Options for the Submission of Reports, Applications and Other Documents to the SEC During Community Quarantine
This Accounting Alert is issued to circulate the SEC Notice which lists down the different options for covered entities in the submission of reports, applications, requests, compliance and other documents to the SEC during the effectivity of all community quarantine imposed due to COVID-19.
In the Notice issued by the SEC on June 24, 2020, investment companies, registered issuers of proprietary and non-proprietary shares/timeshares, public companies, corporate governance institutional training providers, and publicly-listed companies under the supervision of the Corporate Governance and Finance Department (CGFD) are advised to file or submit their reports and other documents to the SEC through ANY of the following means:
- Via courier services only
Printed/hard copies of documents with wet signature and proper notarization may be sent through courier or Philippine Postal Corp. using the SEC Express Nationwide Submission (SENS) facility. Two (2) original copies must be submitted if the company opts to have a return copy. If only one copy is submitted, this shall be retained by the Information Communication Technology Department (ICTD) for barcoding and microfilming. Printed/hard copies of documents shall be deemed to have been filed on the date they were received by the courier. Such date must clearly appear in the label or packaging of the courier.
- Via electronic mail only
Scanned copies of the printed/hard copies of documents with wet signature and proper notarization may be sent in portable document format (PDF) to the CGFD and ICTD through email at the addresses listed down in the Notice. Unless otherwise required by the SEC, the submission of documents through email shall constitute full and official submission such that the covered company shall no longer be required to file the hard copies, provided all the requirements for each type of document are complied with.
For documents not requiring notarization, a scanned copy of the document duly notarized and containing the necessary physical/wet signatures without the need of a notarized certification and the payment of filing fee (if applicable) are required. For documents requiring notarization, a scanned copy of the document containing the necessary physical/wet signatures, the notarized certification and the payment of filing fee (if applicable) are required. All covered companies are advised to use the attached template in the Notice for the required Notarized Certification.
- Via courier services and electronic mail
Covered companies may file printed/hard copies of documents through a courier of their choice or the post office by accomplishing the SENS form (Option 1) and, at the same time, furnish the CGFD with a scanned copy of the documents with or without payment through email at email@example.com (Option 2). In this case, documents shall be deemed to have been filed on the date they were received by the courier. The scanned copy emailed to the CGFD shall serve as notification only for the submission of the document. The document filed through courier or mail shall be considered as the final submission.
The SEC also informs covered companies that the modes of submission provided in the previous notice issued by the CGFD on June 8, 2020 shall not be strictly applied, and any of the three options in this Notice may also be availed of by the covered company. However, covered companies can choose only one mode of filing in submitting their reports, applications and other documents.
This Notice shall take effect beginning June 24, 2020 and shall be followed until further notice.
See attached Accounting Alert for further details.