Regulatory Requirements of State Bank of Pakistan

Sr.No. Name of Statement / Returns Frequency Due Date Submitted Online or in hard form
Fit and Proper Test (FPT) Documents of Directors and
1 Event base Within 7 days of their assumption of charge Hard Copy
CEOs
2 Minutes of BOD/AGM Event base Within 21 days of Board meeting/AGM

3 Removal/Resignation of President/CEO of banks/DFIs Event based Two month prior to their removal/ resignation Hard Copy

5 Chief Executive Plan - Visit Abroad Event Based Before Visit Hard Copy

6 Foreign shareholders Information Half yearly Within 15 days of half year end. Hard Copy
Shareholding information including subsidiaries on
7 Half yearly Within 60 days of half year end Send via Email
Excel provided by SBP(Cross Shareholding)
8 Shareholding Information on prescribed format Yearly Within 15 days of year end. Hard Copy
9 Shareholding of Chairman and CEO Yearly Within 15 days of year end. Hard Copy
10 Directors information under Rule 1963 of BCO Qtrly Within 30 days from end of the each qtr Hard Copy
 Other Requirement of SECP/Pakistan Stock Exchange

Sr.No Description Timeline To Whom

1 1st & 3rd Quarterly Accounts Within one month (As per The Companies Act 2017 Sec. 237) PSX-SECP
2 Half Year Accounts Within 60 days (As per The Companies Act 2017 Sec. 237) PSX-SECP
3 Annual Account Within Three Month PSX-SECP
4 Uploading of soft copy of Quarterly Accounts on UBL's Website

Email to SECP for transmission of Accounts through Company Secretary

5 SECP
Submission of 3 copies each of Quarterly Accounts to Commission, Registrar &
6 PSX PSX
7 Free Float through CDS Within 15 days of every Qtr PSX
Yearly after December within 30 days directly to Ses and Upload in
8 List of Shareholders PUCARS PSX
9 Annual Listing Fee Before 30 September PSX
10 Uploading of Quarterly Accounts to PSX PUCARS PSX
11 Uploading of soft copy of Quarterly Accounts on SECP e-services Portal SECP

All the companies having legal persons as their members of

shareholders are required to obtain and maintian information from
12 Maintenance of Register of Ultimate Beneficial Ownership Information their members and shareholders about their UBOI Within 90 days SECP
of this Circular/30 days in case of any subsequent change in UBOI.
Circular No. 16 of 2018

Pakistan Stock Exchange PUCARS

Sr.No Description Forms
1 Board Meeting Form-1
2 Approval of Date and Time for Holding the AGM Form-2
3 Financial Results for the Year Ended Form-3
4 Notice of AGM Form-4
5 Transmission of Anuual Report Form-5
6 Minutes of AGM/EOGM Form-6
7 Financial Results for the Quarter Ended Form-7
8 Transmission of Quarterly Report Form-8
9 Credit of Interim Cash Dividend Form-9
10 Credit of Final Cash Dividend Form-10
11 Payment of Annual Listing Fee Form-22
the companies quoted on the Futures Counter shall intimate to the Exchange the dates of book closure and corporate actions, if any, on or before 20th day of the month with a notice period
 Status
Done
Done

Done

Done

Done

Removed by PSX
Done
Done
Done
0th day of the month with a notice period of at least 21 days after the said 20th day for commencement of book closure.
 Board Meeting/Interim Dividend

Sr.No. Description Timeline

1 The Board approve the date of next BOD Meeting -
2 The date of BOD Meeting sent to Group Heads for information -
3 Emails and communications.
4 Email to Excom for obtaining list of Insiders.
5 Notice of Board Meeting Sent to Pakistan Stock Exchange 07 days prior to Baord Meeting
6 Notice of Closed Period issued through corporate communication 07 days prior to Baord Meeting
7 Agenda sent to Committee Meetings' members (BAC, BRCC, BITC & HRCC) 07 days prior to Committee Meetings
8 Agenda sent to the Board of Directors 07 days prior to Baord Meeting
9 Announcemet sent to Pakistan Stock Exchange, SBP & THK On the day of Board Meeting
10 Accounts Upload in Stock Exchange website Sent throuh email using digital signature
If the Board Announced Interim Dividend

The companies quoted on the Futures Counter shall intimate to the

Exchange the dates of book closure and corporate actions, if any, on
11 21 days Notice sent Pakistan Stock Exchange alongwith announcement
or before 20th day of the month with a notice period of at least 21
days after the said 20th day for commencement of book closure.

12 Book closure Min. 7 to Max. 15 days

13 Dividend Credit Start from commencement of Book Closure Within 15 days
14 Notice of Book Closure issued in Newspaper 7 days prior to Book Closure
15 Notice of Credit of Dividend sent to Pakistan Stock Exchange After Desptach of Dividend
16 Notice of Credit of Dividend in Newspapers After Intimation to Pakistan Stock Exchange
Status
 Internal Circulars/Notices

Sr.No. Description Timeline Status

1 Personal Investments in Shares - Directors 15 days
2 Disclosure of Interest Directorships/Memberships 15 days
3 Personal Investments in Shares - Executives 15 days
4 Notice of Closed Period 10 days prior to Board Meeting
 Time Table for AGM Related Activities

Activities before AGM Timeline Status

Approval from Stock Exchanges for Date and Time for Holding AGM Feb
Notice of AGM/Resolutions sent to Stock Exchange prior to its Publication Before 21 days
Newspaper advertisements regarding Notice of AGM Before 21 days
Notice of AGM along with Annual report to Shareholders/Directors Before 21 days
Notice of AGM email/FAX to SECP on the same day of publication same day of Publication
Submission of Newspaper to SECP in which Notice is Published same day of Publication
Submission of Annual Reports to PSX and 5 copies to SECP Islamabad same day of Publication

Activities after AGM

Form 29 for appointment of External Auditors 14 days
Form 26 (for Special Resoluiton) 14 days
Form 30 resolution passed by members U/S 208 15 days
Sumission of minutes of AGM to SBP 21 days as per SBP BPRD Circular No.2 dated 19 March 2013
U/s 242 five copies of Annual Accounts - SECP 1 month
U/s 156 Annual Return Form-A 30 days
Certified Copies of Minutes of AGM sent to PSX 60 Days
Credit of Dividend within 15 days after AGM within 15 days after AGM
 PSX
Sr.No. Name of Statement / Returns Frequency Due Date Submitted Online or in hard form
1 Notice of Board Meeting for consideration of Accounts Event based before 7 days of the meeting PUCARS and Hard Copy

Due to fall in Future Counter book Closure Shall be

CLOSURE OF SHARE TRANSFER BOOKS intimated to the exchange on or before 20th day of the HARD COPY
month of FEB. as per Sec 5.5.11 of PSX Rule Book
Yearly
2 Approval for Date and Time for Holding the AGM Yearly Before 1.5 month Pucars followed by Confirmation
3 Financial Results for the Quarter/year Ended Qtr During/immediately after the Board Meeting PUCARS followed by hard copy
4 Notice of AGM or EOGM (before Publication) Yearly At least 21 days before the AGM or EOGM PUCARS followed by hard copy
5 Transmission of Annual Report Yearly At least 21 days before the AGM PUCARS
6 Minutes OF AGM or EOGM Yearly Within 60 days PUCARS followed by hard copy
7 Transmission of Quertarly Report Qtr Within 30 days for 1st 3rd qtr & 60 days for 2nd PUCARS followed by hard copy
8 Credit Of Final Cash Dividend Yearly Within 15 days from AGM intimate Through PUCARS
9 Free Float through CDS Qtr Within 15 days from each qtr Submit via Share registrar
10 List of Shareholders Yearly within 30 days from the year end PUCARS Followed by email to PSX
11 Payment of Annual Listing Fees Yearly before the 30th September in each calendar year Pay order
12 Audite Free Float Certificate Duly Signed by President Yearly At least 21 days before the AGM Hard Copy
13 Appointment of Director Event based
 SECP
Sr.No. Name of Statement / Returns Frequency Due Date Forms
1 Annual Return Yearly Within 30 days From AGM Form A
2 Website Compliance Certificate duly Signed by the President Yearly Within 7 days from AGM Upload on website and send to commission
3 Submission of Annual Accounts Yearly At least 21 days before the AGM 3 hard copies by post & 1 via email
4 Appointments of Director, CEO Event based within 14 days Form 28 & 29
5 Appointment of Auditor/CS/Legal Advisor Event based Within 14 days Form 29