1. BUSINESS WITH CONFIDENCE icaew.com Online annual return

2. BUSINESS WITH CONFIDENCE icaew.com © ICAEW 2013 Welcome This presentation: gives an overview of how the new online annual return system works; explains how to log in; and covers the main screens. You’ll find FAQs at icaew.com/onlineannualreturn

3. BUSINESS WITH CONFIDENCE icaew.com © ICAEW 2013 Timing of your firm’s annual return The timing of your annual return won’t change when you move to the new system. Most firms will receive their annual return one month before the renewal of their PII. We’ll send to the firm’s nominated person an email with a unique login and a link to the online system.

4. BUSINESS WITH CONFIDENCE icaew.com © ICAEW 2013 Who will receive the email? The audit compliance principal if the firm’s registered for audit with ICAEW The DPB principal if the firm’s not registered for audit but holds an ICAEW DPB licence The Practice Assurance principal if the firm is neither registered for audit nor licensed for DPB activities

5. BUSINESS WITH CONFIDENCE icaew.com © ICAEW 2013 What will the email look like? The annual return will be sent from annualreturns@icaew.com The subject of the email will be, for example, ‘Smith Accounting’s annual return is available for you to complete online’.

6. BUSINESS WITH CONFIDENCE icaew.com © ICAEW 2013 Email security You’ll receive your password in a separate email. The first time you log in, you’ll be prompted to change your password. If you forget your password, ask for a reminder.

7. BUSINESS WITH CONFIDENCE icaew.com © ICAEW 2013 Your home page Once you’ve logged in, you’ll see ‘Hello’ followed by your name. This confirms you’ve logged in successfully.

8. BUSINESS WITH CONFIDENCE icaew.com © ICAEW 2013 Buttons on the home page My settings – change password here Supporting documents available as PDFs Home button – returns you to the online annual return home page Date and time of last login

9. BUSINESS WITH CONFIDENCE icaew.com © ICAEW 2013 The main buttons There are three main buttons on the home page. First, we’ll look at the ‘Annual return’ button.

10. BUSINESS WITH CONFIDENCE icaew.com © ICAEW 2013 Annual return button This button takes you to your annual return form. Click on the picture or the blue hyperlink to get to the electronic form.

11. BUSINESS WITH CONFIDENCE icaew.com © ICAEW 2013 The annual return form - introduction This is what you see when you first click on the annual return form. Let’s look at the sections in more detail.

12. BUSINESS WITH CONFIDENCE icaew.com © ICAEW 2013 Annual return form - important dates There are three key dates at the top of the form: 1.the production date, the date ICAEW generated your annual return; 2.the ‘as at’ date for the data on the form; and 3.the deadline date, the latest date for submitting the return. On the right-hand side there’s information about who last modified the return and when. This will only appear once you’ve changed and saved data.

13. BUSINESS WITH CONFIDENCE icaew.com © ICAEW 2013 The status of your return When we generate your return, its status will be ‘New’. Once you’ve started completing and saving data, its status will change to ‘In progress’. Once you’ve submitted the form, ICAEW will review it. At this stage, its status will be ‘Pending ICAEW’. Once our review is underway, its status will change to ‘Under Review’. Once our review is complete, its status will change to ‘Completed’.

14. BUSINESS WITH CONFIDENCE icaew.com © ICAEW 2013 Tabs on the annual return There are three tabs on the return. 1.FormThis is where you’ll find the questions relating to your firm. 2.AttachmentsThis tab allows you to attach documents. 3.HistoryThis lists all checkpoints and amendments in the lifecycle of the annual return.

15. BUSINESS WITH CONFIDENCE icaew.com © ICAEW 2013 Download as a PDF button When you click ‘Download as PDF’, the system will open a PDF copy of the annual return as it looks now, whether it’s blank, partially or fully completed. Once created, PDF copies of the annual return will work like standard PDFs. Once you’ve clicked Submit, we recommend you download a PDF copy of your completed annual return and save it on your computer.

16. BUSINESS WITH CONFIDENCE icaew.com © ICAEW 2013 Pages 16 pages will display until you’ve completed the first page. We strongly recommend that you complete page 1 first. The total number of pages may reduce once you’ve completed page 1.

17. BUSINESS WITH CONFIDENCE icaew.com © ICAEW 2013 The countdown clock When you start work on the form, a clock counts down from 10 minutes. The clock means the page is locked for editing. A colleague won’t be able to work on the same page, at the same time. Towards the end of the countdown, you can extend the time left to protect your access without losing any data. Later in this presentation, we’ll show you how to authorise colleagues to enter data.

18. BUSINESS WITH CONFIDENCE icaew.com © ICAEW 2013 Pre-populated data The first pages show data from our database on a particular date.

19. BUSINESS WITH CONFIDENCE icaew.com © ICAEW 2013 Pre-populated data You’ll be asked to check details of trading names, principals and offices. If the firm’s registered for audit, holds a DPB licence or has ICAEW licensed insolvency practitioners, you’ll need to check and confirm pages that relate to your registration or licence. Each section has an ‘Add new’ button so that you can add information that’s not in the return.

20. BUSINESS WITH CONFIDENCE icaew.com © ICAEW 2013 Completing the form Once you complete a page, click ‘Save’. The system will confirm that the data has been saved. If boxes are empty and require an answer, or if information you’ve typed doesn’t match our criteria, you’ll see a blue warning message.

21. BUSINESS WITH CONFIDENCE icaew.com © ICAEW 2013 Page numbers As you complete the form, page numbers will change colour. Green shows a fully completed page. Red shows information is missing. You’ll need to complete this page before moving on.

22. BUSINESS WITH CONFIDENCE icaew.com © ICAEW 2013 Important new information Page 4 asks for details of shareholding, voting rights and management board members. The new system requires all firms to complete this information.

23. BUSINESS WITH CONFIDENCE icaew.com © ICAEW 2013 Connected entities A connected entity is defined as a legal entity connected to your firm by virtue of a common principal or where principals are closely connected as spouse or parent/child. We’ll pre-populate details of any connected entities listed on our database so that you can check the information is current and correct. You’ll have the opportunity to add new connected entities.

24. BUSINESS WITH CONFIDENCE icaew.com © ICAEW 2013 Variable data After the pre-populated pages, you’ll be asked for variable data relating to your last accounting period.

25. BUSINESS WITH CONFIDENCE icaew.com © ICAEW 2013 Variable data The number of pages for completion depends on your firm profile. As well as sections relating to Practice Assurance, audit and DPB activities, if you’re licensed for insolvency or anti-money laundering, you’ll have sections for these areas too. If the firm is not regulated for any of these services, there’ll be fewer questions to answer.

26. BUSINESS WITH CONFIDENCE icaew.com © ICAEW 2013 Completing variable data You’ll be able to answer many variable data questions by choosing from a list, selecting a date from a calendar or by clicking a button. Always show financial information in pounds and pence.

27. BUSINESS WITH CONFIDENCE icaew.com © ICAEW 2013 Submitting your return Once you’ve completed all the questions and all the page numbers are green, you’ll be able to submit your annual return. Only the Practice Assurance principal, the audit compliance principal or the DPB contact principal can submit the return.

28. BUSINESS WITH CONFIDENCE icaew.com © ICAEW 2013 Attachments tab Attachments – You can use this for supplementary information, but only in exceptional circumstances. If you’re attaching a document, you’ll need to send us an email to say that you’ve included an attachment. If you don’t submit the annual return by the deadline, we’ll send you an overdue notification by email. You’ll be able view copies of notifications in the ‘Attachments’ section.

29. BUSINESS WITH CONFIDENCE icaew.com © ICAEW 2013 History tab The final tab is the ‘History’ tab. It tracks the lifecycle of the annual return from the moment it’s produced to the point its status changes to ‘Completed’. It also lists any amendments you’ve made to the standing data.

30. BUSINESS WITH CONFIDENCE icaew.com © ICAEW 2013 Past returns On the home page, there’s a ‘Past returns’ button. This page won’t display previous paper returns but, in future years, you’ll be able to view returns you’ve submitted online.

31. BUSINESS WITH CONFIDENCE icaew.com © ICAEW 2013 Authorise my colleague The final button on the home page is ‘Authorise my colleague’. If you’d like colleagues to have ‘view’ or ‘edit’ access to the system, you’ll be able to give them rights here.

32. BUSINESS WITH CONFIDENCE icaew.com © ICAEW 2013 Authorise my colleague Enter their name, email address and job title and we’ll send them a login and password.

33. BUSINESS WITH CONFIDENCE icaew.com © ICAEW 2013 More information If you have any questions that aren’t covered by our FAQs at icaew.com/onlineannualreturn and you still need help: – call our helpIine on +44 (0)1908 546 335 or – email annualreturns@icaew.com

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