What kind of training resources are available to me? Is online training being offered?
Beginning in early October, Dye & Durham will offer a series ofcomplimentary webinars and live demonstrations to introduce you to new features and to answer any questions you may have. To best prepare, we recommend training prior to October 19th.
The Electronic Due Diligence webinarcontains up to 30 minutes of substantive content, while theCorporate Filings webinar contains up to 1 hour of substantive content. All attendees will be provided with a certificate of attendance. Participants must enter the substantive hours themselves on their LSO portal.
All Ontario businesses and not-for-profit corporations, who wish to self-serve direct with government, will be able to use the registry to complete business registrations, filings, and other transactions online. Ontario businesses and not-for-profits can still use a Service Provider to take advantage of the many additional features available through our solutions.
Intermediaries, such as legal professionals, are asked to use a Service Provider for immediate online fulfillment.
Dye & Durham has been working closely with the Ministry to ensure our customers’ needs are met. Dye & Durham has a direct connection with the OBR, to offer our customers all the benefits of the OBR, along with features only available through Service Providers, such as electronic Ministry Filings through our Partner Portal, and all the other services across Canada for a one-stop-shop experience.
The new Ontario Business Registry is integrated with the Canada Revenue Agency, enabling the identification of a business or not-for-profit corporation by a single business number, further streamlining administrative processes.
Is the new registry going to show new incorporations in real-time, without having to "Search for Newer Corporation" if they were registered within the week?
One of the many benefits of the Ontario Business Registry is that information is updated in real-time, meaning, as long as there is a record with the Ministry, the business you are looking for will show in the search results. You will not need to "Search for Newer Corporation" to find it.
Is there a charge to search a name to see if it exists in the new OBR?
No. ECI charges no longer apply, as they related to the legacy ONBIS system. Charges will only apply once the reports have been ordered for your selected names. You will see a cost summary before proceeding.
Will the microfiche turnaround time stay the same?
For files registered prior to Oct 19, 2021, a microfiche may be required and can take up to 5 business days to retrieve. Anything registered after October 19, 2021 , you can select which charted documents you want to order under Copies of Documents and retrieve in real time.
Does the new profile report contain the CRA business number?
The CRA business number does not show up on new Profile (Entity) Report, but you can find the information prior or ordering the report. Simply select the business name and a popup will appear with the entity details.
A company key is a unique sequence of numbers assigned to a business. The company key is necessary to authorize an account to make changes to your records with the Ministry. The key-holder is responsible for keeping the key confidential. It should only be shared with an authorized Service Provider or an intermediary. Dye & Durham is an authorized Service Provider with delegated authority to transact on filings and can bypass the company key requirement for all existing businesses, and new entities created through our solutions.
The company key will be sent to the official email address when a new business is registered.
If you are the owner of an existing business, you may sign up on the Ontario Business Registry website to retrieve your company key.
If you're an intermediary, you can ask your clients for their company key. If you require a company key for a filing through Dye & Durham, our team can support you in obtaining the company key. Email us at[email protected] for support. Please note that there are many instances where you will not need a company key. See next question for more information.
In most cases, a company key is not required to proceed with your filing (see table below for further details). You can complete and submit your forms to us in electronic copy without a company key.
As a Service Provider connected to the OBR, Dye & Durham has delegated authority on filings and can bypass the company key requirement for all existing businesses, and new ones created through Dye & Durham’s solutions after October 19th (i.e., eCore, white glove services, etc.)
Do you need a company key?
Process subsequent filings for an existing business created before October 19th
Dye & Durham has blanket authority of all existing Ontario businesses currently in the Registry.
Process subsequent filings for an existing business created after October 19th that was first created using Dye & Durham.
Dye & Durham has regulated authority on any subsequent filings for any business created through Dye & Durham after October 19th.
If the business was not created through Dye & Durham after October 19th, a company key is required for subsequent filings.
A new entity/business created after October 19th using a different service provider or direct-through government, then using eCore for subsequent filings.
Corporate filing tip for businesses registered after October 19, 2021:To avoid having to ask clients for their company key, use the same Service Provider you used to register the business for any subsequent filings. If you first used Dye & Durham to register the business, you will not be asked for a company key for subsequent filings. You can simply leave that field blank. In cases where a company key is required, a message in eCore will appear to include the key.
Do I need to include a company key on Ministry filing forms?
In many instances, we do not require a company key to complete your requested filings. Please refer to the chart above for when a company key is necessary. Please note that forms cannot be printed where a company key has not been entered. To print your forms, you can simply enter 9 zeros in the field. By including a placeholder company key in your forms there will be no implications for your filing.
Will company keys be automatically issued to all existing corporations and sent to their registered office address upon integration into the new system? Or do all corporations need to submit a request to obtain the company key?
No, for security reasons, company keys will NOT automatically be issued for all existing entities in the Ontario Ministry's database.
For a business group with multiple corporations, can one company key be requested to manage all related corporations?
No, each entity in the Ontario Ministry's database will be issued its own unique company key. It is recommended that you develop an internal procedure to manage the company keys for each corporation you manage.
What if I don’t know if I need a company key (i.e. I don't know how or when the company was registered)?
Majority of businesses in Ontario have been registered through Dye & Durham or through other vendors that use our APIs, meaning we have delegated authority on all businesses registered through us and a company key is not required. If you don’t know how or when the company was registered, you can proceed with the filings and if you receive an error asking for the company key, email us at [email protected]and we will help you retrieve the company key to complete a filing. The company key has a turnaround of 3 business days from the Ministry. At this time, there are no fees associated with this service.
A NAICS Code, sometimes referred to as a Primary Code, is a classification within the North American Industry Classification System. NAICS has been designed for statistical purposes. Enter the “key word” that most closely describes the primary line of business for the corporation and search for proper NAICS code. Examples of key words are technology, construction, mining, etc. See directory here.
What happens if articles are submitted on weekends? Statutory Holidays? Late at night?
The Ontario Business Register is meant to be available 24/7. Therefore, if articles are submitted through eCore on weekends, outside of normal business hours, or on a statutory holiday, and they are transactions that are fulfilled automatically by the system, the endorsement date will be the date submitted. eCore continues to offer the ability to have documents filed at a specified date in the future. Please note, this does not apply to filings sent to our team through email. Please refer to the turnaround table below for more details.
All official correspondence for the company from the Province of Ontario will be sent to the Official Email Address. The address must be an individual with the legal duty to manage the business, which can be either the business owner or an intermediary. The official email address will not appear on public records.
Can you use a lawyer's or law firm's email address as the official email for its clients?
Yes, if that is what your clients allow you to do. If your firm maintains many entities or has a separate corporate services department, it may be helpful to create a couple of unique email addresses to be used as the official email for your clients so that you can be certain that your firm will receive the necessary email confirmations, etc.
I have clients who live in rural areas and have no access to the internet and no email address. How is this issue dealt with?
It is currently unknown how this particular issue will be dealt with by the Ontario Ministry. The OBR is designed to be a paperless and electronic system. The OBA and other external stakeholders will continue to work with the Ontario Ministry on issues like this, and other important issues.
It is recommended that you seek your client's permission to include your email address/the email address of your firm.
Turnaround times listed below are from when the filing gets submitted to when it is returned to you. Your filing requests will be submitted to the Ministry within 1-3 business days.
SERVICE - Business Corporations Act
Dye & Durham
Email/Mail to MGCS
Incorporation, Amalgamation, Amendment Restated Articles, Winding up (1st, 2nd filing),
Same Day, Incorporation immediate through eCore.
7 - 15 Business Days
Winding-up with court order, Dissolution, Continuation in Ontario, Authorization to Continue Out, Revival, Reorganization, Arrangement
2 Business Days
7 - 15 Business Days
2 - 3 Weeks
4 - 6 Weeks
SERVICE – Not-for-Profit Corporations Act
7 - 15 Business Days
Amalgamation, Amendment Restated Articles, Dissolution, Continuation in Ontario, Authorization to Continue Out, Revival, Reorganization, Arrangement, Voluntary Winding up - Notice of Special Resolution, Voluntary Winding up - Notice of Holding Meeting, NFPCA - Court-Ordered Winding up - Liquidators Appointment, NFPCA - Court-Ordered Winding up - Dissolution Order
Initial Return (Extra-Provincial Corporation) / Notice of Change (Extra-Provincial Corporation)
2 Business Days
7 - 15 Business Days
SERVICE – Business Names Act – Sole Proprietorship, General Partnership and Business Name for Corporations, Partnership/Limited Partnership, Limited Liability Partnership, Extra-Provincial Limited Liability Partnership/Limited Liability Company
I am having issues submitting my Initial Return or Notice of Change. What are some filing tips?
The most common issue customers are experiencing when submitting an Initial Return or Notice of Change is omitting to hit the "Add Title" button when adding an officer or director. Ensure you first select the Title and Date Appointed, and then hit "Add Title" to confirm the selection. You will see the selection appear with a light green background once it's been successfully added.
Other key CIA filings tips are as followed:
CIA filings have moved in the same area as Articles of Incorporation. Ensure you are using the Corporate Filings navigation under "Corporate" to complete CIA filings.
Ensure you are completing all mandatory fields, including the official email address and NAICS code.
A Company Key is required to complete the filing when the business was registered after October 19, 2021, AND not first registered using Dye & Durham. Otherwise, you can leave it blank or input 9-zeros.
Will PDF Transaction Forms change to comply with the new OBR?
Yes. On and after October 19, 2021, the new digital Transaction Forms must be used. The Ministry will not accept the old PDF forms or incorrect forms. For Ministry forms, if a key is not needed, please input 000 000 000 (9 zeros) in place of a company key.
How do I pay fees for processing electronic Ministry filings?
For Ministry filings, we will pay disbursements on your behalf and invoice you for the service through your Legal i Link account. If you do not have a Legal i Link account, our team will create a free account for you and invoice you accordingly.
You will be emailed an order summary for each transaction within 3-5 business days (sent to the user). Your firm will receive one monthly invoice for all transactions each month (sent to the firm's finance admin user). If you note a file number or name in your email, we will use that as the matter reference which will appear on your order summaries/invoice.
When you submit your filing requests, you may specify your requested filing date and in most cases, we can meet your requested filing date. We will submit your filing requests within 1-3 business days. We recommend submitting your filing requests a few days prior to your requested filing date when possible.
In what format should I submit my completed forms? Do you require a signature?
Please submit your completed forms to us in their original electronic format via email to [email protected]. We do not accept scanned PDF forms at this time.
When submitting an electronic copy, a signature is not required for filing however it is required that you retain a signed copy for your records. Please keep a signed copy for your records. Shareholder resolutions will continue to require a signature and can be submitted in any format.
What do I do if the form's character limit prevents me from entering the full text required?
Several fields within the forms provided have character limits which can prevent you from entering the full text required. If you are unable to fit your entire block or text into a field within the required form, the text can be provided in a separate attached document. If providing text within a separate document, please indicate the following within the text field within the form: “[SEE ATTACHED]” and provide complete text in a separate document.
What is Legal i Link and how do I make an account?
Legal i Link is a web-based software used to track and prepare invoices for ministry and court filings, court searches, and process serving requests sent to Dye & Durham. It's free to open an account, and our filing team will automatically create an account for you if you send us a filing request to[email protected] and we don't already have an account for you.
What are the benefits of using Fast Company or CorpLink with eCore?
With the launch of the Ontario Business Registry, CorpLink and Fast Company customers can submit electronic Ontario ministry filings using our powerful eCore integration.
One click submit to eCore, with the ability to validate data prior to submission
All data from CorpLink passes through to your existing eCore account and is automatically filed via CorpLink
Registered documents are returned to CorpLink, and the application updates the corporate name, date of incorporation, OCN number and election dates fields. The Charter documents are imported to the corresponding electronic minute book section of CorpLink
File both AOI and CIA directly through Fast Company.
One click submit to eCore, with the ability to validate data prior to submission.
All data from Fast Company passes through to eCore fields in Forms & Registers.
Registered documents are returned to the matter and stored in the DP Filer and can easily be added to the Virtual Minute Book.
Corporate name, date of incorporation and OCN number are passed into the appropriate fields in Fast Company.
How do I enter my eCore credentials into Fast Company?
To start using eCore from within Fast Company, simply select the solicitor or law clerk with eCore credentials from the Solicitors database or Support Staff database by clicking on the magnify glass next to the Solicitor or Law Clerk field on Tab A of a record. Highlight the Solicitor or Law Clerk and click Edit. Enter the solicitor’s or law clerk’s Client ID and User ID on Tab 2 in the Personnel screen and click OK.
You are now able to file all your Incorporations and Form 1’s from within the Forms & Registers tab of Fast Company when selecting electronic registration and clicking on the eCore Validate button.
Note: If you do not know your eCore credentials, log into eCore and they will appear in the account box.