Business Registration Directorate Manual.V1

BUSINESS REGISTRATION DIRECTORATE
MANUAL
Compiled by: Business Registration Team Revision number: 00

Reviewed by: Registrar General Date of Issuance:
Approved by: Board of Directors Controlled by: QMS Coordinator
Table of contents
Contents
1. Introduction ................................................................................................................................. 5
1.2 Planning for the Directorate...................................................................................... 5
2 Roles, Responsibilities and Authorities .............................................................................. 6
3 Management of Stakeholders Relationships ...................................................................... 7
4 Process Objectives and their Measurement ..................................................................... 11
5 Management of Departmental Communication ............................................................... 15
6. Process Inputs, Interfaces & Outputs .................................................................................... 24
7. Management of Organisational Knowledge and Lessons Learnt................................... 29
8.0 Process Descriptions ............................................................................................................... 33
8.1 Name Reservation ..................................................................................................................... 33
8.3 Searches and Correspondences ............................................................................ 43
8.4 Document Registration ........................................................................................... 47
8.5 Company Registration/Incorporation ..................................................................... 52
8.6 Resolutions .............................................................................................................. 59
8.6.1 Filing On-line Resolutions ........................................................................................... 59
8.6.2 Filing Physical Resolutions ......................................................................................... 64
8.7 Continuous Filling ................................................................................................... 69
8.8 Annual Returns ........................................................................................................ 74
8.9 Petitions/Applications ............................................................................................. 78
8.10 Digitization and Transfer of Documents .............................................................. 87
8.11 Business Clinics .................................................................................................... 91
8.12 Communication with the Regions/Branches ....................................................... 96
9. Risk Assessment and Mitigation Measures ......................................................................... 98
10. Handling of Nonconforming Outputs / Nonconformity and Corrective Actions .... 107
11. 0 Data Analysis ........................................................................................................................ 108
12.0 Generation of Reports for Different Purposes including Management Review ... 115
14.0 Amendment Log .................................................................................................................... 127
Appendix A: Departmental Objectives and Work Plans ...................................................... 128
Appendix B: Roles and Responsibilities ................................................................................. 128
Appendix C: Checklist for Name Reservation ........................................................................ 128
Appendix D: Stamping guidelines ............................................................................................. 128
Appendix 1: Process Flow Diagram for Name Reservation ............................................... 128
Appendix 2: Process Flow Diagram for Business Name Registration ............................ 128
Appendix 3: Process Flow Diagram for Conducting Searches and Correspondences
............................................................................................................................................................ 128
Appendix 4: Process Flow Diagram for Document Registration ...................................... 128
Appendix 5: Process Flow Diagram for Company Registration/Incorporation ............. 128
Appendix 6: Process Flow Diagram for Resolution.............................................................. 128
Appendix 7: Process Flow Diagram for Continuous Filling ............................................... 128
Appendix 8: Process Flow Diagram for Annual Returns..................................................... 128
Appendix 9: Process Flow Diagram for Petitions/Applications ........................................ 128
Appendix 10: Process Flow Diagram for Digitization and Transfer of Documents...... 128
Appendix 11: Process Flow Diagram for Business Clinics ................................................ 128
Appendix 12: Process Flow Diagram for Communication with the Regions/Branches
............................................................................................................................................................ 128
I. Foreword
URSB recognizes that providing Business Registration Services shall provide a

solution to many businesses that need access to credit and premium markets, hence
making the institution ‘A Centre of Excellence for Registration Services’.
Accordingly, the Business Registration Directorate is responsible for the registration

of public/private companies, foreign companies, legal documents and security
documents.
This manual has been developed to highlight the processes that are critical to give
confidence to the Business Community and General Public as they register their
businesses and documents, and it aims to standardize the processes within the
Directorate.
The manual is aligned to the Companies Act and Regulations, Business Names
Registration Act and Regulations, Registration of Documents Act and Regulations, and
Partnerships Act and Regulations.
1. Introduction
The Bureau is mandated under the Uganda Registration Services Bureau Act Cap
210 to register all business entities in Uganda which are required by law to be
registered.
The Business Registration Directorate therefore oversees the implementation of the

Companies Act and Regulations, Business Names Registration Act and Regulations,
Registration of Documents Act and Regulations, and Partnerships Act and
Regulations, and supports the citizens that engage with these laws.
1.2 Planning for the Directorate
The objectives of the Directorate are set at the beginning of every financial year basing
on the agreed strategic direction of the institution. The strategic objectives are further
elaborated into directorate objectives which then inform the annual work plan. This
annual work plan is the basis of the budgeting activities.
Planning also involves the identification of risks inherent in the activities that the
Directorate needs to manage in pursuit of achievement of their objectives.
(Ref: Appendix A: Directorate Objectives and Work Plan).

2 Roles, Responsibilities and Authorities
The Director Business Registration is responsible for the overall strategic planning for
the Directorate and provides weekly reports to the Deputy Registrar General in
charge of Registries. The Director Business Registration is supported by Managers,
and Officers. (Ref: Appendix B- Job Descriptions)
3 Management of Stakeholders Relationships
Stakeholder Relationship Required / Needs and Expectations Responsibility

To be Maintained
Top 4 (Registrar General, Cordial, respectful, open -Advisory services on issues Director Business
Deputy Registrar Generals relationship that enables the affecting the Directorate from Registration
and Board Secretary) Director Business achieving the set NTR target
Registration to
candidly discuss the
contentious issues at the
strategy level that have an
effect on the Directorate
Core Directorates like Cordial, respectful, open -Support and sensitization of Director Business
Chattels, Insolvency and relationship that enables the various core directorates to Registration
IP discussion of the understand what Business
contentious legal issues Registration Directorate does
faced by the clients that they in order to disseminate the
both share, that have an information to the various
effect on the Business clients they serve
Registration Directorate
Field Operations Unit Cordial, respectful, open -Support and training to the Director Business
relationship that enables staff at the Regional Registration
discussion of the Offices/Branches
contentious issues faced by -Inclusion of Regional
the staff at the Regional Offices/Branches in the
Offices/Branches in relation planning of the Directorate
to Business Registration
Support Cordial, respectful, open -Support and sensitization of Director Business
Units/Directorates like HR, relationship that enables the officers in the support Registration
Records, ICT, Legal, discussion of the needs of units/managers to understand
Procurement the Directorate what the Business Registration
Directorate does, and what
they expect from these support
units/directorates
External Stakeholders
General Public and the Cordial, respectful, open -Protecting and safeguarding Director Business
Business Community relationship that enables of registered businesses and Registration
discussion of the documents
contentious legal issues that -Protecting the general public
affect the General Public from unsuspecting
and Business Community conmen/middle men
-Advisory services concerning
Business registration and their
rights and obligations
-Educating and Sensitizing on
the benefits of formalising a
business that includes
statutory compliance
-Confidence in the services
offered by Business
Registration Directorate
-Support while navigating the
e-services provided by the
Directorate
-Dissemination of information
on the various services
provided by the Directorate.
-Adherence to the standards
stipulated in the clients charter
Regulators like NDA, Cordial, respectful, open -Protecting and safeguarding Director Business
FUFA, Bank of Uganda, relationship that enables of registered businesses and Registration
Law council, ICAPAU, discussion of the documents of their members
UNBS, URA among others contentious legal issues that -Advisory services concerning
and Umbrella Bodies like have an effect on their Business registration to their
members. members
PSFU, KACITA, UMA, -Educating and Sensitizing of
ULS, USSIA among others their members
District Commercial Cordial, respectful, open -Protecting and safeguarding Director Business
Leaders within the Local relationship that enables of registered businesses and Registration
Government discussion of the documents of the members in
contentious issues that their community
encourage their -Advisory services concerning
people/members to conduct Business registration to their
un-formal businesses members
-Educating and Sensitizing of
their members
-Facilitation during mobilization
and sensitization of their
members
Development Partners like Cordial, respectful, open -Support and sensitization for Director Business
World Bank, CEDEP, relationship that enables the development partners and Registration
USIAD feed the future discussion of the challenges donors to understand what the
among others and contentious issues that directorate does.
affect the business -Dissemination of information
community on the various services
available on the platform.
-Information sharing of the
different statistics and trends
concerning the business
community
-Implementation of the
recommendations made by the
Partners in line with
International Best practices for
continuous improvement.
-Support in sector specific
business formalization
programs
4 Process Objectives and their Measurement
Process Objective KPIs

Name Reservation To ensure that Name Reservation is -Turnaround time for reserving a name
carried out in a timely manner and only -Number of name reservation
names that conform to the set regulations applications received
are approved. -Number of approved name
reservations both at the HQ, Regional
Offices and Branches
-Number of rejected name
reservations
both at the HQ, Regional Offices and
Branches
-Number of Complaints or legal suits
registered in relation to reserving
similar names and nature of claims
Business Name To ensure that Business Name -Turnaround time for registering a
Registration Registration is carried out in a timely Business Name
manner and is compliant to the law. -Number of Business name
registration applications received
-Number of Business Names
registered both at the HQ, Regional
registered in relation to Business
Name Registration and nature of
claims
Searches and To ensure that searches are conducted in -Turnaround time for conducting
Correspondences an efficient, effective and timely manner searches
-Number of searches conducted both
at the HQ, Regional Offices and
Branches
-Categories of users requesting for
information
-Categories of registered documents
searched
Document Registration To ensure that Document Registration is -Turnaround time for registering a
carried out in a timely manner and is document
compliant to the law -Number of documents registered both
at the HQ, Regional Offices and
Branches
-Categories of documents registered
registered in relation to Document
Registration and nature of claims
Company Registration To ensure that Company -Turnaround time for Company
/Incorporation Registration/Incorporation (for both local Registration/Incorporation
and foreign) is carried out in a timely -Number of companies
manner and is compliant to the law. registered/incorporated both at the
HQ, Regional Offices and Branches
registered in relation to Company
Registration /Incorporation and nature
of claims
Resolutions (Both Online To ensure that resolutions are filed in a -Turnaround time for filing a resolution
and Physical) timely and compliant manner -Categories of resolutions registered
-Number of resolutions filed both at
the HQ, Regional Offices and
Branches
registered in to filing resolutions and
the nature of claims
Continuous Filling To ensure that continuous filling is -Turnaround time taken for continuous
conducted in a timely and Compliant filling
manner -Categories of documents filed.
-Number of continuous fillings
registered both at the HQ, Regional
registered in relation to continuous
filling and nature of claims
Annual Returns To ensure that processing of annual -Turnaround time taken for filling
returns filled is conducted in a timely and annual returns
compliant manner -Number of annual returns filed both at
the HQ, Regional Offices and
Branches
-Categories of companies filing returns
-Number of companies fined, flagged
or gazetted for non compliances
Petitions/Applications To ensure that quasi- Judicial powers are -Number of petitions handled both at
conducted by the Registrar of Companies the HQ, Regional Offices and
in a proper and timely manner. Branches
-Turnaround time taken for handling a
petition/application.
-Nature of cases filed
-Number of appeals from the decisions
of the Registrars
Digitization and Transfer of To streamline the process of conversion of -Turnaround time take in digitization
documents paper documents to electronic images and and transfer of documents
the transfer of hard copies safely to the -Number of documents digitized and
offsite storage facility transferred to the offsite facility
-Categories of documents digitized
and transferred to the offsite facility
-Number of Complaints arising from
loss of documents
Business Clinics To organize timely and cost-effective -Number of business clinics as per
Business Clinics that shall make an annual plan
impact on the target audience
-Number of participants registered
from the areas where the business
clinics are conducted
-NTR collected from the business
clinic
Communication with the To avail support to the Regional -Turnaround time taken to resolve a
Regional Offices/Branches Offices/Branches in a timely manner to matter/Issue
enable them work efficiently with minimal -Number of issues forwarded and
down time resolved at the HQ
5 Management of Departmental Communication
Process Stakeholder What to Communicate When to How to Who to Frequency of

Communicate Communicate Communicate Communication
Name Reservation Clients and the -How to access Online Name It should be -TV and Radio PRCA Unit It should be
General Public Reservation services on the continuous shows continuous
URSB website, as the -Social Media
institution migrates to online Handles like Face-
services book, Twitter
-Benefits e of reserving a name -FAQ on the
Website
Acknowledgement of On receiving of Email Its generated When need arises
application form for reservation application form Phone massages automatically by the (Ref to 8.1)
of name and ticket number system
Name reservation notice After approval of Email Reservation Officer When need arises
name Phone massages with copy to (Ref to 8.1)
Supervisor
Rejection notice On rejection of Email Reservation Officer When need arises
name Phone massages with copy to (Ref to 8.1)
Supervisor
Validity of the approved After approval of Email Reservation Officer When need arises
reservation name Phone massages with copy to (Ref to 8.1)
Supervisor
Supervisor Consultations of contentious In the event that the Telephone Reservation Officer When need arises
names for reservation Reservation Officer Face to face (Ref to 8.1)
is un-sure of a name Email
Business Name Client -How to access the Online It should be -TV and Radio PRCA Unit It should be
Registration Business Name Registration continuous shows continuous
services on the URSB website, -Social Media
as the institution migrates to Handles like Face-
online services book, Twitter
-Benefits of registering a -FAQ on the
business name Website
application form for business application form Phone massages automatically by the (Ref to 8.2)
name registration and ticket system
number
Quering of application Continuous Email Assigned When need arises
throughout the Officer/Registrar (Ref to 8.2)
process when need
arises
Certificate of Registration and After Final Decision Email Registrar with copy When need arises
Statement of Particulars has been done to the Supervisor (Ref to 8.2)
Searches and Client -How to online access online It should be -TV and Radio PRCA Unit It should be
Correspondences search services on the URSB continuous shows continuous
website, as the institution -Social Media
migrates to online services Handles like Face-
-Benefits of conducting a book, Twitter
search -FAQ on the
Website
Findings from the search After search has Email (Search Assigned When need arises
conducted in form of a letter or been conducted report or letter) Officer/Registrar (Ref to 8.3)
form depending on the client’s with copy to the
request Supervisor
Document Registration Client Benefits of registering a It should be -TV and Radio PRCA Unit It should be
document continuous shows continuous
-Social Media
Handles like Face-
book, Twitter
-FAQ on the
Website
Quering of application Continuous Through the BRS Registrar When need arises
throughout the system and the (Ref to 8.4)
process when the notice is issued to
need arises the client
Company Clients -How to access the online It should be -TV and Radio PRCA Unit It should be
Registration/Incorporat Company continuous shows continuous
ion Registration/Incorporation -Social Media
services on the URSB website, Handles like Face-
as the institution migrates to book, Twitter
online services -FAQ on the
-Benefits of Website
registering/incorporating a
company
application form for company application form Phone massage automatically by the (Ref to 8.5)
registration, documents and system
ticket number
process when need
arises
Resolutions (Both Clients -How to access the Online It should be -TV and Radio PRCA Unit It should be
Online and Physical) Resolution services on the continuous shows continuous
URSB website, as the -Social Media
institution migrates to online Handles like Face-
services book, Twitter
-Benefits of registering a -FAQ on the
resolution Website
Acknowledgement of resolution On receiving of the Email Its generated When need arises
application form and ticket resolution form automatically by the (Ref to 8.6)
number system
process when need
arises
Continuous Filling Client Benefits of continuous filling It should be -TV and Radio PRCA Unit It should be
that include statutory continuous shows continuous
compliance -Social Media
Handles like Face-
book, Twitter
-FAQ on the
Website

process when need
arises
Annual Returns Client -How to access the online filing It should be -TV and Radio PRCA Unit It should be
of annual returns, as the continuous shows continuous
institution migrates to online -Social Media
services Handles like Face-
-Benefits of filling annual book, Twitter
returns
-FAQ on the
Website
Activation link After verification of Email Account When need arises
the account Administrator (Ref to 8.8)
process when need
arises
Petitions/ Applications Petitioner/Applicant Serving the other party with the After journalizing the Face to face Registrar When need arises
application/petition application/petition (Ref to 8.9)
in to the BRS
Mediator To mediate the matter before a After receiving -Face to face Registrar When need arises
formal hearing is put in place response from the -Telephone (Ref to 8.9)
other party
Applicant/Petitioner Hearing notice After un-successful -Face to face Registrar When need arises
mediation -Telephone (Ref to 8.9)
When they should expect their After the -Face to face Registrar When need arises
written ruling proceedings (Ref to 8.9)
Ruling or order made After compilation -Face to face Registrar When need arises
and approval of the (Ref to 8.9)
ruling
Digitization and Officer Completion of incomplete Throughout the -Face to face Records Officer When need arises
Transfer of documents documents process when -Email (Ref to 8.10)
incomplete -Telephone
documents are
identified
External service To be available for the After indexing and -Email Records Officer with When need arises
provider of offsite verification of the physical batching physical copy to the Head (Ref to 8.10)
storage documents prior to transfer for documents Records Unit
storage
Business Clinics Supervisor, Business Preparation of the annual plan At beginning of the -Email Director Business At beginning of the
clinics for conducting Business Clinics financial year Registration financial year
(Ref to 8.11)
Key stakeholders Appointment to meet and One month to the -Email Assigned Officer One month to the
discuss the upcoming business business clinic -Telephone business clinic
clinic (Ref to 8.11)
Director Finance Funds and per diem needed for One week to the -Face to face Assigned Officer One month to the
the Officers business clinic -Email business clinic
(Ref to 8.11)
PRCA Unit The required IEC and branding One week to the -Face to face Assigned Officer One month to the
materials business clinic -Email business clinic
(Ref to 8.11)
Administrator The required transport and One week to the -Face to face Assigned Officer One month to the
stationary business clinic -Email business clinic
(Ref to 8.11)
Communication with Head or deputy of Matter/issue raised from the After receiving of -Phone call Liaison Officer at HQ When need arises
the Regions/Branches branch or regional Regional Offices/Branches issue from the -Email (Ref to 8.12)
office Regional
Offices/Branches
Follow up on the matter that It should be -Phone call Liaison Officer at HQ When need arises
has been forwarded continuous until the -Email (Ref to 8.12)
matter has been
resolved
Feedback from the Regional After the matter has -Phone call Liaison Officer at HQ When need arises
Offices/Branches been resolved -Email (Ref to 8.12)
6. Process Inputs, Interfaces & Outputs
Process Inputs Interfaces Outputs

Name Reservation -Application form for -Client -Filled in application
Reservation of Name -Supervisor form for Reservation of
-Existing databases (BRS, Name
EDMS and the Business -Email communications
Name Registry) to client like
-Device like laptop or smart acknowledgement
phone on the part of the email
client -Ticket number
-Internet -Name reservation
-Checklist for Name notice
Reservation -Rejection notice where
applicable
-Weekly report on
names reserved.
Business Name -PRN -Client -Proof of payment like
Registration - Application form for -Regulators like receipt
Business Name Registration FUFA, NDA -Email communications
- Name Reservation Notice to client like
- ID of directors or partners acknowledgement
in case it’s a partnership email
- Letters of recommendation -Ticket number
from the respective regulator -Filled in application
-Statement of Particulars, S form for Business
18. Name Registration
-Systems like BRS and -Filled in Statement of
EDMS Particulars
-Query sent to the client
where necessary
-Registration
Acknowledgement Slip
-Certificate of
Registration
-Certified copy of
statement of particulars
-Weekly report on
Business Name
Registration
Searches and -Duly filled in search Clients to include -Proof of payment

Correspondences application form or letter for MDAs and the -Search report or letter
a search letter General Public on the institution’s letter
-PRN head
-Systems like EDMS, FIS -Certified copies of
and BRS search report or letter
where needed
-Weekly report on
searches conducted
Document -PRN -Client -Proof of payment
Registration -Executed document -Duly certified -Instrument number
presented in triplicates English -Print notice
-Systems like BRS institutions like -Registered Document
-Certificate of attestation Makerere Institute
of Languages
-Advocate, judge,
magistrate,
commissioner for
oaths, and notary
public who issue
a Certificate of
Attestation
Company -PRN -Client -Proof of payment
Registration/Incorpo -Application form for -Acknowledgement
ration company registration email together with a
-Valid name reservation ticket number
notice -Query sent to the client
- IDs of directors/partners to provide the missing
- Memorandum and articles information
of Association -Certificate of
- Statement of particulars, Registration/Incorporati
S18 on
-Statement of nominal
capital if the registration
relates to a company limited
by shares
-Notice of appointment of
directors, Form 20
- Any resolution
- Form for registered
addresses
- Form 1 for the case of a
single member company
- Any other forms that may
be relevant and required by
the law.
-EDMS and BRS
Resolutions (Both -PRN Client -Proof of payment
Online and Physical) -Scanned resolution (JPEG -Filled in resolution form
and TIFF formats) to be -Email communications
registered to client like
-ID’s for Directors and acknowledgement
Secretary of the company email
-Resolution form -Ticket number
-EDMS and BRS
-Necessary stamps -Query sent to client if
necessary
-Registered Resolution
Continuous Filling -PRN Client -Proof of payment
-Amendments to company -Coupon
records -Tracking number
-Necessary stamps -Query sent to client
-BRS -Documents filled
Annual Returns -Account creation request Client -Duly filled in User

form account request form
-ID -Proof of payment
-Document of -Tracking number
Representation -Query sent to client
-Certified/audited books of where necessary
accounts -Approval notice
-PRN -Certified copy of
annual report
Petitions/Application -PRN - -Proof of payment
s -Written application/petition Applicant/petition -Summon
-BRS er -Written response
-Other party -Agreement in the event
named in the that the mediation was
petition/applicatio successful
n and -Mediation report
Respondent or -Hearing notice
their -Written/oral
representatives submissions
-Independent -Ruling
mediator -Record of proceedings
-Witnesses -Appeal where
necessary
Digitization and -Documents -All the Officers -List of inventory for
Transfer of -List of Inventory for involved in documents to be
Documents documents received business dispatched to the offsite
-EDMS registration storage facility.
-Server processes both at -Electronic records
-Offsite storage facility HQ and Regional -Physical records
Offices/Branches indexed, batched and
-External service transferred to the offsite
provider of offsite storage facility
storage
Business Clinics -Annual plan for conducting -Stakeholders like -Minutes of preparatory
Business Clinics local/community meeting with
-Requisition form leaders, police, stakeholders
-Branding Materials commercial -Report on business
-Stationary officers clinic conducted
-Field laptops and Mifi -Director Finance -Accountability form
routers -Administrator and receipts
-PRCA Unit
Communication with -Matter that needs to be -Head Field -Proof of
the Regional resolved Operations communication
Offices/Branches -Liaison Officer at between the Supervisor
the HQ at the Branches and
-Responsible Regional Office with the
office/Officer to Liaison Officer at HQ
handle the matter -Resolved matter
-Report on the issues
escalated from the
regional
offices/Branches to the
HQ
7. Management of Organisational Knowledge and Lessons Learnt
Process Knowledge Requirements Making Information Responsibility

Accessible to Process
Owners
Name Reservation -The Companies Act1 of 2012 -Through training of process Director Business
and Regulations owners Registration
-Business Name Registration -Documented process in the
Act, Cap.109 and Regulations manual
-Thinking outside the box
-Attention to detail
-Good judgment skills
-Excellent ICT skills
-Checklist for Name Reservation
-Relevant process for Name
Reservation
Business Name -Business Name Registration -Through training of process Director Business
Registration Act, Cap.109 and Regulations owners Registration
-Thinking outside the box -Documented process in the
-Attention to detail manual
-Checklist for Name Reservation
-Good organisation skills
-Relevant Process for Business
Name Registration
Searches and -The Companies Act1 of 2012 -Through training of process Director Business
Correspondences and Regulations owners Registration
- Business Name Registration -Documented process in the
Act, Cap.109 and Regulations manual
--Registration of Documents Act,
Cap. 81 and Regulations
-How to navigate the EDMS, FIS
and BRS systems
-Good writing skills
-Relevant Process for Searches
and Correspondences
Document Registration -Registration of Documents Act, -Through training of process Director Business
Cap. 81 and Regulations owners Registration
-Stamping guidelines -Documented process in the
-Attention to detail manual
-Relevant Process for Document
Registration
Company -The Companies Act 1 of 2012 -Through training of process Director Business
Registration/Incorporation and Regulations owners Registration
-Attention to detail -Documented process in the
-Good judgment skills manual
-Relevant Process for Company
Registration/Incorporation
-Stamping guidelines
-Good organisational skills
Resolution (Both Online -The Companies Act 1 of 2012 -Through training of process Director Business
and Physical) and Regulations owners Registration
-Relevant Process for
Resolutions
Continuous Filling -The Companies Act 1 of 2012 -Through training of process Director Business
-Good judgment skills -Documented process in the
-Excellent ICT skills manual
-Relevant Process for
Continuous Filling
-Good organizational skills
Annual Returns -The Companies Act 1 of 2012 -Through training of process Director Business
-Relevant Process of Annual
Returns
-Good organisational skills
Petitions/Applications -The Companies Act 1 of 2012 -Through training of process Director Business
-Civil procedure Code Act -Documented process in the
Cap.71 manual
-Evidence Act Cap 6
-Litigation and Trial advocacy
-Arbitration and mediation
- Communication skills
-Interpersonal skills
-Relevant Process of Handling
Petitions/Applications
Digitization and Transfer -Attention to detail -Through training of process Head Records
of records -Good oral and written owners Unit
communication skills -Documented process in the
-Familiarity with EDMS manual
-Records Management Policy
-Relevant process of digitization
and transfer of documents
Business Clinics -Excellent communication skills -Through training of process Director Business
-Good organisational skills owners Registration
-People skills -Documented process in the
-Listening skills manual
-Customer service
-Flexibility
-Business Registration services
-Relevant process of conducting
business clinics
Communication with the - Meticulous attention to detail -Through training of process Director Business
Regional - Excellent interpersonal and owners Registration
Offices/Branches communication skills -Documented process in the
-Relevant process of manual
communication with the Regional
Offices/Branches
8.0 Process Descriptions
8.1 Name Reservation
Controls /
Process Description Standards Responsibility
Authorisation
8.1.1 Filling in application form Applicant/client
8.1.1.1 The applicant/client shall log on
to https://ursb.go.ug/name-reservation/
to access the application form for name
reservation.
8.1.1.2 The application form for name
reservation shall be duly filled in and
shall include:
8.1.1.2.1 Details of applicant e.g: name,
email address, phone number;
8.1.1.2.2 Date of application;
8.1.1.2.3 Nearest URSB branch;
8.1.1.2.4 Nature and type of entity;
8.1.1.2.5 If it is a change of name or not;
8.1.1.2.6 If it is a renewal of expired
name reservation or not and;
8.1.1.2.7 The three choices of names
that the applicant is interested in, in
order of priority choice.
8.1.1.3 The submit button shall only
become active after filling in all the
mandatory fields marked with an
asterisk (*)
8.1.1.4 Upon submission, an
acknowledgement email shall be sent to
the client, with a ticket number for ease
of follow up.
8.1.2 Receiving and allocation of xx minutes Supervisor
application form
8.1.2.1 On receiving the application
form, the Supervisor shall then evenly
distribute the received applications to a
reservation officer.
8.1.3 Conducting of desirability tests xx minutes Reservation Officer

on the name
8.1.3.1The assigned Reservation Officer
shall conduct a desirability test on the
name to ensure that it is suitable,
desirable, not conflicting with the already
reserved names and not in use. (Refer
to Checklist for Name Reservation,
Appendix C)
8.1.3.2 Duplications shall be avoided by
conducting a search in the existing
databases (BRS, EDMS and the
Business Name Registry) on the name to
ascertain whether the name is already
reserved or has a close similarity to the
name already reserved / already in use.
8.1.3.2.1 The Reservation Officer shall
run the search using different techniques
including:
8.1.3.2.1.1 Breaking the name down and
looking for similar words in the existing
data bases;
8.1.3.2.1.2 Use of percentages during
the search process.
8.1.3.3 The best name option shall then
be selected from the availed three
choices.
8.1.3.4 Note: In the event that the
Reservation Officer is not sure of the
name, s/he shall consult with the
Supervisor before making any
conclusive decision.
8.1.3.4.1 Once a name is found
undesirable, it shall be flagged in the
system with the reason, in order for all
Regional Offices and Branches to be
aware/look out for.
8.1.4 Notifying the client xx minutes Reservation Officer
8.1.4.1 In the event that 8.1.3 is with copy to the
satisfactory, a name reservation notice Supervisor
shall be sent by the reservation officer to
the applicant, and a copy to the
Supervisor to contain:
8.1.4.1.1 Name chosen;
8.1.4.1.2 The14-digit Reservation
Number;
8.1.4.1.3 Expiration date;
8.1.4.1.4 Type of entity reserved and;
8.1.4.1.5 Date of reservation.
8.1.4.2 In the event that 8.1.3 was not
satisfactory for all the three options
availed, the applicant shall be notified
with the reasons for rejection and the
Supervisor shall be copied in.
8.1.5 Validity Period of the approved
reservation:
8.1.5.1 The Reservation
Officer/Registrar shall reserve a name
pending registration of company or
change of name of an existing company,
and any such reservation shall remain in
force for thirty days.
8.1.5.2 During the validity period, no
other company shall be entitled to
register with that name.
8.1.5.3 Note: The client shall therefore
be advised to proceed with the
registration within thirty days.
8.1.6 Report writing xx minutes Reservation Officer
8.1.6.1 On a weekly basis, the
Reservation Officer shall submit a report
to the Supervisor to include:
8.1.6.1.1 Total number of reservations
made;
8.1.6.1.2 Number of names rejected;
8.1.6.1.3 NTR collected;
8.1.6.1.4 Challenges faced and;
8.1.6.1.5 Recommendations.
8.1.6.2 The Supervisor shall consolidate
all received reports from the Reservation
Officers for onward submission to the
Director Business Registration.
8.1.6.2.1 In the event of Branches and
Regional Offices, the Supervisor shall
submit the report to the Head Field
Operations with copy to the Director
Business Registration
8.2 Business Name Registration
Controls /
Authorisation
8.2.1 Assessment and making of
payments
8.2.1.1 The applicant shall make a
payment assessment via the URA portal,
under the NTR tax head, and URSB
institution, and a PRN shall be
generated.
8.2.1.2 Payment in the bank/mobile
money/pay way/visa card shall be done
against the PRN, and a receipt shall be
generated
8.2.2 Filling in application form

8.2.2.1The applicant shall then log on to
https://ursb.go.ug/business-name-
registration/ in order to access the Applicant
application form for Business Name
Registration.
8.2.2.2 The application form for business
name registration shall be duly filled in
and shall include:
8.2.2.2.1 Applicant details like applicant
name, email, telephone, and nearest
URSB branch;
8.2.2.2.2 The14-digit name reservation
number;
8.2.2.2.3 PRN and;
8.2.2.2.4 Attachments like Name
Reservation Notice, proof of payment, ID
of Directors or Partners in case it’s a
partnership, letters of recommendation
from the respective regulator (e.g
National Drug authority, FUFA, CPA, and
Law council for a Pharmacy, Football
Club, Audit/Accounting Firm, and Law
Firm respectively) and a Statement of
Particulars, S18.
8.2.2.2.4.1 This statement of particulars
shall contain:
8.2.2.2.4.1.1 Business name to be
registered;
8.2.2.2.4.1.2 General nature of the
business;
8.2.2.2.4.1.3 Principle place of business;
8.2.2.2.4.1.4 Name and age of each
individual who are partners;
8.2.2.2.4.1.5 Nationality of each
8.2.2.2.4.1.6 Place of residence of each
8.2.2.2.4.1.7 Other business occupation
(if any) of each of the individuals who are
partners;
8.2.2.2.4.1.8 Date of commencement of
business;
8.2.2.2.4.1.9 Corporate name of each
corporation which is a partner;
8.2.2.2.4.1.10 Registered or principal
office of each corporation which is a
partner;
8.2.2.2.4.1.11 Date and signatures and;
8.2.2.2.4.1.12 Signature of declaration
from the Magistrate/Commissioner for
Oaths incase all the partners have not
signed as required in 8.2.2.2.4.1.11
8.2.2.3 Upon completion, the application
shall be submitted, and an
acknowledgement email shall be
received by the applicant together with a
ticket number for ease of follow up.
application form
8.2.3.1On receiving the application form
on the EDMS, the Supervisor shall then
evenly distribute the received
applications to the action officer.
8.2.4 Perusal of the application by the xx minutes Assigned Action Officer
action officer
8.2.4.1 The assigned action officer shall
peruse through the application for
completeness and compliance by
ensuring that:
8.2.4.1.1 All IDs have been attached and
that they are clear;
8.2.4.1.2 All the required attachments
are available;
8.2.4.1.3 The Statement of Particulars
has all the required information;
8.2.4.1.4 All the signatures are present;
8.2.4.1.5 The business name to be
registered is desirable and original.
8.2.4.2 In case the action officer is not
satisfied, s/he shall either query the
application, or shall reject it.
8.2.5 Verification of payment xx minutes Assigned Action Officer
8.2.5.1 The PRN and proof of payment
shall be verified on the BRS system that
is interlinked to URA to ensure that is
authentic and was paid under the right
tax head.
8.2.5.2 Once all the verifications are
complete, the actions officer shall
proceed to journalize
8.2.6 Journalizing xx minutes Assigned Action Officer
8.2.6.1 This shall involve entering
information in to the BRS, and the
additional information required under the
beneficial ownership register (including
individuals behind the business name
where a corporate entity is involved or
otherwise).
8.2.6.2 A Registration Acknowledgement
Slip shall be generated to include:
8.2.6.2.1 Track ID;
8.2.6.2.2 Reservation number;
8.2.6.2.3 Business name;
8.2.6.2.4 Documents submitted;
8.2.6.2.5 Applicant;
8.2.6.2.6 Officer that has journalized and;
8.2.6.2.7 Date.
8.2.6.3 The action officer shall then save
and proceed to pre-screening
8.2.7 Pre-screening xx minutes Registrar
8.2.7.1 This shall be a quality control
stage conducted by only the Registrar to
review all the information and
attachments provided to confirm
compliance before proceeding to the
next step.
8.2.7.2 A decision shall be made to
proceed to the next stage, query the
application or reject it.
8.2.8 Data entry xx minutes Records Officer
8.2.8 In the event that the pre-screening
stage is satisfactory, the Records Officer
shall capture the details in the business
registration form in to the BRS to include:
8.2.8.1.1 Details of the applicant;
8.2.8.1.2 Business activity;
8.2.8.1.3 Owners/partners among others.
8.2.9 Final decision xx minutes Registrar
8.2.9.1 This shall be the last quality
control stage that shall involve perusing
through the data captured in 8.2.8 to
ensure that it was captured correctly.
8.2.9.2 If it is not satisfactory, it shall be
sent back to the Records Officer for re-
work, whereas if it is satisfactory, the
Registrar shall confirm the certificate,
and shall then complete the application
8.2.10 Generation of the Certificate of xx minutes Registrar
Registration and dispatch to client
8.2.10.1 The Certificate of Registration
shall be generated and shall include:
8.2.10.1.1URSB water mark;
8.2.10.1.2 Electronic signature of the
registrar;
8.2.10.1.3 Seal of the Registrar General;
8.2.10.1.4 Registration number and;
8.2.10.1.5 Date of registration.
8.2.10.2 The Certificate and statement of
particulars shall then be sent to the
applicant via email with copy to the
Supervisor.
8.2.10.3 The status in the system shall
then change to registered.
8.2.11 Return of Certificate and Client
Statement of Particulars to URSB
8.2.11.1 On receiving of the certificate
and copy of statement of particulars by
the applicant/client, they shall be printed
out, signed off, and returned to URSB for
storage in the EDMS
8.2.12 Report writing xx minutes Registrar
8.2.12.1 On a weekly basis, the Registrar
shall submit a report to the Supervisor to
include:
8.2.12.1.1 Number of business names
registered;
all received reports from the Registrars for
onward submission to the Director
Business Registration.
8.3 Searches and Correspondences
Controls /
Authorisation
8.3.1 Receipt of a duly filled in
application form or letter for a
search
8.3.1.1 A duly filled in search
application form or letter for a search
Assigned Action
shall be received through email at
Officer
search@ursb.go.ug ,containing:
8.3.1.1.1 Applicant’s details in terms
of names, phone contact, and email
address;
8.3.1.1.2 Name of company,
business or document being
searched and;
8.3.1.1.3 Proof of payments of the
requisite fees.
8.3.1.2 In the event that the search
request is from a MDA (for example
URA, CMA, Uganda Police, IGG
among others), a signed request
letter written on an official headed
paper shall be sent through and no
payment shall be required.
8.3.2 Verification of the search 5 minutes Assigned Action
application form and payment Officer
8.3.2.1 This shall be done to
ascertain completeness, verifying
that all the necessary information
has been provided /attached and
that the payment was done and in
the right tax head.
8.3.2.2 Verification of payment shall
be done through the BRS system
that is interlinked with URA system
8.3.3 Searching for the required 10 minutes

information
8.3.3.1 If step 8.3.2 is satisfactory, a Assigned Action
search for the required information Officer
shall be conducted in all systems i.e.
EDMS, FIS and BRS
8.3.3.2 This shall be done to verify
the existence of the requested
record.
8.3.3.3 In the event that the required
information is not available, the client
shall be contacted and advised
accordingly
8.3.4 Extraction of data and 5 minutes
Assigned Action
availing it to client
Officer
8.3.4.1 Once the required data is
found, the officer shall extract it and
avail to client via email, with the
Supervisor copied in
8.3.4.2 In-case a letter is needed, it
shall be typed on the institution’s
letter head, scanned and sent to the
client
8.3.4.3 The search letter shall
contain
8.3.4.3.1 Address of the person
requesting for the search;
8.3.4.3.2 Date;
8.3.4.3.3 Subject Matter;
8.3.4.3.4 Details as per requested
and;
8.3.4.3.5 Name and signature of the
author of the letter.
8.3.5 Certification
8.3.5.1 In the event that certified Assigned Action
copies are needed, the client shall Officer
return the records provided in 8.3.4
that shall then be certified /stamped
after payment of the requisite fees
8.3.5.2 Certification of documents for
Government Agencies shall be done
at no charge
8.3.6 Report writing -
8.3.6.1 On a weekly basis, the
Assigned Action
assigned action officer shall submit a
Officer
report to the Supervisor; The report
shall include:
8.3.6.1.1 Number of on-line search
requests received;
8.3.6.1.2 Number of government
requests received;
8.3.6.1.3 Number of letters sent to
the clients;
8.3.6.1.4 Number of certifications
done;
8.3.6.1.5 Total number of NTR
collected;
8.3.6.1 The Supervisor shall
consolidate all received reports from
the assigned officers for onward
submission to the Director Business
Registration.
8.3.6.1.1 In the event of Branches
and Regional Offices, the Supervisor
shall submit the report to the Head
Field Operations with copy to the
Director Business Registration
8.4 Document Registration
Controls /
Authorisation
8.4.1 Assessment and making
payments Client
8.4.1.1The applicant shall make a
institution, and a PRN shall be generated.
8.4.1.2 Payment in the bank/Mobile
money/visa card/pay way shall be done
generated
8.4.2 Submission of executed
document to the registrar
Person executing or
8.4.2.1 The executed document shall then
claiming an interest
be presented to the Registrar in triplicates
under it or an agent
with at least one of them being an original/
of that person
or executed in wet link.
8.4.2.2 The document presented for
registration shall be presented by a
person executing or claiming an interest
under it or an agent of that person and the
Registrar shall confirm the identity of the
person.
8.4.2.2.1 The Registrar shall therefore
note the details of person delivering the
document to include name, and phone
number.
8.4.3 Verification of document and xx minutes Registrar
payment
8.4.3.1The PRN and proof of payment
shall be verified on the BRS system that is
interlinked to URA to ensure that it is
authentic, and was paid under the right
tax head
8.4.3.2 The document shall then be
examined and verified to ensure that:
8.4.3.2.1 It contains a subject;
8.4.3.2.2 It contains details of the
party/parties executing the document;
8.4.3.2.3 It was delivered in three copies,
with one being an original;
8.4.3.2.4 It contains a date;
8.4.3.2.5 The attachments referred to are
present;
8.4.3.2.6 It is of the right size, shape and
quality of paper;
8.4.3.2.7 It does not contain any seditious,
libelous, scandalous or indecent matter;
8.4.3.2.8 It is accompanied by a
translation in English from a duly certified
institution (Makerere Institute of
Languages) for documents that are not in
English Language;
8.4.3.2.9 The document does not contain
any white wash;
8.4.3.2.10 It does not contain inter
lineation, blank, erasure or alterations,
unless the persons executing the
documents have affixed their signatures
or initials to the inter lineation, blank,
erasure or alteration;
8.4.3.2.11 It is accompanied by a
certificate of attestation (issued by an
advocate, judge, magistrate,
commissioner for oaths, notary public etc)
in the event that the document contains a
thumb print used as a signature and;
8.4.3.2.12 It contains the required
signatures.
complete & satisfactory, the Registrar
shall proceed to journalize
8.4.4 Journalizing xx minutes Registrar
8.4.4.1 This shall entail entering the
information in to the BRS to include:
8.4.4.1.1 The applicant’s details;
8.4.4.1.2 PRN;
8.4.4.1.3 The parties to the document;
8.4.4.1.4 Type of document; (Power of
Attorney or affidavit among others) and;
8.4.4.1.5 Instrument number attached to
the document.
8.4.5 Print notice xx minutes
Registrar
8.4.5.1 A notice shall then be printed to
include:
8.4.5.1.1 Details of the applicant;
8.4.5.1.2 Type of document;
8.4.5.1.3 Date and;
8.4.5.1.4 Name and signature of the
registrar that has journalized.
8.4.5.2 The Registrar shall then proceed to
record manual processing.
8.4.6 Record Manual Processing and xx minutes Registrar
Stamping
8.4.6.1 This shall entail the Registrar
recording the legal document on file and
sorting of client’s copies and the file copy.
8.4.6.2 The Registrar shall then affix the
relevant stamps on the file copy as follows:
8.4.6.2.1 Stamp duty stamp;
8.4.6.2.2 Filing stamp;
8.4.6.2.3 Registrar stamp.
8.4.6.3 The Registrar shall also affix the
relevant stamps on the client’s copy as
follows:
8.4.6.3.2 Certified true copy stamp;
8.4.6.3.3 Registrar stamp
Note: Additional information shall be found
in the stamping guidelines in Appendix
D
8.4.7 Dispatch xx minutes
8.4.7.1 The client’s copies shall be Registrar
dispatched to the dispatch desk for the
client to pick up, while the file copy shall go
for record keeping
8.4.8.1On a weekly basis, the Registrar
shall submit a report the Supervisor to
include:
8.4.8.1.1 Number of documents registered;
8.4.8.1.2 Number of documents queried;
8.4.8.2The Supervisor shall consolidate all
received reports from the Registrars for
8.5 Company Registration/Incorporation
Controls /
Authorisation
8.5.1 Assessment and making of Client
payments
8.5.1.1 The applicant shall make a
generated.
8.5.1.2 Payment in the bank/mobile
money/pay way/visa card shall be done
generated
8.5.2 Filling in application form Client
8.5.2.1 The applicant shall then log in to
https://ursb.go.ug/registrations/ to access
the application form for company
registration.
8.5.2.2 The application name for
company registration shall be duly filled
in to contain:
8.5.2.2.1 Applicant details (Applicant
name, email, telephone, and nearest
URSB branch);
8.5.2.2.2 PRN;
8.5.2.2.3 Attachments that shall include:
8.5.2.2.3.1Proof of payment;
8.5.2.2.3.2 Valid Name Reservation
Notice;
8.5.2.2.3.3 IDs of Directors/Partners;
8.5.2.2.3.4 Memorandum and Articles of
Association;
8.5.2.2.3.5 Statement of Particulars, S18;
8.5.2.2.3.6 Statement of Nominal Capital
if the registration relates to a company
limited by shares;
8.5.2.2.3.7 Notice of Appointment of
Directors, Form 20;
8.5.2.2.3.8 Any Resolution;
8.5.2.2.3.9 Form for Registered
Addresses;
8.5.2.2.3.10 Form 1 for the case of a
single member company and;
8.5.2.2.3.11 Any other forms that may be
relevant and required by the law.
8.5.2.3 Upon completion, the application
acknowledgement email shall be
received by the applicant/client together
with a ticket number for ease of follow
up.
8.5.3Receiving and allocation of xx minutes Supervisor
application form
8.5.3.1 On receiving the application form
and accompanying documents on the
EDMS, the Supervisor shall then evenly
distribute them to the action officer.
8.5.4Perusal of the application by the xx minutes Assigned action officer
action officer
8.5.4.1 The action officer shall peruse
through the application and documents
for completeness and compliance by
ensuring that:
8.5.4.1.2 All the required attachments
are available;
8.5.4.1.3 All the required signatures are
available and tally;
8.5.4.1.4 The applications do not have
alterations, white wash or any missing
details.
8.5.4.2 The action officer shall further
verify the identity of the person
submitting the application to confirm
relation to the company (i.e. Director,
Secretary, or Authorized agent with proof
of authorization)
8.5.4.3 Incase the action officer is not
satisfied, s/he shall either query the
application, or shall reject it
8.5.5 Verification of payment xx minutes Assigned action officer
8.5.5.1The PRN and proof of payment
shall then be verified on the BRS system
that is interlinked to URA to ensure that is
authentic and was paid under the right tax
head.
proceed to journalize
8.5.6 Journalizing xx minutes Assigned action officer

8.5.6.1This shall involve entering
information in to the BRS, and the
individuals behind the company where a
corporate entity is involved as a
shareholder or otherwise)
8.5.6.2 The action officer shall then save
8.5.7 Pre-screening xx minutes Registrar
8.5.7.1 This shall be a quality control
stage that shall entail reviewing all the
information and attachments provided to
confirm compliance before proceeding to
the next step.
8.5.7.2 A decision shall be made to accept
for the next stage, query the application or
reject it.
8.5.8 Data entry xx minutes Records Officer

8.5.8.1 In the event that the pre-
screening stage is satisfactory, the
Records Officer shall capture the details
of the company in to the BRS to include:
8.5.8.1.1Nature of business;
8.5.8.1.2 List of the subscribers;
8.5.8.1.3 Directors if appointed;
8.5.8.1.4 Address of the company among
others
8.5.9 Data confirmation and final xx minutes Registrar
decision
8.5.9.1 This shall be the last quality
control stage that shall involve perusing
through the data captured in 8.5.8 to
ensure that it was done correctly
sent back to the records officer for re
registrar shall confirm the certificate, and
shall then complete the application
8.5.10Generation of the certificate and xx minutes Registrar
dispatch
8.5.10.1 The Certificate of
registration/Incorporation shall be
generated to include:
8.5.10.1.1 URSB water mark;
8.5.10.1.2 Electronic signature of the
registrar;
8.5.10.1.3 Seal of the Registrar General;
8.5.10.1.4 Registration number and;
8.5.10.2 The certificate shall then be sent
to the applicant via email with copy to the
Supervisor.
8.5.10.3 The status in the system shall
then change to registered.
8.5.11Return of Certificate and other Client
documents to URSB
8.5.11.1 The Certificate shall be printed
out, signed off by client and returned to
URSB with other documents like:
8.5.11.1.1 S 18;
8.5.11.1.2 National IDs;
8.5.11.1.3 Form 20;
8.5.11.1.4 Memorandum and articles of
Association.
8.5.12 Record Manual Processing and xx minutes Registrar
Stamping
8.5.12.1 This shall entail the Registrar
relevant stamps on the file copy as
follows:
8.5.12.2.2 Filing stamp;
follows:
8.5.12.3.1 Certified true copy stamp;
8.5.12.3.2 Registrar stamp
Note: Additional information shall be
found in the stamping guidelines on
Appendix D
8.5.13 Dispatch of certificate and xx minutes Registrar
documents
8.5.13.1 The file copy and client’s copies
shall be dispatched to the records unit and
dispatch desk respectively.
8.5.14.1 On a weekly basis, the Registrar
include:
8.5.14.1.1Number of applications
received;
8.5.14.1.2 Number of companies
registered;
8.5.14.1.3 Number of applications
queried;
8.5.14.1.4 Number of companies using
the lean memarts;
8.6 Resolutions
8.6.1 Filing On-line Resolutions
Controls /
Authorisation
8.6.1.1Assessment and making of
payments
Client
8.6.1.1.1 The applicant shall make a
institution, and a PRN shall be generated.
8.6.1.1.2 Payment in the bank/ mobile
money/pay way/visa shall be done against
the PRN, and a receipt shall be generated
8.6.1.1.3 The client shall then scan the
resolution to be registered and copies of
ID’s for Directors and Secretary of the
company in either TIFF, or JPEG image
format together with the proof of payment.
8.6.1.2 Filling in and Submission of the
Resolution Form Client
8.6.1.2.1 The applicant shall then log in to
https://ursb.go.ug/submit-resolution/ to
access the resolution form
8.6.1.2.2 The resolution form shall be duly
filled in, to contain:
8.6.1.2.2.1 Business Registration Number;
8.6.1.2.2.2 Full names, email, phone
number and nearest URSB branch;
8.6.1.2.2.3 Type of resolution being
submitted;
8.6.1.2.2.4 PRN and;
8.6.1.2.2.5 The necessary attachments like
the proof of payment, company resolution
both client’s copy and file copy for URSB,
and the ID’s for the Director and Secretary
8.6.1.2.3 Upon completion, the application
acknowledgement email shall be received
by the applicant together with a ticket
number, for ease of follow up.
8.6.1.2.4 Note: The categories of
resolutions that shall be handled on-line
include:
8.6.1.2.4.1 Resolution to open up a bank
account;
8.6.1.2.4.2 Resolution to appoint an
attorney;
8.6.1.2.4.3 Resolution to appoint a technical
director such a pharmacist and;
8.6.1.2.4.5 Resolution to change company
address.
8.6.1.3 Receiving and allocation of xx minutes Supervisor

application form
8.6.1.3.1 On receiving the resolution form
on the EDMS, the Supervisor shall then
evenly distribute the received form to the
assigned action officer.
8.6.1.4 Perusal and Verification xx minutes Assigned Action
8.6.1.4.1 The action officer shall peruse Officer
through the resolution form and the
attachments for completeness and
compliance by ensuring that:
8.6.1.4.1.1 The attachments are available
and are in the right image format;
8.6.1.4.1.2 All IDs have been attached and
8.6.1.4.1.3 The application falls within the
accepted filings;
8.6.1.4.1.4 The identity of the person
submitting the application is identified and is
either the Director or the Secretary;
8.6.1.4.1.5 Authenticity of signatures, along
with the applicants’ IDs and email for
purpose of curbing would be fraud or abuse
of process by applicants. This shall be done
by making reference to the EDMS.
8.6.1.4.1.7 Resolutions are dated and;
8.6.1.4.1.6 The PRN and proof of payment
shall also be verified on the BRS system
head.
8.6.1.4.2 Once all the verifications are
complete & satisfactory, the actions officer
shall proceed to journalize, however, in the
event that the verification is not satisfactory,
the application shall either be queried, or
rejected.
8.6.1.5 Journalizing xx minutes

Assigned Action
8.6.1.5.1 Journalizing shall involve entering
Officer
the information in to the BRS and the
individuals behind the company where a
corporate entity is involved as a shareholder
or otherwise)
8.6.1.5.2 The action officer shall then save
8.6.1.6 Pre-screening xx minutes Registrar
8.6.1.6.1 This shall be a quality control
stage that shall entail reviewing all the
confirm compliance before proceeding to
the next step.
8.6.1.6.2 A decision shall be made to accept
for the next stage, query the application or
reject.
8.6.1.7 Data entry and Final Decision xx minutes

8.6.1.7.1 The Records Officer shall capture Records Officer
the details of the Resolution form in to the andRegistrar
BRS, which shall then be checked by the respectively
Registrar to ensure that the details were
captured correctly
8.6.1.7.2 If it is not satisfactory, it shall be
sent back to the Records Officer for re work,
whereas if it is satisfactory, the Registrar
shall confirm the resolution, and shall then
complete the application
8.6.1.8 Dispatch to Applicant xx minutes Registrar with copy to
8.6.1.8.1 Once the application is complete, the Supervisor
the action officer shall forward the client’s
copies to the client via email.
8.6.1.9 Report writing xx minutes Registrar

8.6.1.9.1 On a weekly basis, the Registrar
include:
8.6.1.9.1.1 Number of resolutions
processed on-line;
8.6.1.9.1.2 Number of resolutions queried;
8.6.1.9.1.3 NTR Collected;
8.6.1.9.1.4 Challenges faced and;
8.6.1.9.1.5 Recommendations
8.6.1.9.2 The Supervisor shall consolidate
onward submission to the Director Business
Registration.
8.6.2 Filing Physical Resolutions
Controls /
Authorisation
8.6.2.1Assessment and making of
payments
8.6.2.1.1 The applicant shall make a Client
generated.
8.6.2.1.2 Payment in the bank/ mobile
money/pay way/visa shall be done
generated
8.6.2.2 Filling in and Submission of the Client
Resolution Form
8.6.2.2.1 The applicant shall then log in to
https://ursb.go.ug/submit-resolution/ to
access and print out the resolution form.
8.6.2.2.2 The resolution form shall be duly
filled in, to contain:
8.6.2.2.2.1 Business Registration
Number;
8.6.2.2.2.2 Full names, email, phone
number and nearest URSB branch;
8.6.2.2.2.3 Type of resolution being
submitted;
8.6.2.2.2.4 PRN and;
8.6.2.2.2.5 The necessary attachments
like the proof of payment, company
resolution both client’s copy and file copy,
and the ID’s for the Director and Secretary
8.6.2.2.3 Upon completion, the
application and its attachments shall be
brought to URSB HQ or Regional
Offices/Branches
8.6.2.2.4 Note: Resolutions that shall be
handled physically shall be those of
contentious in nature and require further
investigations like Change of bank
signatures, Removal of Director or
Company Secretary among others.
8.6.2.3 Allocation of the documents to
Supervisor
the action officer
8.6.2.3.1 The front desk officer shall then
deliver the documents to the Supervisor
who shall assign them to an action
officer.
8.6.2.4 Perusal and Verification xx minutes Assigned Action Officer
8.6.2.4.1 The action officer shall peruse
through the resolution form and the
attachments for completeness and
compliance by ensuring that:
8.6.2.4.1.1 All IDs have been attached
and that they are clear;
8.6.2.4.1.2 The application falls within
the accepted filings;
8.6.2.4.1.3 The identity of the person
submitting the application is identified and
is either the Director or the Secretary;
8.6.2.4.1.4 Authenticity of signatures,
along with the applicants’ IDs and email
for purpose of curbing would be fraud or
abuse of process by applicants. This shall
be done by making reference to the
EDMS
8.6.2.4.1.5 Resolutions are dated and;
8.6.2.4.1.6 The PRN and proof of
payment shall also be verified on the BRS
system that is interlinked to URA to
ensure that is authentic and was paid
under the right tax head.
8.6.2.4.2 Once all the verifications are
proceed to journalize, however, in the
event that the verification is not
satisfactory, the application shall either be
queried or rejected.
8.6.2.5 Journalizing xx minutes

8.6.2.5.1 Journalizing shall involve Assigned Action Officer
entering the information in to the BRS and
the additional information required under
the beneficial ownership register
(including individuals behind the company
where a corporate entity is involved as a
shareholder or otherwise)
8.6.2.5.3 The action officer shall then
save and proceed to pre-screening
8.6.2.6 Pre-screening xx minutes Registrar
8.6.2.6.1This shall be a quality control
stage to ensure that all the previous
steps were done correctly
8.6.2.6.2 A decision shall be made to
accept for the next stage, query the
application or reject.
8.6.2.7 Data entry and confirm final xx minutes Records Officer and
decision Registrar respectively
8.6.2.7.1 The Records Officer shall then
capture the details of the Resolution form
in to the BRS, which shall then be
checked by the Registrar to ensure that
the details were captured correctly.
8.6.2.7.2If it is not satisfactory, it shall be
sent back to the Records Officer for re
Registrar shall confirm the resolution, and
shall then complete the application
8.6.2.8 Record Manual Processing and xx minutes
Registrar
Stamping
8.6.2.8.1 This shall entail the Registrar
8.6.2.8.2 The Registrar shall then affix the
relevant stamps on both the file copy and
client’s copy as per stamping guidelines
in Appendix D
8.6.2.9 Dispatch of documents xx minutes
Registrar
8.6.2.9.1The file copy and client’s copies
shall be dispatched to the records unit and
dispatch desk for client to pick up
respectively.
8.6.2.10 Report writing xx minutes Registrar
8.6.2.10.1 On a weekly basis, the
Registrar shall submit a report to the
Supervisor to include:
8.6.2.10.1.1 Number of resolutions
processed physically;
8.6.2.10.1.2 NTR Collected;
8.6.2.10.1.3 Challenges faced and;
8.6.2.10.1.4 Recommendations
8.6.2.10.2 The Supervisor shall
consolidate all received reports from the
Registrars for onward submission to the
Director Business Registration.
8.6.2.10.2.1 In the event of Branches and
8.7 Continuous Filling
Controls /
Authorisation
8.7.1 Submission of documents to the
customer service desk
Client
8.7.1.1 The client shall submit the
relevant documents and proof of
payment to the customer service desk,
and a coupon shall be issued to indicate
the client’s details, company name, and
date.
8.7.1.2 Continuous filling shall done as
follows:
8.7.1.2.1 Change of company name
within 14 days;
8.7.1.2.2 Company Form 18 – Notice of
Situation of Registered Office and Postal
Address within 14 days after company
has been registered;
8.7.1.2.3 Transfer or sale of shares
within thirty days after doing so,
specifying the shares consolidated,
divided, converted, subdivided,
redeemed or cancelled or the stock
reconverted;
8.7.1.2.4 Company Form 20 – Particulars
of Directors and Secretaries within 14
days after company registration;
8.7.1.2.5 Particulars of any charge
created by the company or of the issues
of debentures of a series within forty two
days or such extended period;
8.7.1.2.6 Company Form 10 – Return of
allotment within 60 days and;
8.7.1.2.7 Increase in share capital
beyond the registered capital within thirty
days after the passing of the resolution
authorizing the increase
8.7.2 Forwarding and allocation of the
xx minutes Supervisor
documents to the action officer
8.7.2.1 The front desk officer shall then
deliver the documents and proof of
payment to the Supervisor who shall
assign them to an action officer.
8.7.3 Perusal of documents and Assigned Action

Verification of payment xx minutes Officer
8.7.3.1 The action officer shall peruse
through the documents for completeness
and compliance by ensuring that:
8.7.3.1.2 Authenticity of signatures,
along with the applicants’ IDs and email
for purpose of curbing would be fraud or
abuse of process by applicants. This
shall be done by making reference to the
EDMS
8.7.3.1.3 The PRN and proof of payment
shall also be verified on the BRS system
head.
proceed to journalize, however, in the
event that the verification is not
satisfactory, the application shall either
be queried or rejected.
8.7.4 Journalizing
xx minutes Assigned Action
8.7.4.1 This shall entail capturing the
Officer
information in to the BRS to include:
8.7.4.1.1 The applicant’s details;
8.7.4.1.2 PRN and;
8.7.4.1.3 The particular documents that
have been submitted.
8.7.4.2 A tracking number shall then be
generated
8.7.5 Pre-screening
8.7.5.1This shall be a quality control
stage that shall entail reviewing all the xx minutes
Registrar
confirm completeness and compliance
before proceeding to the next step.
8.7.5.2 A decision shall be made to
accept for the next stage, query the
application or reject.
8.7.6 Record Manual Processing and Registrar
Stamping
8.7.6.1 This shall entail the registering the
document submitted and sorting of
client’s copies and the file copy. xx minutes

relevant stamps on the file copy as
follows:
follows:
8.7.6.3.1 Registrar stamp;
8.7.6.3.2 Certified true copy stamp.
Note: Additional information shall be
found in the stamping guidelines in
Appendix D
8.7.8 Data entry

Records Officer
8.7.8.1 The file copy shall then be
forwarded to the Records Officer to
xx minutes
capture information to include:
8.7.8.1.1 Name of applicant;
8.7.8.1.2 Details of the document;
8.7.8.2 The Records Officer shall then
affix the filing stamp(Additional
information shall be found in the
stamping guidelines in Appendix D)
8.7.9 Verification and dispatch
Registrar
8.7.9.1 The tracking number shall then be
sent back to the Registrar to review the
work done in 8.7.8 to ensure that data has
xx minutes
been captured correctly
sent back to the Records Officer for re
tracking number shall be approved in the
system and client’s copies shall be
dispatched while the file copy shall go for
record keeping
8.7.10 Report writing xx minutes
Registrar
8.7.10.1On a weekly basis, the Registrar
shall submit a report the Supervisor to
include:
8.7.10.1.1 Number of continuous filings
done;
8.7.10.1.3 Challenges faced;
8.7.10.2The Supervisor shall consolidate
8.8 Annual Returns
Controls /
Authorisation
8.8.1 Account creation
8.8.1.1 The client shall visit Client
https://onlinefiling.ursb.go.ug/brs/pro/Um/ to
open up an account
8.8.1.2 User account request form shall be duly
filled in to contain:
8.8.1.2.1Nationality;
8.8.1.2.2 ID document type;
8.8.1.2.3 Document ID;
8.8.1.2.4Birth date;
8.8.1.2.5 Details of the applicant to include
name, gender, telephone number, and email
and;
8.8.1.2.6 Attachments like National ID and
document of representation.
8.8.1.3 Upon completion, the applicant shall
then click on the submit button that shall only
become active after filling in all the mandatory
fields marked with an asterisk (*)
8.8.2 Account Verification xx minutes
8.8.2.1 On receiving of the request, the
Account Administrator
Account Administrator shall verify that all the
attachments have been provided, and if it is
satisfactory, the account shall be approved.
8.8.2.2 In the event that it is not satisfactory,
the account shall be denied, and the client
shall be informed with the reason for account
denial.
8.8.3 Activation of account. Client
8.8.3.1 An email with an activation link and
login details shall then be sent to the
applicant/client, who shall be required to follow
instructions/prompts indicated in order to
activate and register the user account for the
ORFS system
8.8.4 Filing of the annual returns
Client
8.8.4.1 Once logged in, the client shall click on
to the ‘new application for annual return filing’,
and the annual returns shall then be filled as
follows;
8.8.4.1.1 First page to confirm the company/
activity/specific address to include street and
postal address;
8.8.4.1.2 Second page to confirm
Directors/Secretary / Persons in default;
8.8.4.1.3 Third page to confirm
shareholders/members;
8.8.4.1.4 Fourth page to confirm Share
Capital/Debentures/Particulars of
Indebtedness;
8.8.4.1.5 Fifth page to confirm certification and;
8.8.4.1.6 Sixth page to contain all the required
attachments like certified/audited books of
accounts.
8.8.5 Assessment and making of payments

and submission of application
8.8.5.1 The applicant shall then make a
payment assessment via the URA portal, under
the NTR tax head, and URSB institution, and a
PRN shall be generated.
8.8.5.2 Payment in the bank/ mobile
money/pay way/visa shall be done against the
PRN, and a receipt shall be generated
8.8.5.3 The applicant shall submit the
application, and a tracking number shall be
issued for ease of follow up.

application form
8.8.6.1 On receiving the application form, the
Supervisor shall then evenly distribute the
received form to the action officer.
8.8.7 Perusal of the application and final xx minutes Assigned Action
decision Officer
8.8.7.1 The assigned officer shall peruse
through the application and the attached
documents for completeness and compliance
8.8.7.2 The Action officer shall further verify
identity of the person submitting the application
to confirm relation to the Company (i.e. Director,
or Secretary or Authorized Agent with proof of
authorization) and payment made.
8.8.7.3 Depending on the outcome of the
verifications done, the officer shall approve to
the next stage, query the application or reject
it.
8.8.8 Dispatch of Annual return report xx minutes Assigned Action

8.8.8.1 If 8.8.7 is satisfactory, an approval Officer
notice shall be sent to the client to include:
8.8.8.1.1 Approval time;
8.8.8.1.2 Approving Officer and;
8.8.8.1.3 Attached certified copy of annual
report
8.8.8.2 The certified copy of annual report
shall be downloaded, printed out and signed
off by the Director and Secretary before filling
or further use
8.8.9 Certification Client

8.8.9.1 In the event that the client needs a
certified copy, the duly signed copy of annual
report shall be returned to the institution for
certification, after payment of the requisite fees.

Assigned Action
8.8.10.1 On a weekly basis, the assigned officer
Officer
shall submit a report the Supervisor to include:
8.8.10.1.1 Number of accounts created;
8.8.10.1.2 Number of companies filing annual
returns;
8.8.10.2The Supervisor shall consolidate all
received reports from the officers for onward
submission to the Director Business
Registration.
Regional Offices, the Supervisor shall submit
the report to the Head Field Operations with
copy to the Director Business Registration
8.9 Petitions/Applications
Controls /
Authorisation
8.9.1 Assessment and making of Applicant/petitioner
payments
8.9.1.1The applicant/petitioner shall
make a payment assessment via the
URA portal, under the NTR tax head,
and URSB institution, and a PRN shall
be generated.
8.9.1.2Payment in the bank/ mobile
money/pay way/visa shall be done
generated
8.9.2 Filing of application Applicant/petitioner

8.9.2.1 An application shall be made to
the Registrar by the following:
8.9.2.1.1 A promoter of a company;
8.9.2.1.2 A member of the company;
8.9.2.1.3 A personal representative of a
deceased member of the company;
8.9.2.1.4 A person authorized by law to
act on behalf of an incapacitated
member of a company;
8.9.2.1.5 A director or secretary of a
company;
8.9.2.1.6 Any interested party;
8.9.2.1.7 A Regulatory body, Ministry,
Department or Agency of Government
in exercise of its official function or;
8.9.2.1.8 An Advocate acting on behalf
of any of the parties referred to in
8.9.2.1.1-8.9.2.1.7
8.9.2.2 The written application shall
then be submitted to the office of the
Registrar General, together with the
proof of payment.
8.9.3 Receiving and allocation of Director Business

application/petition Registration
8.9.3.1 The application shall be
forwarded to the office of Director
Business Registration, where it shall be
entered into the register and allocated a
number
8.9.3.2 The application shall then be
distributed to the Registrar by the
Director Business Registration
8.9.4 Perusal of the xx minutes Registrar
application/petition and journalizing
8.9.4.1 The Registrar shall peruse
through the application/petition to
determine whether s/he has jurisdiction.
The registrar shall have jurisdiction in
the following areas:
8.9.4.1.1 Minority oppression under
section 247 of the Companies Act;
8.9.4.1.2 Investigation and application
to rectify the register under section 173
of the Companies Act.
8.9.4.1.3 Note: Petitions for prejudicial
conduct under section 248 of the
Companies Act shall be exclusively
outside the jurisdiction of the Registrar
8.9.4.2 The Registrar shall then inquire
from the applicant as to whether the
matter/dispute is pending before court in
order to avoid contravening regulation 4
of the Companies (Power of the
Registrar) Regulations, 2016
8.9.4.3 If all is satisfactory, the Registrar
shall proceed to the journalizing that
shall involve capturing the information
from the application/petition in to the
BRS
8.9.5 Service of the Within 14 days Applicant/Petitioner

application/petition after the date of
8.9.5.1 The Registrar shall then issuance and file
summon all the persons named in the with the Registrar
application/petition to appear on a date proof of service
and venue specified in the summons within 7 days after
8.9.5.2 The applicant/petitioner shall the service of
serve this summon together with the summon
application/petition within 14 days after
the date of issuance and file with the
Registrar proof of service within 7 days
after the service of summon
8.9.5.2.1 Note: Service of documents
shall be done in accordance to section
274 of the Companies Act.
8.9.5.3 Where the Registrar is not
satisfied that for any reason, the
application/petition cannot be served in
the ordinary way, the Registrar shall
order the application/petition to be
served by affixing a copy of the
application/petition in a conspicuous
place at the registry and in a
conspicuous part of the house, if any, in
which the other party or person named
in the application/petition is known to
have last resided or carried on business
or personally worked for gain or in such
other manner as the registrar thinks fit.
8.9.6 Filing of response by the Within 14 days Respondent

respondent and submission from the date of
8.9.6.1 The respondent shall be service of
required to submit their response to the summons
petition or reply to the application within
14 days from the date of service of
summons
8.9.6.1.1 The response shall be written
in English language and shall bear a
declaration verifying the facts stated
therein by the respondent
8.9.6.2 The response together with the
proof of payment of the requisite fees
shall be submitted to the office of the
Registrar General for onward
transmission to the Office of the
Directorate of Business Registration.
8.9.7 Mediation of the matter Within five days Mediator

8.9.7.1 The Registrar shall appoint an
independent mediator.
8.9.7.2 The mediator shall set a date for
the mediation process where all parties
shall attend in person to find an
amicable way of resolving the matter.
8.9.7.3 Mediation shall be undertaken
within five days to ensure expeditious
settlement; where on conclusion, an
agreement shall be drafted and signed
by all parties before it’s filed on the
company file.
8.9.7.4 Upon completion of the
mediation process, a report on whether
the mediation was successful or not
shall be compiled and forwarded to the
Director Business Registration and a
copy shared with the parties.
8.9.8 Issuance of a hearing notice Within 2 days of Registrar

8.9.8.1 In the event that the mediation receiving the file.
process was not successful, the Director
Business Registration shall forward the
file to the Registrar to fix a date for a
formal hearing.
8.9.8.2 The registrar shall then issue a
hearing notice within 2 days of receiving
the file.
8.9.9 Proceedings before the xx minutes Registrar

Registrar
8.9.9.1 The registrar shall require:
8.9.9.1.1 That the parties appear in
person or, by an advocate authorized by
the party, with all the relevant
documents and exhibits;
8.9.9.1.2 That the parties ensure that
any witness/witnesses are present;
8.9.9.1.3 That the parties present proof
that the application or petition and
summons where served;
8.9.9.1.4 That the parties agree on the
brief facts, formulate issues of
contention, bundle their evidence and
list the witnesses to rely on; this shall
save a lot of time at the hearing and;
8.9.9.1.5 If there is legal representation,
ensure that the lawyers posses a valid
practicing certificate.
8.9.9.2 The hearing shall commence

with the Applicant/Petitioner stating his
or her facts, and the respondent
responding to the issues raised.
8.9.9.3 The Evidence of witnesses shall

be taken on by statutory declaration or
orally on oath in accordance with
Section 288 of the Companies Act.
8.9.9.4 Every party shall be allowed to

cross examine, and shall have a right to
respond to the oral submissions and
rejoinder on an issue raised
8.9.9.5 The Registrar shall grant the

parties, or their lawyers to make their
arguments (legal arguments), equal
time.
8.9.9.6 When the parties conclude with

the submission of their evidence, the
Registrar may direct the parties to file
written submission or may opt to take
oral submissions of the parties
8.9.9.7 The Registrar shall then inform

the parties when they should expect
their written ruling which shall be not
more than 14 days after the application
was heard.
8.9.10 Compilation of the ruling and xx minutes Approved ruling by Registrar

approval the Director
8.9.10.1 The contents of the ruling shall Business
include: Registration
8.9.10.1.1 The heading of the case;
8.9.10.1.2 The case reference numbers;
8.9.10.1.3 The particulars of the parties;
8.9.10.1.4 The brief facts or background
of the matter;
8.9.10.1.5 Evidence reviewed;
8.9.10.1.6 Decision on the matter;
8.9.10.1.7 Reasons for the decision
and;
8.9.10.1.8 Orders.
8.9.10.2 After drafting the ruling, it shall
be submitted to the Director Business
Registration for further guidance and
approval.
8.9.10.3 Upon approval, the Registrar
shall inform the parties or their lawyers
of the date, time and place of
reading/delivering the ruling.
8.9.11 Delivering the ruling xx minutes Registrar

8.9.11.1 The ruling shall be read in the
presence of all the parties or their
representatives, who shall then append
signatures.
8.9.11.2 The Registrar shall at the end
of the ruling, explain to the aggrieved
party of their right of appeal to the High
Court.
8.9.11.3 The registrar shall file a signed
copy of the ruling and order on the
company file, and submit the electronic
scanned copy for uploading in the
website and other online channels
8.9.11.4 The party in whose favor the
ruling was made shall extract an order
and bring to the Registrar for signature
and endorsement of the Registrar of
Companies seal.
8.9.12 Record of proceedings xx minutes Registrar
8.9.12.1 The Registrar shall keep a
record of the proceedings, and the
record shall contain the following
particulars:
8.9.12.1.1 The serial number of the
matter;
8.9.12.1.2 The statement of claim;
8.9.12.1.3 The date of hearing of the
matter;
8.9.12.1.4 The name and address of the
petitioner and of his/her witnesses
8.9.12.1.5 The name and address of the
respondent and his/her witness(es)
8.9.12.1.6 Brief description of the
matter;
8.9.12.1.7 The documentary exhibits if
any;
8.9.12.1.8 The order(s) of the registry
and;
8.9.12.1.9 Any consequential matters.
8.9.13 Right of appeal Respondent
8.9.13.1 In the event that the other party
decides to appeal, the registrar shall
avail the party with the record of
proceedings that shall be used to
facilitate the process
8.10 Digitization and Transfer of Documents
Controls /
Authorisation
8.10.1 Receipt and verification of
documents
8.10.1.1 Hard copy records shall be Assistant Records
received in boxes by the Records unit, xx minutes Officer
together with a list of inventory
8.10.1.2 They shall be verified by
checking the documents against the list of
inventory.
8.10.1.3 If 8.10.1.2 is satisfactory, the
Records Officer shall proceed to sorting of
documents
8.10.2 Sorting and preparation

Assistant Records
xx minutes
8.10.2.1 The hard copy records shall be
Officer
sorted by:
8.10.2.1.1Removing the staple wires;
8.10.2.1.2 Clearing the dog ears;
8.10.2.1.3 Removing unwanted
documents if available and;
8.10.2.1.4 Removing of incomplete
records that shall then be returned to the
respective officer for completion.
8.10.3 Scanning/document scanning
xx minutes Assistant Records
8.10.3.1 This shall involve scanning the
Officer
paper documents into the EDMS that shall
be done by logging in to the EDMS to
access the scanner.
8.10.3.2 Each document shall be scanned
per page
8.10.4 Document separation xx minutes Assistant Records
8.10.4.1 This shall entail separation of un Officer
wanted pages (digital image verification
and editing) by:
8.10.4.1.1 Removing of blank pages;
8.10.4.1.2 Rotating of papers to a readable
format/angle;
8.10.4.1.3 Ensuring that the particular
forms are independent from each other.
8.10.5 Indexing xx minutes
8.10.5.1 This shall involve capturing of the
meta data from the documents in to the Assistant Records
system Officer
8.10.5.2 Quality control inspection shall

also be carried out at this step to ensure
that all the necessary data has been
captured and that the images are of the
right format.
8.10.5.3 The indexed records shall then be
forwarded to await committing.
8.10.6 Committing xx minutes
8.10.6.1 Committing shall be the final step Records Officer
in the process, to check and ensure that
everything that has been done in the
previous steps conforms to the
specifications.
8.10.6.3 In the event of a non conformity, it
shall either be re-worked or sent back to
the respective officer incase it’s an
incomplete record.
8.10.6.4 Only conforming records shall be
committed for permanent storage to the
server.
8.10.7 Indexing for physical storage and xx minutes
verification
8.10.7.1 The physical copies shall be
Assistant Records
forwarded for physical storage by batching
Officer and Team from
them as follows:
offsite storage facility
8.10.7.1.1 New companies in a box of 40
files from URSB01;
8.10.7.1.2 Business names in a box
containing 8 batches from BA 1A1-BA
1A15;
8.10.7.1.3 Legal documents in a box
containing 8 batches from L 1A1-L 1A15.
8.10.7.2 Each box shall contain a list of
inventory that shall include
8.10.7.2.1 Name of file folder;
8.10.7.2.2 Registration Number and
8.10.7.3 The team from the offsite storage
shall then verify the physical documents
against this list of inventory
8.10.7.4 If the verification is satisfactory,
the Assistant Records officer and the team
from the offsite storage shall countersign
on the list of inventory for confirmation
before the records are transferred.
8.10.8 Transfer to offsite storage
Team from offsite
8.10.8.1 The records shall then be
storage facility
transferred to the offsite storage.
8.10.9 Report writing Records Officer

8.10.9.1 On a weekly basis, the Records
Officer shall submit a report the Supervisor
to include:
8.10.9.1.1 The number of conversions
done of legal documents, continuous
filling, business name and new companies
among others;
8.10.9.1.2 Number of documents handed
over to the off storage facility;
all received reports from the Record
Officers for onward submission to the Head
Records Unit
8.11 Business Clinics
Controls /
Authorisation
8.11.1 Preparation and approval of the
annual plan for Business Clinics Supervisor, Business
xx days
8.11.1.1 The annual plan for conducting clinics
business clinics shall be compiled at the
beginning of the financial year, and sent
to the Director Business Registration for
approval.
8.11.1.1.1 This annual plan shall be
informed by the low uptake of business
registration services in that particular
location during the past financial year
8.11.1.2 Note: This annual plan shall be
compiled in collaboration with the
regional offices, and the jurisdiction shall
be respected as follows:
8.11.1.2.1 HQ shall be in-charge of the
Greater Kampala and the Albertine
territory;
8.11.1.2.2 Mbarara Regional Office shall
be in charge of Western territory;
8.11.1.2.3 Mbale Regional Office shall be
in charge of Eastern territory and;
8.11.1.2.4 Gulu Regional Office shall be
in charge of the Northern territory.
8.11.2 Preparation for an engagement xx minutes Assigned Officer
with area key stakeholders in the
desired location
8.11.2.1This shall be done one month to
the business clinic by identifying:
8.11.2.1.1 The key stakeholders that
may include the local/community leaders,
police, commercial officers among
others;
8.11.2.1.2 Mode of communication to be
used for the key stakeholders identified
in 8.11.2.1.1
8.11.2.1.3 Area’ s most listened to local
radio station, and talk show;
8.11.2.3 After identifying the key
stakeholders, they shall be contacted for
a meeting on the agreed day and time.
8.11.3 Meeting with the stakeholders xx minutes Assigned officer
and pre visit to the identified location
8.11.3.1 On the agreed date, the officer
shall engage with the key stakeholders to
solicit for their support and mobilization,
and to firm up on the dates for
conducting the business clinic
8.11.3.2 The officer shall also liaise with
the stakeholders to identify the strategic
location/venue for the clinic, that shall
then be visited in order to identify:
8.11.3.2.1 Where the tent shall be set;
8.11.3.2.2 The power source and the
charging points;
8.11.3.2.3 Availability of good internet
among others.
8.11.4 Pre publicity of the event xx minutes Assigned Officer
8.1.4.1 After the date and location have
been confirmed, the assigned officer
shall head to the radio station identified
in 8.11.2.2.1.3 for a talk show and to also
book DJ mentions in the peak time; This
shall be done to attract large numbers to
the event.
8.11.4.2 Other pre publicity strategies
used shall include:
8.11.4.2.1 Church/Mosque
announcements;
8.11.4.2.2 Posters;
8.11.4.2.3 Door to door visits by the local
leaders.
8.11.5 Logistical preparation for the xx minutes Approved Assigned Officer
Business Clinic requisition form by
8.11.5.1 This shall involve: the Director
8.11.5.1.1 Submission of a duly filled in Business
form to the finance office for facilitation; Registration
8.11.5.1.2 Engaging with the PRCA Unit,
and Administration for the necessary IEC
materials and transport and stationary
respectively
8.11.6 Mobile van town run Assigned driver
8.11.6.1 The mobile registration van shall
drive/comb through the location two days
prior to the event, with a Public Address
System, sensitizing the public about
URSB services and informing them about
the dates and location of the upcoming
business clinic.
8.11.7 Setting up the venue xx Field team conducting
8.11.7.1 The venue shall be set up and minutes the business clinic
branded with URSB banners and tear
drops the evening before the event
8.11.8 Conducting business clinic Depending on the Field team conducing
8.11.8.1 The business clinic shall then be schedule the business clinic
conducted and shall involve:
8.11.8.1 Sensitizing the public about
business registration and the benefits of
formalising a business;
8.11.8.2 Answering questions and
queries from the public about business
registration and;
8.11.8.3 Conducting on spot business
registration services.
8.11.9 Evaluation and report writing xx Field team that
8.11.9.1 Evaluation of the event shall be minutes conducted the
carried out by the field team within one Business Clinic
week after concluding the business clinic,
and a report shall be compiled to include:
8.11.9.1.1 Introduction;
8.11.9.1.2 Objectives;
8.11.9.1.3 Methodology;
8.11.9.1.4 Statistics of the number of
companies, business names,
certifications, and legal documents
registered;
8.11.9.1.6 Challenges;
8.11.9.1.7 Recommendations;
8.11.9.1.8 List of participation.
8.11.9.2 The HQ report shall be submitted
to the Director Business Registration,
while the report from the Regional Offices
shall be submitted to the Head Field
8.11.9.2.1 The accountability form and
receipts shall be submitted to internal
audit for clearance before forwarding to
accounts.
8.12 Communication with the Regions/Branches
Controls / Responsibility
Process Description Standards
Authorisation
8.12.1 Forwarding information/ Issues
xx minutes Head or deputy in the
to immediate Supervisor
Regional Offices and
8.12.1.1The officers in the Regional
Branches
Offices/Branches shall upon encountering
any issue that prevents them from
proceeding with work, consult the
immediate Supervisor for guidance.
8.12.1.2 The immediate Supervisor shall
examine the issue for possible solutions
before escalation to the Liaison Officer at
the HQ, with copy to the Head Field
Operation.
8.12.2 Receiving communication and xx minutes Liaison Officer at HQ
dissemination to the respective offices
8.12.2.1 The Liaison Officer on receiving
the issue from the Regional Office/Branch,
shall review it before forwarding it to the
respective office/officer for immediate
attention
8.12.2.2 In the event that the issue is
unclear, s/he shall contact the Regional
Office/Branch Head or deputy to seek
clarity or additional information.
8.12.3 Follow up and obtaining xx minutes Liaison Officer at HQ
feedback from the respective
officer/officer
8.12.3.1The Liaison Officer shall then
make the necessary follow up on all
communication forwarded to the
respective officer or offices in a timely
manner to ensure that, business does not
come to a standstill at the Regional
Offices/Branch offices because of
unresolved issues.
8.12.4 Providing feedback to the xx minutes
Branches/Regional Offices Liaison Officer at HQ
8.12.4.1 The respective officer/office shall
upon resolving the issue, provide
feedback to the Liaison Officer for
dissemination to the respective Regional
Office/Branch.
8.12.5 Follow up with the xx minutes
branches/regions
8.12.5.1 The Liaison Officer shall then Liaison Officer at HQ
follow up with the Head or deputy of
branch or regional office
to confirm whether matter was resolved
8.12.5.2 In the event that the matter was
not satisfactorily resolved, it shall be re
directed back to the responsible
officer/office for further diagnosis to come
up with a better solution
8.12.6.1 On a weekly basis, the Liaison Liaison Officer at HQ
Officer shall submit the report to the
Director Business Registration, with copy
to the Head Field Operations to include:
8.12.6.1.1 The number of issues raised
from the branches/regions;
8.12.6.1.2 Turn-around time for resolving
them;
8.12.6.1.4 Recommendations
9. Risk Assessment and Mitigation Measures
Process Risk Risk Level Mitigation Responsibility Resources

Likelihood Severity
Name Reservation Similarity or duplication of 3 4 12 Integrate all systems Director Budget on system
names (EDMS and BRS) Business upgrade
Registration
Poor judgment on the part of 3 4 12 Eliminate poor personal Director
the Reservation Officer judgment and errors Business
Human Error 3 4 12 using Artificial Registration
intelligence
System break down and 2 3 6 Avail back up mifi Director Budget
slow internet since its purely routers of other internet Business
an on-line service service providers Registration
Cyber terrorism since its 2 4 8 Put in place a cyber Director ICT Budget on cyber
completely an online service security plan and security
frequently test it
Business Name Registration Clients may not return 3 3 9 Re-design the system Director Budget on system
signed off certificates to the and the law to allow for Business upgrade
institution as the process electronic signatures. Registration
requires
This will be done with
collaboration from NIRA
frequently test it
Delays in turnaround time 3 4 12 Recruit persons to fill in Director Budget
for business name the vacant positions Business
registration due to under- Registration in
staffing esp. in the Regional collaboration
Offices with HR Director
Identity fraud using online 2 4 8 Put in place punitive Director
registration systems measures for offenders Business
Forgery of documents 2 4 8 Registration
submitted
Searches and Delays in turnaround time 3 4 12 Recruit persons to fill in Director Budget
Correspondences for conducting searches due the vacant positions Business
to under-staffing esp. in the Registration in
Regional Offices
collaboration
with HR Director
Document Registration Spread of Covid 19 since it’s 2 4 8 Adherence to the Director
a physical process Government guidelines Business
to prevent Covid 19 Registration in
collaboration
with HR Director
Forgery of documents 2 4 8 Put in place punitive Director
submitted measures for offenders Business
Registration
for registering documents the vacant positions Business
due to under-staffing esp. in Registration in
the Regional Offices collaboration
with HR Director
Company Forgery of documents 2 4 8 Put in place punitive Director
Registration/Incorporation submitted measures for offenders Business
Registration
for registering company due the vacant positions Business
Regional Offices collaboration
with HR Director
frequently test it
Clients may not return 3 3 9 Re-design the system Director Budget on system
signed off certificates to the and the law to allow for Business upgrade
requires This will be done with
collaboration from NIRA
Resolutions (Both Online Clients may not return 3 3 9 Re-design the system Director Budget on system
and Physical) signed off resolution to the and the law to allow for Business upgrade
requires on online This will be done with
submissions collaboration from NIRA
for filling resolutions due to the vacant positions Business
under-staffing esp. in the Registration in
with HR Director
Spread of Covid 19 for 2 4 8 Adherence to the Director
physical resolutions Government guidelines Business
collaboration
with HR Director
Forgery of documents 2 4 8 Put in place punitive Director
Registration
Continuous Filling Delays in turnaround time 3 4 12 Recruit persons to fill in Director Budget
for continuous filling due to the vacant positions Business
with HR Director
Spread of Covid 19 since 2 4 8 Adherence to the Director
the process is not online Government guidelines Business
collaboration
with HR Director
Annual Returns Forgery of documents 2 4 8 Put in place punitive Director
Registration
Missing information on the 2 3 6 Sensitization of clients Director
part of the client on how to file annual Business
returns Registration in
collaboration
with Head PR
for filling annual returns due the vacant positions Business
with HR Director
frequently test it
Petitions/Applications Spread of Covid 19 since 2 4 8 Adherence to the Director
the process is not online Government guidelines Business
collaboration
with HR Director
for handling petitions due to the vacant positions Business
with HR Director
Lack of competence to 2 4 8 Training of Registrars at Director Budget
handle petitions/applications the Regional Offices Business
esp. at the Regional Offices Registration in
collaboration
with HR Director
Digitization and Transfer of Poorly stamped documents 3 4 12 Continuous training of Head Records
documents that cover some content in staff on how to stamp Unit in
the documents documents collaboration
with HR Director
Poor quality images 3 4 12 Requisition for better Head Records Records Unit Budget
produced in the Regional quality printers in the Unit
Offices due to the quality of Regional Offices
their printers(heavy duty
scanners)
Accidental destruction of 2 4 8 Having an off-site Head Records
documented information e.g. backup system for all Unit
fires, water, etc. critical documents.
Follow emergency
preparedness plan and
procedures.
Loss of documents 3 4 12 Training of staff on Head Records
adherence to this Unit
procedure
Delays in turnaround time 3 4 12 Recruit persons to fill in Head Records Budget
for digitization and transfer the vacant positions Unit in
of documents due to under- collaboration
staffing esp. in the Regional with HR Director
Offices
Business Clinics Limited resources to 2 2 4 Proper and timely Director Business
conduct business clinics planning of business Business Registration Budget
clinics during budget Registration
formulation
Spread of Covid 19 2 3 6 Adaptation to virtual Director
business clinics Business
Registration
Low turn up of participants 2 3 6 Pre-publicity of the Director
business clinic Business
Registration in
collaboration
with Head PR
Communication with the Disseminating of the wrong 2 3 6 -Review of the Liaison Officer t
Regional Offices /Branches information to the respective information before it is HQ
office/officer sent to the respective
officer/office
Dissemination of 2 3 6
incomplete information
Failure to pass on the 2 3 6 -Continuous follow up
communication at the right Follow
time
10. Handling of Nonconforming Outputs / Nonconformity and Corrective Actions
Process Nature of Nonconformity Responsibility for

Addressing
Nonconformity
Name Reservation
Business Name Registration
Searches and Correspondences
Document Registration
Company Registration/Incorporation
Resolution (Both Online and physical)
Continuous Filling Failure to adhere to the process Director Business Registration
Annual Returns
Petitions/Applications
Digitization and Transfer of
Documents
Business Clinics
Communication with the Regional
Offices/Branches
11. 0 Data Analysis
Process Data to be Collected Analysis Reporting Method Frequency of Responsibility

Method Reports
Name Reservation -Amount of NTR collected Trend Analysis Statistical Trends Weekly, Monthly Supervisor
-Turnaround time for reserving presented for
a name in weekly and monthly departmental
-Number of name reservation departmental meetings meetings and
applications received and Biannually for
-Number of approved name Biannually in management management
reservations both at the HQ, review meetings review meetings
Regional Offices and Branches
-Number of rejected name
reservations
both at the HQ, Regional
-Number of Complaints or
legal suits registered in relation
to reserving similar names and
nature of claims
Business Name -NTR collected Trend Analysis Statistical Trends Weekly, Monthly Supervisor
Registration presented for
-Turnaround time for in weekly and monthly departmental
registering a Business Name departmental meetings meetings and
-Number of Business name and Biannually for
registration applications Biannually in management management
received review meetings review meetings
-Number of Business Names
registered both at the HQ,
to Business Name Registration
and nature of claims
Searches and -NTR collected Trend Analysis Statistical Trends Weekly, Monthly Supervisor
Correspondences -Turnaround time for presented for
conducting searches in weekly and monthly departmental
-Number of searches departmental meetings meetings and
conducted both at the HQ, and Biannually for
Regional Offices and Branches Biannually in management management
-Categories of users review meetings review meetings
requesting for information
-Categories of registered
documents searched
Document Registration -NTR collected Trend Analysis Statistical Trends Weekly, Monthly Supervisor
--Turnaround time for presented for
registering a document in weekly and monthly departmental
-Number of documents departmental meetings meetings and
registered both at the HQ, and Biannually for
Regional Offices and Branches Biannually in management management
-Categories of documents review meetings review meetings
registered
to Document Registration and
nature of claims
Company -Turnaround time for Company Trend Analysis Statistical Trends Weekly, Monthly Supervisor
Registration/Incorporation Registration/Incorporation presented for
-Number of companies in weekly and monthly departmental
registered/incorporated both at departmental meetings meetings and
the HQ, Regional Offices and and Biannually for
Branches Biannually in management management
review meetings review meetings
to Company Registration
/Incorporation and nature of
claims
Resolution (Both Online -NTR collected Trend Analysis Statistical Trends Weekly, Monthly Supervisor
and Physical) -Turnaround time for filing a presented for
resolution in weekly and monthly departmental
-Categories of resolutions departmental meetings meetings and
registered and Biannually for
-Number of resolutions filed Biannually in management management
both at the HQ, Regional review meetings review meetings
-Number of Complaints or legal
suits registered in to filing
resolutions and the nature of
claims
Continuous Filling -NTR collected Trend Analysis Statistical Trends Weekly, Monthly Supervisor
-Turnaround time taken for presented for
continuous filling in weekly and monthly departmental
meetings and
-Categories of documents departmental meetings Biannually for
filed. and management
-Number of continuous fillings Biannually in management review meetings
registered both at the HQ, review meetings
to continuous filling and nature
of claims
Annual Returns -NTR collected Trend Analysis Statistical Trends Weekly, Monthly Supervisor
-Turnaround time taken for presented for
filling annual returns in weekly and monthly departmental
-Number of annual returns filed departmental meetings meetings and
both at the HQ, Regional and Biannually for
Offices and Branches Biannually in management management
-Categories of companies filing review meetings review meetings
returns
-Number of companies fined,
flagged or gazetted for non
compliances
Petitions/Applications -NTR collected Trend Analysis Statistical Trends Weekly, Monthly Supervisor
-Number of petitions handled presented for
both at the HQ, Regional in weekly and monthly departmental
Offices and Branches departmental meetings meetings and
-Turnaround time taken for and Biannually for
handling a petition/application. Biannually in management management
-Nature of cases filed review meetings review meetings
-Number of appeals from the
decisions of the Registrars
Digitization and Transfer of -Turnaround time take in Trend Analysis Statistical Trends Weekly, Monthly Records Officer
Documents digitization and transfer of presented for
documents in weekly and monthly departmental
-Number of documents departmental meetings meetings and
digitized and transferred to the and Biannually for
offsite facility Biannually in management management
-Categories of documents review meetings review meetings
digitized and transferred to the
offsite facility
-Number of Complaints arising
from loss of documents
Business Clinics -NTR collected from the Trend Analysis Statistical Trends Weekly, Monthly Supervisor
business clinic presented for
--Number of business clinics in weekly and monthly departmental
as per annual plan departmental meetings meetings and
-Number of participants and Biannually for
registered from the areas Biannually in management management
where the business clinics are review meetings review meetings
conducted
Communication with the -Turnaround time taken to Trend Analysis Statistical Trends Weekly, Monthly Liaison officer at
Regional Offices/Branches resolve a matter/Issue presented for HQ
-Number of issues forwarded in weekly and monthly departmental
and resolved at the HQ departmental meetings meetings and
and Biannually for
Biannually in management management
review meetings review meetings
12.0 Generation of Reports for Different Purposes including Management Review
Process Report Content of Report Responsibility for Frequency of Report Submitted

Generating the Generating Report To
Report
Name Reservation Report on names -Total number of reservations Reservation Officer Weekly Supervisor for onward
reserved done submission to the
-Number of names rejected Director Business
-NTR collected Registration or Head
-Challenges faced Field Operations.
-Recommendations. Director Business
Registration and Head
Field Operations shall
then submit to the
Deputy R/G in charge of
registries
Business Name Report on business -Number of business names Registrars Weekly Supervisor for onward
Registration names registered registered; submission to the
-NTR collected; Director Business
-Challenges faced and; Registration or Head
- Recommendations. Field Operations.
Director Business
then submit to the
registries
Searches and Report on searched - Number of on-line search Registrars Weekly Supervisor for onward
Correspondences conducted requests received; submission to the
- Number of government Director Business
requests received; Registration or Head
- Number of letters sent to the Field Operations.
clients; Director Business
- Number of certifications Registration and Head
done; Field Operations shall
- Total number of NTR then submit to the
collected Deputy R/G in charge of
registries
Document Registration Report on document -Number of documents Registrars Weekly Supervisor for onward
registration registered submission to the
- Number of documents queried Director Business
- NTR collected
- Challenges faced Registration or Head
-Recommendations. Field Operations.
Director Business
then submit to the
registries
Company Report on Company -Number of applications Registrars Weekly Supervisor for onward
Registration/Incorporation Registration/Incorporation received submission to the
-Number of companies Director Business
registered Registration or Head
-Number of applications Field Operations.
queried Director Business
-Number of companies using Registration and Head
the lean memarts Field Operations shall
-Challenges faced then submit to the
- Recommendations. Deputy R/G in charge of
registries
Resolution (Both Online Report on resolutions -Number of resolutions Registrars Weekly Supervisor for onward
and Physical) handled processed physically submission to the
-Number of on-line resolutions Director Business
processed Registration or Head
-NTR Collected Field Operations.
-Challenges faced Director Business
-Recommendations Registration and Head
then submit to the
registries
Continuous Filling Report on continuous -Number of continuous filings Registrars Weekly Supervisor for onward
filling done submission to the
-NTR collected Director Business
-Challenges faced Registration or Head
-Recommendations. Field Operations.
Director Business
then submit to the
registries
Annual Returns Report on annual returns -Number of accounts created Registrars Weekly Supervisor for onward
-Number of companies filing submission to the
annual returns Director Business
-NTR collected Registration or Head
-Challenges faced Field Operations.
-Recommendations. Director Business
then submit to the
registries
Petitions/Applications Record of proceedings -The serial number of the Registrars After ruling has been Supervisor for onward
matter made submission to the
-The statement of claim Director Business
-The date of hearing of the Registration or Head
matter Field Operations.
-The name and address of the Director Business
petitioner and of his/her Registration and Head
witnesses Field Operations shall
then submit to the
-The name and address of the Deputy R/G in charge of
respondent and his/her registries
witness(es)
-Brief description of the matter;
-The documentary exhibits if
any
-The order(s) of the registry and
-Any consequential matters
Digitization and Transfer Report on digitization and -The number of conversions Assistant Records Weekly Supervisor for onward
of Documents transfer of records done of legal documents, Officer submission to the Head
continuous filling, business Records Unit.
name and new companies Head Records Unit
among others shall then submit to the
-Number of documents handed Deputy R/G in charge of
over to the off storage facility registries
-Challenges faced
-Recommendations
Business Clinics Report on business clinic -Introduction Assigned Officer Whenever business Supervisor for onward
conducted -Objectives clinic is conducted submission to the
-Methodology Director Business
-Statistics of the number of Registration or Head
companies, business names, Field Operations.
certifications, and legal Director Business
documents registered Registration and Head
-NTR collected Field Operations shall
-Challenges then submit to the
-Recommendations Deputy R/G in charge of
-List of participation registries
Communication with the Report on communication -The number of issues raised Liaison Officer at HQ Weekly Director Business
Regional with the Regional from the branches/regions Registration with copy to
Offices/Branches Offices/Branches -Turn-around time for resolving the Head Records Unit
them
-Challenges faced
-Recommendations
13. Record Keeping
Process Record Generated Custodian Filing Archiving Retention

Instructions Instructions Period
Name Reservation -Filled in application form Records All records are Digital storage Permanently
for Reservation of Name Unit system (Server)
-Email communications to generated
client like hence
acknowledgement email electronic
-Name reservation notice
-Rejection notice where
applicable
Business Name -Proof of payment like Records Hard copies Digital storage Permanently
Registration receipt Unit digitized to (Server) and
-Email communications to electronic Offsite storage
client like images and
acknowledgement email kept on the
-Filled in application form server while
for Business Name the physical
Registration records are
-Filled in Statement of indexed,
Particulars batched and
-Registration transferred to
Acknowledgement Slip an offsite
-Certificate of Registration storage facility
-Certified copy of
statement of particulars
Searches and -Search report or letter on Records Hard copies Digital storage Permanently
Correspondences the institution’s letter head Unit digitized to (Server) and
-Certified copies of search electronic Offsite storage
report or letter where images and
needed kept on the
server while
the physical
records are
indexed,
batched and
transferred to
an offsite
storage facility
Document -Proof of payment Records Hard copies Digital storage Permanently
Registration -Registered document Unit digitized to (Server) and
electronic Offsite storage
images and
kept on the
server while
the physical
records are
indexed,
batched and
transferred to
an offsite
storage facility
Company - S 18 Records Hard copies Digital storage Permanently
Registration/Incor - National IDs Unit digitized to (Server) and
poration - Form 20 electronic Offsite storage
-Memorandum and images and
articles of Association. kept on the
-Certificate of Registration server while
the physical
records are
indexed,
batched and
transferred to
an offsite
storage facility
Resolution (Both -Resolutions registered Records Hard copies Digital storage Permanently
Online and -Filled in resolution form Unit digitized to (Server) and
Physical) electronic Offsite storage
images and
kept on the
server while
the physical
records are
indexed,
batched and
transferred to
an offsite
storage facility
Continuous Filling Documents filed Records Hard copies Digital storage Permanently
Unit digitized to (Server) and
images and
kept on the
server while
the physical
records are
indexed,
batched and
transferred to
an offsite
storage facility
Annual Returns Certified copy of annual Records Hard copies Digital storage Permanently
report Unit digitized to (Server) and
images and
kept on the
server while
the physical
records are
indexed,
batched and
transferred to
an offsite
storage facility
Petitions/Applicati -Summon Records Hard copies Digital storage Permanently
ons -Written response Unit digitized to (Server) and
-Agreement in the event electronic Offsite storage
that the mediation was images and
successful kept on the
-Mediation report server while
-Written/oral submissions the physical
-Ruling records are
-Record of proceedings indexed,
batched and
transferred to
an offsite
storage facility
Digitization and -List of inventory for Records Documents Soft copies Permanently
Transfer of documents to be Unit scanned and kept
Documents dispatched to the offsite put on cloud, while
storage facility. in respective hard copies
folder kept
Hard copy under key and
kept in cabin lock
Business Clinics -Minutes of preparatory Assigned Documents Soft copies Permanently
meeting with stakeholders Officer scanned and kept
-Report on business clinic put on cloud, while
conducted in respective hard copies
-Accountability form and folder kept
receipts Hard copy under key and
kept in cabin lock
Communication -Proof of communication Liaison All email trails Digital storage xx years
with the Regional between the Supervisor at Officer at on company
Offices /Branches the Branches and HQ mail hence
Regional Office with the electronic
Liaison Officer at HQ
14.0 Amendment Log
Date Revised section Description Approval

Appendices
Appendix A: Departmental Objectives and Work Plans
Appendix B: Roles and Responsibilities
Appendix C: Checklist for Name Reservation
Appendix D: Stamping guidelines
Appendix 1: Process Flow Diagram for Name Reservation
Appendix 2: Process Flow Diagram for Business Name Registration
Appendix 3: Process Flow Diagram for Conducting Searches and Correspondences
Appendix 4: Process Flow Diagram for Document Registration
Appendix 5: Process Flow Diagram for Company Registration/Incorporation
Appendix 6: Process Flow Diagram for Resolution
Appendix 7: Process Flow Diagram for Continuous Filling
Appendix 8: Process Flow Diagram for Annual Returns
Appendix 9: Process Flow Diagram for Petitions/Applications
Appendix 10: Process Flow Diagram for Digitization and Transfer of Documents
Appendix 11: Process Flow Diagram for Business Clinics
Appendix 12: Process Flow Diagram for Communication with the Regions/Branches

Business Registration Directorate Manual.V1

Uploaded by

Document Information

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Business Registration Directorate Manual.V1

Uploaded by

Copyright:

Available Formats

BUSINESS REGISTRATION DIRECTORATE

Compiled by: Business Registration Team Revision number: 00

URSB recognizes that providing Business Registration Services shall provide a

Accordingly, the Business Registration Directorate is responsible for the registration

The Business Registration Directorate therefore oversees the implementation of the

1.2 Planning for the Directorate

(Ref: Appendix A: Directorate Objectives and Work Plan).

Stakeholder Relationship Required / Needs and Expectations Responsibility

Process Objective KPIs

Process Stakeholder What to Communicate When to How to Who to Frequency of

Quering of application Continuous Email Assigned When need arises

Process Inputs Interfaces Outputs

Searches and -Duly filled in search Clients to include -Proof of payment

Annual Returns -Account creation request Client -Duly filled in User

Process Knowledge Requirements Making Information Responsibility

8.1 Name Reservation

8.1.3 Conducting of desirability tests xx minutes Reservation Officer

8.2.2 Filling in application form

8.3.3 Searching for the required 10 minutes

8.5.6 Journalizing xx minutes Assigned action officer

8.5.8 Data entry xx minutes Records Officer

8.6.1 Filing On-line Resolutions

8.6.1.3 Receiving and allocation of xx minutes Supervisor

8.6.1.5 Journalizing xx minutes

8.6.1.7 Data entry and Final Decision xx minutes

8.6.1.9 Report writing xx minutes Registrar

8.6.2.5 Journalizing xx minutes

8.7.3 Perusal of documents and Assigned Action

8.7.6 Record Manual Processing and Registrar

8.7.6.2 The Registrar shall then affix the

8.7.8 Data entry

8.8.5 Assessment and making of payments

8.8.6 Receiving and allocation of xx minutes Supervisor

8.8.8 Dispatch of Annual return report xx minutes Assigned Action

8.8.9 Certification Client

8.8.10 Report writing xx minutes

8.9.2 Filing of application Applicant/petitioner

8.9.3 Receiving and allocation of Director Business

8.9.5 Service of the Within 14 days Applicant/Petitioner

8.9.6 Filing of response by the Within 14 days Respondent

8.9.7 Mediation of the matter Within five days Mediator

8.9.8 Issuance of a hearing notice Within 2 days of Registrar

8.9.9 Proceedings before the xx minutes Registrar

8.9.9.2 The hearing shall commence

8.9.9.3 The Evidence of witnesses shall

8.9.9.4 Every party shall be allowed to

8.9.9.5 The Registrar shall grant the

8.9.9.6 When the parties conclude with

8.9.9.7 The Registrar shall then inform

8.9.10 Compilation of the ruling and xx minutes Approved ruling by Registrar

8.9.11 Delivering the ruling xx minutes Registrar

8.10.2 Sorting and preparation

8.10.5.2 Quality control inspection shall

8.10.9 Report writing Records Officer

Process Risk Risk Level Mitigation Responsibility Resources

Process Nature of Nonconformity Responsibility for

Process Data to be Collected Analysis Reporting Method Frequency of Responsibility

Process Report Content of Report Responsibility for Frequency of Report Submitted

Process Record Generated Custodian Filing Archiving Retention

Date Revised section Description Approval

Appendix A: Departmental Objectives and Work Plans

Appendix B: Roles and Responsibilities

Appendix C: Checklist for Name Reservation

Appendix D: Stamping guidelines