R.O.S Annual Return Submission New Procedure (As updated on August 2016) Under the Societies Act 1966, Section 14, each company is required to submit an Annual Return to the Registry of Society in Malaysia within 60 days of Company s Annual General Meeting and by June each year. Failure to comply shall risk the company s registration to be cancelled under Section 13(1) (d), by the Registry of Society Section 1.0 - Creating New Company Secretary User Account Note: Whenever a new Company Secretary has been appointed, that Secretary would need to create a New Company Secretary User Account in eros system and request BBM HQ to link Company s Account to the New Company Secretary s User Account. Step 1: Log on to www.eroses.gov.my Step 2: Click Pengguna Baru Step 3: Key-in Company s Secretary Full Name, IC number and email as per submitted to BBM HQ. Page 1 of 15
Step 4: Click Daftar Step 5: Fill in all the necessary information and click Daftar when finish. Note: The address section is to be filled with the Postal Address for the Company Step 6: Click Ya in the following page. Page 2 of 15
Step 7: This page will be shown. Step 8: An activation email will be send to your email. Click on Sila klik di sini untuk mengaktifkan akaun anda. to activate the account. Note: It may take up to 48 hours for the email to arrive in your inbox depending on the rate of the server. Step 9: This page will appear and click Aktif Page 3 of 15
Step 10: This confirmation page will appear. Page 4 of 15
Section 2.0 - Submitting Annual Return (Penyata Tahunan) Please note that the year mentioned in the eros submission refers to the financial year which is the previous year. E.g. For year 2016, the company is submitting for Penyata Tahunan 2015 which comprises information from AGM Minutes of 2016, Officer Bearer List 2016 and Financial of year 2015. Prepare the following documents before starting: - Officer Bearer List (current year) - Financial Statement (previous year) - AGM Minutes (current year) - Total Number of Members (can be obtain from your company s Statistics) Step 1: Log in with Company Secretary User Account at www.eroses.gov.my Step 2: Terms and Condition (Terma dan Syarat) page will appear and click Setuju. Step 3: Profile Menu (Menu Profil) will be shown. Page 5 of 15
Step 4: Click on Penyata Tahunan Cawangan, click Penyata Tahunan and click on Step 5: This page will appear. Then, fill in the General Information Maklumat Am. It is important to fill in Bilangan Ahli yang Berdaftar (Number of registered Members = Officers+Boys&Girls). For Gabungan/Bersekutu Dengan Pertubuhan Dalam Negeri Dan/Atau Luar Negeri, select Tidak Step 6: If your company have a bank account, register the company s account. Click. Step 7: This page will appear, fill in Company s Bank Account information. Page 6 of 15
Step 8: Then, click Simpan and click Seterusnya. Step 9: At the Maklumat Mesyuarat Agung, fill in the particulars and click Simpan follow by Seterusnya. Bilangan Ahli Berdaftar Pada Tarikh Mesyuarat Diadakan means the Members (Officers, Warrant Officers or Staff Sergeant) that was present in the AGM. Bilangan Ahli yang Boleh Mengundi means the Members that has voting rights (i.e. Officers Only) Step 10: At Maklumat AJK, click. Step 11: Fill in the particulars of the officer and click Kemaskini. Page 7 of 15
Step 12: Do the same for all officers. After that, click Cetak AJK follow by Seterusnya. Step 13: At the Maklumat Juruaudit, click on. Step 14: Choose between options of Juruaudit Dalaman (Internal Auditor) or Juruaudit Bertauliah (Appointed Auditor) and click Simpan. An appointed auditor is not compulsory. Note: According to Societies Act 1966, Section 24(a), Every registered society shall once at least in every year submit its accounts for audit by an auditor approved generally or for any particular audit by the Registrar. Page 8 of 15
Step 15: Fill in the information of the auditor and click simpan. Step 16: Once all auditors are added to the list, click Seterusnya. Page 9 of 15
Step 17: At Penyata Pendapatan dan Perbelanjaan (Income and Expenses Statement, fill in the necessary information. Page 10 of 15
Step 18: At the Aset dan Liabiliti section, put all value at 0. Tick Dengan ini saya mengaku bahawa persatuan ini tidak mempunyai sebarang aset dan liabiliti and click Simpan followed by Seterusnya. Step 19: If your company gives/receives donation from other countries, please fill in the Sumbangan dari/ke luar Negara. If not, kindly skip this section. Page 11 of 15
Step 20: Fill in the necessary information and click Simpan. Step 21: After filling in the information for all transactions, click Seterusnya. Step 22: You will arrive to the section of Paparan and click Cetak Penyata to save a softcopy for company s keeping. After saving the softcopy & printing the hardcopy, click Seterusnya. Page 12 of 15
Step 23: At Pengakuan, tick Akuan Setuju Teriman and select Tidak. Step 24: After confirming that all the information provided are correct, please click Hantar. Step 25: Sent 1 copy of each document listed below to BBM HQ (at the address of 5, Jalan Anak Gasing 6/5, 46000, Petaling Jaya, Selangor) within 60 days of Company AGM and before 15 th of June each year. 1 Hard-Copy of Annual Return Statement (Cetakan Penyata Tahunan**) Signed by Captain & Secretary [As per submission] 1 Hard-Copy of Officer s Bearer List (Cetakan AJK) Signed by Captain & Secretary [Current year] 1 Hard-Copy of Financial (Income and Expenses) Statement Signed by Captain & Treasurer [previous year] 1 Hard-Copy of AGM Minutes Signed by Captain & Secretary [current year] Page 13 of 15
**Sample of Cetakan Penyata Tahunan Page 14 of 15
Section 3.0 Change of Company Secretary or Company Address Write in officially via email to BBM Headquarters at hq@bbmalaysia.org for request of change of Company Secretary or Company address. In the email, supply the following information: 3.1 Change of Company Secretary Name of Current Company Secretary Name of New Company Secretary IC No. of Current Company Secretary IC No. of New Company Secretary Password for the New Company Secretary User Account Note: Whenever a new Company Secretary has been appointed, that Secretary would need to create a New Company Secretary User Account in eros system and request BBM HQ to link Company s Account to the New Company Secretary s User Account. Refer to Section 1.0 for creating of New Company Secretary s User Account. 3.2 Change of Company Address Current Company Address New Company Address Note: There will be a charge of RM10 by the ROS for changes of address. Page 15 of 15