ID = Can be obtained from the URL of webpage where the video is displayed.
e.g In the following url 'http://www.youtube.com/watch?v=Y0US7oR_t3M' Video ID is 'Y0US7oR_t3M'.

Instructions

All companies are required to hold AGM (Annual General Meeting) every year;

• For First time after registration - within 18 months from the date of registration.
• For subsequent years - within 6 months from the end of financial year.

Required Information

COMPANY DETAILS

• Company / Managed Investment Scheme name
• Company number (if applicable)

LODGEMENT DETAILS - Who should the Registrar contact if there is a query about this form?

• Firm/organisation
• Contact name
• Position description
• Telephone number (during business hours)
• Email address (optional)
• Level/Office building
• Street number and street
• Town/City
• Island

EXTENSION APPLICATION FOR PERIOD TO HOLD AGM

• Extension Period - From and To Date.
• Reason for the Extension

SIGNATURE

• Name
• Capacity – Director/Company Secretary
• Signature
• Date signed

Need for the Document

• This application helps to apply for extension to hold the AGM in the Company.

Information which might help

• The full form of AGM is Annual General Meeting.
• All local companies, foreign companies, or Business Name owners in Fiji must have digital registration of their Business/Company.
• The last date to complete their Digital Registration process in December 31, 2021.

Other uses of the Document/Certificate

Please explain what are other uses of obtaining this document/certificate.
E.g. Birth Certificate can be used as proof of identity.

External Links

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Others

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