| Registrar
and Transfer Agency Services |
| SCOPE
OF WORK - PHYSICAL HOLDINGS: |
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Attending
to all manual work, maintaining office establishment. Acceptance
of letters/documents, issue acknowledgement therefore, attending
to the day-to day correspondence including replying to queries
complaints Government / Court Orders / Complaints. |
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Maintenance
of various files / Registers/Documents as will be required from
time to time such as. |
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Income-tax
exemption certificates. |
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Prohibitory
Orders. |
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Duplicate
unit certificates/warrants/agents commission cheques, Registers. |
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Register
for minors attaining majority |
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Inward
/ Outward mail. |
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Returned
Certificate Register. |
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Returned
Dividend Warrant Register. |
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Death
/ claim Register etc. |
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Alpha
list of all investors. |
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Attending
various other works and maintaining records/registers : |
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Issue
of duplicate certificates (due to lose / mutilation etc.) |
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Issue
of duplicate dividend warrants / ADU statements. |
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Settlement
of Death claims - Issue of corrected/fresh certificates with
relative statements etc. wherever applicable. |
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Validation
of Dividend warrants / commission cheques. |
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Lien
wherever applicable. |
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Change
of address. |
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Dividend
instruction, wherever applicable. |
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Change
of nomination making fresh nomination. |
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Any
other changes / corrections on unit certificates records (other
than bank account operations.) |
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1.
Transfer of Share :
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Accepting
transfer documents / certificates over the counter as well by
dak / Courier company's offices, issue acknowledgement. |
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Scrutiny
of transfer Documents : |
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Verification
of signature and other documents. |
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Issue
of objection letters, wherever required. |
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Maintaining
Transfer Register. |
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Following
usual Transfer procedures etc. |
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Signature
Scanning : |
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Recording
fresh signatures |
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Maintenance
of records |
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2.
Splitting / consolidation of Unit Certificate in marketable
lot:
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Maintaining
Splitt Register |
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Maintaining
Consolidation Register |
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3.
Processing and Printing of Dividend :
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Printing
of Dividend Register |
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Printing
of Warrants |
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Printing
of BPJR |
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4.
Reconciliation of Dividend Warrant :
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Printing
of paid list |
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Printing
of Unpaid list |
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Printing
of error list |
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Printing
of duplicate list |
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SCOPE
OF WORK FOR DEMATERIALISED HOLDINGS
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1.
ACCOUNT MAINTENANCE:
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Maintenance
of account holders' database on computer for account holding
on the NSDL and updation of the database using updates provided
by NSDL periodically. (currently these are provided fortnightly
but NSDL proposed to download the update data daily.) |
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Taking
backups of the database in accordance with the Backup cycles
prescribed by NSDL. |
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Handling
'Cash' Corporate Actions for account holders on the NSDL. |
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Generation
of various Statutory/ regulatory/Legal Reports and Returns in
respect of account holders on the NSDL. |
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Undertake
Regular Annual work in respect of account holders on the NSDL. |
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Attending
to correspondence for account holders on the NSDL. (directly
or through their Depository Participants) relating to 'Cash'
and 'Non-cash' Corporate Action. |
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Annual
Updation like tax status bank mandates or changes in the NRI
status or GPA's for the account holders on NSDL received from
the Account Holder directly or through the D.P. |
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2.
DEMATERIALISATION:
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Processing the Dematerialisation Requests Forms (DRF's) forwarded
by Depository Participants in accordance with the detailed procedure
prescribed by NSDL within 15 days of receipt of the DRF's and
certificates. |
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Destruction
of Certificates after making entries in the Register of Destroyed
Certificates. |
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Transfering
the holding from the shareholder folio to NSDL's folio (NSDL
will be the registered holder for all 'demat' holdings ) |
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Advising
the client about the distinctive numbers dematerialized to enable
the client to intimate the concerned Stock Exchange (s). |
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Maintenance
of following records : |
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Register
of Dematerialisation requests received |
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Physical
files containing Dematerialisation request forms |
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Register
of distinctive no. of certificates Dematerialised. |
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Register
of Dematerialisation rejected |
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3.
REMATERIALISATION:
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Processing
the Rematerialisation request Forms (RRF's) forwarded by the
Depository Participants in accordance with the detailed procedure
prescribed by NSDL within 30 days of receipt of valid RRF's. |
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Creating
a new folio (or adding to an existing folio) and creating rematerialised
shares to this folio. |
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Debiting
the NSDL account by the number of shares rematerialised. |
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Printing of certificates in the name of the applicable (s) and
dispatching them to the applicant under intimation to the Depository
Participant. |
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Preserve
Speciman signature for future reference. |
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Maintenance
of following records : |
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Register
of rematerialisation requests received |
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Physical
files containing Rematerialisation request forms |
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Register
of rematerialisation requestes rejected. |
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Advising
the client about distinctive numbers allotted to Rematerialised
Shares for their records and intimation to the concerned Stock
Exchange (s) (if required) |
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Advising
the client about distinctive numbers allotted to Rematerialised
Shares for their records and intimation to the concerned Stock
Exchange (s) (if required) |
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4.
DAILY RECONCILIATION OF BALANCE WITH NSDL:
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Reconciliation
between NSDL and Registrar : |
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The
Reconciliation is and End of Day (EOD) process. When EOD commences
shall keep the system free for interacting with the NSDL system.
As a part of EOD process, NSDL will download all the Dematerialization
requests and Rematerialisation requests pending in the queue,
if the queue was not cleared by that time. Similarly, Registrar
system will communicate the completion of Dematerialization,
Rematerilisation confirmation that may be lying in the queue.
After this stage, Registrar will firm up the holdings of NSDL
with the holding in the Register of Members, the quantity of
dematerialization requests pending and quantity of Rematerialisation
requests pending. Simultaneously NSDL will firm up its holdings
vis-à-vis Registrar and quantity of Dematerialization
and Rematerialisation requests pending asper NSDL records. |
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Registrar
shall then report Depository Holdings in the ROM at EOD Dematerialisation
requests and Rematerialisation requests pending at the EOD to
NSDL Electronically. |
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The
holdings as per NSDL records are matched with the NSDL holdings
as reported by Registrar. Discrepancies or mismatch between
NSDL Balance and Register Balance can arise due to requests
in transit between DP and the Registrar or vice-versa. Other
reasons could be due to snags in communication will be decided
by the nature of difference. MCS has to wait for successful
reconciliation message from NSDL before closing down the machine
or initiating new sessions after EOD. |
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If
Registrar is unable to communicate on the system to NSDL due
to technical snags, power failure etc. Registrar may communicate
the necessary information to NSDL through fax. |
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Maintenance
of the computer Hardware and Software environment prescribed
by NSDL to enable daily reconciliation of balances with NSDL. |
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