Use of information and communications technology in business registration rory voller
Company Registration using fully
automated Self Service Terminals
•Essence of self-service terminals (SSTs) is to provide an opportunity for owner-
managed businesses to register their company in a simple, accessible and
seamless process as well as to provide for additional services relating to
•A condition to transacting with the SSTs is that all parties involved have to
undergo identity verification through the Department of Home Affairs National
Identification System (Hanis), which is done through biometrics(fingerprint
•The SSTs are built on a paperless concept and all documents are dispatched
via e-mail. All customers must have a valid e-mail address and cell phone
•There are no paper forms to be completed and no signing of documents
•Incorporators and directors identity stored in database after verification
•The SST’s use touchscreen technology with simple data fields for submission
•Back office Human processing only required if a name is required. If not
elected then fully automated without Human intervention
Why Self service terminals
1. Customer Registration
2. Company Registration
Two Options for company registration are provided:
• Registering a company with the registration number as the name
• Registering a company, giving the customer the option to apply for a
name towards the end of the application process. Should all the
selected names be rejected, the company can be registered with the
registration number as the name or the customer can choose to
terminate the application and re-apply for name reservation
Services offered at the Self Service Terminal
3. Annual Returns
Three options for annual returns are provided:
Annual Return Calculations
Annual Return Filing
Annual Return Certificates issued
Disclosure of the enterprise and director details
Services offered at the Self Service Terminal
Identity Verification: Before you can begin to use the self-service terminal,
we need to verify your identity with the Department of Home Affairs.
• Incorporators need to enter their National Identity
Number(issued to all South Africans) and then scan their
thumbprints at the terminal
• Once both your thumbprints have been scanned, they are
automatically verified by the Department of Home Affairs in
real-time. A green result indicates that your identity was verified,
a red result indicates a problem.
• Once your identity has been verified, it acts as a signature for
the application alleviating the need for a paper form completion
Identity verification using biometrics/Fingerprint
Company registration process flow
•Customer Verifies Identity biometrically using National Identification System
• Register as a customer by completing data fields and then receiving a
• Complete Company and directors details and choose whether company
requires a name approval process or if company will be registered without a
• All directors must be present at the Self Service Terminal in order to verify
their identity and for them to be registered on the database.
• The company is registered ONLY with a standard Memorandum of
Incorporation document as contained in the Companies Act.
• Data is then submitted to the CIPC through the Self Service Terminal.
• Incorporator then makes payment for the registration at a bank which is
then matched to the customer code for automated processing and completion.
Company Registration process flow
• Registration data is held by the CIPC for 14 days which is the maximum
period for payment of the company registration transaction.
• Once payment is made the transaction starts getting processed.
• If no name is elected and payment reflects, the transaction is completed
within 10 minutes and the certificate of incorporation is immediately emailed.
• If a name/s is elected, data goes into a name approval process which takes
maximum of 3 days to complete as comprehensive a name checking process is
• If a name is approved, company is immediately registered and certificate of
incorporation emailed to the customer.
• If name/s is not approved, registration is either rejected or alternatively if
elected by the incorporator, the company is registered with the registration
number as the name and certificate of incorporation is emailed.
• Tax/PAYE: Pay as you earn registration to be included as an option for the data
captured via the SST to be submitted to the South African Revenue Service
• Company registration for Workmans Compensation
• Appointment and changes to Company Auditors
• Changes to directors namely resignations and appointments
• Changes to Company registered address
• Changes to Financial Year ends
• Registration of External/Foreign Companies and Local representatives
ICT Architecture Explained
• The SST System is a Web Based Application.
• All Business Logic and Business Rules are housed within a series of Web
• The Biometric Verification is done by scanning customer and director
fingerprints and securely accessing the South African Home Affairs National
Identification System Database where the scanned images are verified.
• The results are stored within the CIPC primary database and accessed via the
• All communications are done using a secure Internet Connection