Owner User Guide Registering a Company

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Caitlin Booker
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1 Owner User Guide Registering a Company 29 th March 2017 v.1 1

2 Contents 1. Starting the Application Company Details Company Name Company Address Company Website Nature of Company s Business Foreign Companies Horse(s) owned by the Company Completing Step 1. Company Details Directors and Company Secretary Role Personal Details Main Residential Address Contact Details Adding a Person Saving and Retrieving the Application Saving Retrieving the Application General Questions & Racing History Ownership Extras ROA Membership Ownership Packages

3 7. Accounting Review Declaration Payment Receipt Processing of your Application Starting the Application To register a company, you must first go to the British Horseracing Authority website and select Become an Owner. Select Company registration. This will take you to Step 1 of the registration form. 3

4 2. Company Details This is Step 1 of the Company Application. Here you will need to enter details of the Company you would like to register as a racehorse owner. 2.1 Company Name Firstly, enter the company name. This is a mandatory field. This is the name of the Company as it appears on Companies House. If the Company name exceeds the 40-character limit, an additional field will display asking you to enter a shortened version of the day within 40 characters. Please ensure that the company type e.g. Limited, Ltd or PLC is included in the name. 4

5 Screenshot displaying the Company Name field 2.2 Company Address This section allows you to enter the business address for the Company (mandatory field). You must first select a country. This will default to Great Britain; however, this can be changed by clicking on the arrow button at the end of the field. Click to expand list This will then display the full list of countries. Click the desired country to select it. If a foreign country is selected, you will be prompted to enter a manual address. Click on the first text box and start typing the address. A new line will be added once you have started typing in the second box. You can use as many lines as you require, but you need at least one to continue. 5

6 If you select a GB address, you will be prompted to enter the post code in the post code look up. Enter the post code and click the search icon. Alternatively, you can click on Enter Address Manually, this will display the manual entry boxes as shown above for a foreign address. Click to search Once the post code is entered and the search button is clicked, a drop-down box will be displayed, showing all the addresses connected to the entered post code. Use the arrow button at the end of the field to expand the drop-down list. Click on the desired address to select it. 6

7 2.3 Company Website This is a free text field which will allow you to enter the website address for the Company. It is not a mandatory field, so don t worry if your Company does not have one. You can leave this blank. 2.4 Nature of Company s Business This is a mandatory field which must be completed to progress the application. Click in the text box and begin typing to enter details of your Company s business. This box is limited to 250 characters. 2.5 Foreign Companies If you have a Company which is registered abroad, once you have selected the country and entered the address, you will be prompted to upload several documents to support your application. You must upload documents for each of the categories before progressing the application. These can be photocopies. 7

8 To upload the document, click the button. This will then display a pop up allowing you to search your document files. Select the required documents by clicking on them and click open. The documents will then be displayed on the screen. You can select the Bin icon to delete an image or click the cross in the top right hand corner to delete them all. 8

9 Click to delete all files Click to delete single file You may be required to submit a guarantee if there are less than three years accounts for the Company. 2.6 Horse(s) owned by the Company This is a free text field where you can enter the names of any horses which the Company owns, or has intentions of owning once registered. Multiple horses can be entered. If the horse is currently unnamed, you can enter the year of foaling and dam and/or sire. 9

10 2.7 Completing Step 1. Company Details Once all the mandatory fields have been completed, click to progress to Step 2. If some of the fields have not been completed, the incomplete fields will show a warning. You must complete these fields before continuing. If you no longer wish to proceed with the application, click. A pop up will be displayed asking for confirmation. If you select yes, you will be taken back to the home screen. If you click no, you will be returned to the Company Details screen. Screenshot of the cancel confirmation box 10

11 3. Directors and Company Secretary This is step 2 of the Company application. The progress bar can be used to return to previous screens by clicking on the Step. 11

3.1 Role This radio button allows you to select the role of the person you are adding. Click the circle to choose either Director or Company Secretary.

12 3.1 Role This radio button allows you to select the role of the person you are adding. Click the circle to choose either Director or Company Secretary. The fields will be greyed out until one of the options are selected. If you select Director, a check box will be displayed. Selecting this check box will indicate that the Director you are adding will require access to the New Racing Admin Site (NRAS) and will have administrative powers for the Company, known as the Key Director. During registration, you can only nominate one of the Directors to be a Key Director. Access for other Directors can be set up by the Key Director once the British Horseracing Authority have approved the Company. If you do not select any of the Directors to be a Key Director, access will be given to the Director which has been added first during the application. 12

13 3.2 Personal Details This section will allow you to enter the details of the Director or Company Secretary. Only the previous surname field in this section is not mandatory, the remaining fields must be completed to add the Company Secretary or Director. You can select the title by clicking the arrow at the end of the field to display a drop-down box. Click the desired title to complete the field. Forename, surname, and previous surname can be entered by clicking in the text field and typing. To add a date of birth, you can either type the date in manually in a DD/MM/YYYY format, or by clicking the calendar icon. This will display the calendar function. 13

14 Click here to show month/year ranges You can click the month and year at the top to display all the months for that year. Clicking on the year will display the year ranges. 14

15 Click on the Year, Month, and Day to select a date. You can also click to forward and back arrows on the calendar to move back and forward through the months and years. 15

16 3.3 Main Residential Address The next section prompts you to enter the main residential address for the Company Secretary or Director that you are entering. It is important that this address is correct for the person as it may be used to perform identity checks. These identity checks must be carried out for the British Horseracing Authority to complete the application processing. As with the Step 1, the address can be entered manually or by using the post code look up. If a foreign country is selected, manual address entry will be displayed. Click to search for address 3.4 Contact Details The contact details for the Company Secretary/Director should be entered in this section. The address and one telephone number are mandatory to continue with the application. The address is very important. For the first Director entered, this will be used to send the saved application and submission confirmation. If they are the Key Director, their will be required to log on to the New Racing Admin Site. 16

17 In addition to these details, you can select a preferred method of contact. This relates to how Weatherbys can contact the Company Secretary/Director if there are any queries regarding the application. To select a preference, click on the circle next to the desired contact method. Only one method can be selected. If a method is not selected, you will not be able to continue to step 3. Finally, there is a check box which you will need to select if you wish to not receive any future mailings from Weatherbys. 17

18 3.5 Adding a Person Once you have entered all the details for the Company Director/Secretary, you must then click to add the Director/Company Secretary. This will then blank the fields out so that you can enter additional people. The people who you have already added will appear in a list at the bottom of the screen. Key Director Contact Preference The star at the front of the Role will indicate if the person has been selected to be a Key Director. Whereas the one against the contact information, will indicate which is the preferred contact method. There is no limit to the number of Directors that you add, however you must have at least one Director before continuing. If a person is both a Company Secretary and a Director, then they will need to be added for each role. Once you have added the Directors and Company Secretary as required, you can then click to proceed to Step 3. As with Step 1 you can also click to exit the application. A warning will be shown if you have started adding details for a Company Secretary or Director but have clicked continue. If you choose to proceed you will lose those details you have entered if you do not click Add for the person. 18

19 4. Saving and Retrieving the Application Once a Director s details have been added with a valid address, you will be able to save the application and return later. 4.1 Saving From Step 2 onwards, there will be a save button at the bottom of each page. Clicking save on Step 2 will send an with a link and ID number which will allow you to retrieve the application, should you wish to finish it later. If you do not select Save on Step 2, an will be sent once you click continue and progress to Step 3. The application will be save automatically each time you complete a page and proceed to the next step. However, you can click Save at any point to save the information you have already entered. A message will also appear at the top of the screen. This will display the application ID. You will need this and the Company name to retrieve the application. 19

4.2 Retrieving the Application Once you have saved your application, you will be sent an email. In the email, there will be a link and an application ID.

20 4.2 Retrieving the Application Once you have saved your application, you will be sent an . In the , there will be a link and an application ID. This link will take you to the following screen. This will allow you to enter both the application ID and Company Name. Both must match and be correct to retrieve the application. Click submit once both pieces of information have been entered. You will then be taken to Step 1 of your application. Please note, you can only retrieve application which have not been submitted and completed. If you have entered direct debit details before you saved, you must reenter them on retrieval of the application. We do not store these details on saved applications for security purposes. 5. General Questions & Racing History In these sections, you will be asked to answer questions on behalf of all the Directors of the Company. There are four questions in each section. All questions must be answered to progress the application. The first set of questions are General Questions. You can use to progress bar at the top of the screen to return to Step 1 or Step 2. The second set of questions are regarding the Racing History of the Directors. From this screen (Step 4) you can return to Step 1, Step 2 or Step 3 by using the progress bar. 20

21 Click to return to step Each question will have a Yes and No radio button, click the circle to select the answer. If you answer Yes to any of the questions, a text box and file upload button will become available. 21

22 You must either add details into the text box or upload a support file. To do this click Add Files. This will display a pop up box for you to select the desired documentation from your own files. You can add up to five files per question. You can also delete one or all the files attached to that question (See 2.5 Foreign Companies for more information on file uploads.) On Step 4, question 3 is a multiple-choice question. You can select one or all three of the options or select no if they do not apply. As per previous steps, you can save and cancel. Once the questions are answered you can click to proceed to the next step. 22

23 6. Ownership Extras This screen allows you to select the additional options for your Company registration. 23

24 From this screen, you can navigate back to Steps 1 4 using the progress bar at the top of the screen. Just click on the step you wish to return to. 6.1 ROA Membership This section describes the benefits of joining the ROA. There is a tick box which is ticked as default. If you do not wish to join the ROA, you must click on the box to unselect it. 24

25 6.2 Ownership Packages Here, you can select extras to your Company registration. There are three options to choose from, you can choose from two packages containing extras such as VAT and Colours, or you can select to pay the Company registration fee only. You must select an option to continue (please note the fee s shown in the below image are not reflective of the Company Registration Fees and are just used as an example). To select, click add on one of the racing packages, or alternatively, click on the circle (radio button) to select Company registration only. 25

26 7. Accounting You will need to set up accounting arrangements to handle the racing transactions for your Company. This step allows you to set up a direct debit arrangement with the BHA. If your Company is registered abroad, you will automatically be given a BHA invoice account and will not be required to enter any bank details. You can decide later to change to a Weatherbys Bank account if you wish by contacting the Bank once your Company is approved as a Registered Owner. You can navigate to previous steps via the progress bar. Just click on the step you wish to return to. Click to return to required step You will be asked to confirm if you are using the Company bank account to pay for the details. 26

If you are using a separate account e.g. your own personal account, please select no. You will then be asked to complete a paper Direct Debit mandate.

27 If you are using a separate account e.g. your own personal account, please select no. You will then be asked to complete a paper Direct Debit mandate. This will need to be sent to Weatherbys within two weeks of registering the Company as a racehorse owner. If you are using the Company account, select yes by clicking on the radio button. You will then be prompted to enter the sort code, account number and account name. These details will be checked to ensure they are valid account details. If any details are incorrect there will be a message shown in red asking you to reenter the details. 27

28 Enter bank details here Once the information is entered, click Continue to proceed to Step 7. As with the previous steps, you can cancel at any point or save the application. Please note, bank details will not be saved and will need to be re-entered on retrieval of the application. 28

29 8. Review This step allows you to review all the information entered in the application. You can return to any previous step to amend the information using the progress bar. If you have answered yes to any of the general or racing history questions, these panels will be expanded automatically to show your answers. If you have answered no they will be minimized but you can expand them by clicking on the arrows. Please note the fees display are not reflective of the current Company Registration fees and are just shown as an example. 29

30 Click to return to previous steps Click to expand questions 30

31 8.1 Declaration On this section, you must complete the declaration on behalf of the Company before continuing. Viewing the full wording (by clicking here ) will open a new pop up browser window with the entire Declaration. To progress, you must click the checkboxes to show that you agree with the declaration and rules of racing. You must also type your name in the box. This will be held as an electronic signature. You can also view the Rules of Racing by clicking on the link. Once this has been done, you can click Proceed to Payment to continue to the next step. 31

9. Payment Our payments are handled by Sagepay, when you proceed to payment you will be taken to a screen which allows you to select which card type you d like to use.

32 9. Payment Our payments are handled by Sagepay, when you proceed to payment you will be taken to a screen which allows you to select which card type you d like to use. Credit card carry a surcharge of 2.7% whereas the debit cards carry a surcharge of 0.40p. Once you have selected the type of card you are paying with you will be taken to the next screen. 32

Here you will be asked to enter your card details including the long card number, expiry date and three-digit security code from the back of the card (CVC).

33 Here you will be asked to enter your card details including the long card number, expiry date and three-digit security code from the back of the card (CVC). Once you are happy with the details, click the confirm card details button to continue. The next screen will enable you to review your payment details. 33

34 d 34

You can click the arrows on the boxes to expand them to view this information. They will be minimized as a default. Click the Pay now button to proceed with the payment once you are happy.

35 You can click the arrows on the boxes to expand them to view this information. They will be minimized as a default. Click the Pay now button to proceed with the payment once you are happy. If you need to amend the details, click the back button. Depending on your card provider, you may be asked to enter your password for Verified by Visa. Click Submit to continue with the payment. You will then be taken back to the application and will be able to view the Receipt screen. 35

10. Receipt This is the final step of the application. This screen will show you the same information as the review page with the addition of What Happens Next.

36 10. Receipt This is the final step of the application. This screen will show you the same information as the review page with the addition of What Happens Next. From this screen, you can also download a PDF copy of your application to save and/or print. Click Download Receipt to display the PDF. You will not be able to navigate back to any previous steps at this point. You can return to the BHA website by click the link at the bottom of the receipt. 36

37 Screenshot of receipt page 37

38 11. Processing of your Application User Guide Registering a Company Once you have submitted your application it will be sent to Weatherbys for processing. There will be Identity checks carried out for each Director. They may be contacted to provided identification documents. When Weatherbys have processed the application, it will be sent to the BHA. The BHA will review the application and either approve or reject the application. Once a decision is made you will be contacted and informed of the outcome. The Key Director will receive log in details and will then be able to log on to the New Racing Admin site. From here, you will be able to register and maintain the following: o Authority to Act o Colours o Sponsorships o Ownerships o Invoices If you have selected a racing package as part of your application you will be able to register your colours, A2A and VAT depending on which package you selected. For further help on the above registrations, please see the relevant user guides. 38

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