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SUP 16.3 General provisions on reporting

Application

SUP 16.3.1G

The effect of SUP 16.1.1 R is that this section applies to every firm except:

  1. (1)

    an ICVC;

  2. (2)

    an incoming EEA firm or incoming Treaty firm, which is not:

    1. (a)

      a firm of a type listed in SUP 16.1.3 R as a firm to which section SUP 16.6 or SUP 16.1214 applies;

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    2. (b)

      an insurer with permission to effect or carry out life policies;

  3. (3)

    a UCITS qualifier.

Structure of the chapter

SUP 16.3.2G

This chapter has been split into the following 14sections, covering:

53514
  1. (1)

    annual controllers reports (SUP 16.4);

  2. (2)

    annual close links reports (SUP 16.5);

  3. (3)

    compliance reports (SUP 16.6);

  4. (4)

    [deleted]24

    24
  5. (4A)

    annual report and accounts (SUP 16.7A);26

  6. (5)

    persistency reports (SUP 16.8);

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  7. (6)

    annual appointed representatives reports (SUP 16.9);5

    53
  8. (7)

    Verification of standing data (SUP 16.10);58

    14
  9. (8)

    product sales data reporting (SUP 16.11);

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  10. (9)

    integrated regulatory reporting (SUP 16.12);

    20
  11. (10)

    reporting under the Payment Services Regulations (SUP 16.13)32;20

    19
  12. (11)

    client money and asset return (SUP 16.14);2021

    25
  13. (12)

    reporting under the Electronic Money Regulations (SUP 16.15)32.23

  14. (13)

    32prudent valuation reporting (SUP 16.16);

  15. (14)

    32remuneration reporting (SUP 16.17);

    252527
  16. (15)

    AIFMD reporting (SUP 16.18); 30

    2727
  17. (16)

    reporting under the MCD Order for CBTL firms (SUP 16.21);31

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  18. (17)

    reporting under the Payment Accounts Regulations (SUP 16.22); and31

    30
  19. (18)

    annual financial crime reporting (SUP 16.23).31

SUP 16.3.3G

The annual controllers, annual close links, persistency and annual appointed representatives reports sections are the same for all categories of firm to which they apply.3

SUP 16.3.4G

The compliance section is14set out by category of firm, with detailed requirements set out in tables giving:

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  1. (1)

    a brief description of each report;

  2. (2)

    the frequency with which the report is required; and

  3. (3)

    the due date for submission of the report.

SUP 16.3.5G

Further requirements about the reports, such as form and content, are set out in the sections for each category of firm, where this is appropriate. In many cases, however, it is more appropriate to provide this information by means of a separate annex; in these cases the relevant section refers to the annex.

How to submit reports

SUP 16.3.6R

A periodic report required to be submitted under this chapter, or under any other rule, must be submitted in writing in accordance with SUP 16.3.7 R to SUP 16.3.10 G, unless:

  1. (1)

    a contrary intention appears; or

  2. (2)

    the report is required under the listing rules. 2

SUP 16.3.7R

A report or data item13 must:

13
  1. (1)

    give the firm reference number (or all the firm reference numbers in those cases where a report is submitted on behalf of a number of firms,as set out in SUP 16.3.25 G)13; and

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  2. (2)

    if submitted in paper form, be submitted with the cover sheet contained in SUP 16 Annex 13 R3232 fully completed13.21

SUP 16.3.8R

A written report must be delivered to the FCA28 by one of the methods listed in SUP 16.3.9 R.

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SUP 16.3.9R

Method of submission of reports (see SUP 16.3.8 R)

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Method of delivery

1.

Post to the published address of the FCA32 for postal submission of reports

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2.

Leaving the report marked for the attention of "Central Reporting"22 at the published address of the FCA32 for hand delivery of reports and obtaining a dated receipt

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3.

Electronic mail or fax to the published e-mail address or fax number of the FCA's32 Central Reporting team22

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4.22

Online submission via the appropriate systems accessible from the22 FCA28 website

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SUP 16.3.10G
  1. (1)

    The current published address of the FCA32 for postal submission of reports is:

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    Central Reporting22

    The Financial Conduct32 Authority

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    PO BOX 35747

    London E14 5WP

  2. (2)

    The current published address of the FCA32 for hand delivery of reports is:

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    1. (a)

      Central Reporting22

      The Financial Conduct32Authority

      32

      25 The North Colonnade

      Canary Wharf

      London E14 5HS

      if the firm's usual supervisory contact at the FCA28 is based in London, or:

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    2. (b)

      The Financial Conduct32Authority

      32

      Quayside House

      127 Fountainbridge

      Edinburgh EH3 8DJ

      if the firm's usual supervisory contact at the FCA32 is based in Edinburgh.2

      32
  3. (3)

    22The current published email address and fax number for the FCA's32 Central Reporting team isregulatory.reports@fca.org.uk32 and 020 7066 3905. The Central Reporting team does not handle general correspondence between firms and the FCA28 . Accordingly, firms should not make submissions to the Central Reporting team's email address or fax number other than as directed in SUP 16.3.8 R.

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Complete reporting

SUP 16.3.11R

A firm must submit reports required under this chapter to the FCA28 containing all the information required.

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SUP 16.3.12G

SUP 15.6 refers to and contains requirements regarding the steps that firms must take to ensure that information provided to the FCA28 is accurate and complete. Those requirements apply to reports required to be submitted under this chapter.

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Timely reporting

SUP 16.3.13R
  1. (1)

    A firm must submit a report required by this chapter in the frequency, and so as to be received by the FCA28 no later than the due date, specified for that report.

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  2. (2)

    If the due date for submission of a report required by this chapter falls on a day which is not a business day, the report must be submitted so as to be received by the FCA28 no later than the first business day after the due date.

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  3. (3)

    If the due date for submission of a report required by this chapter is a set period of time after the quarter end, the quarter ends will be the following dates, unless another rule or the reporting form states otherwise:

    1. (a)

      the firm's accounting reference date;

    2. (b)

      3 months after the firm's accounting reference date;

    3. (c)

      6 months after the firm's accounting reference date; and

    4. (d)

      9 months after the firm's accounting reference date.

  4. (4)

    If the due date for submission of a report required by this chapter is a set period of time after the end of a half-year, a quarter, or a month, the dates will be determined by (a) or (b) below except where otherwise indicated:5

    1. (a)

      the firm's accounting reference date;5

    2. (b)

      monthly, 3 monthly or 6 months after the firm's accounting reference date, as the case may be.5

Failure to submit reports

SUP 16.3.14R

If a firm does not submit a complete report by the date on which it is due in accordance with the rules in, or referred to in, this chapter or the provisions of relevant legislation and any prescribed submission procedures, the firm must pay an administrative fee of £250.29

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SUP 16.3.14AG

9Failure to submit a report in accordance with the rules in, or referred to in,12 this chapter or the provisions of relevant legislation12 may also lead to the imposition of a financial penalty and other disciplinary sanctions. A firm may be subject to reporting requirements under relevant legislation other than the Act, not referred to in this chapter. An example of this is reporting to the FCA28 by building societies under those parts of the Building Societies Act 1986 which have not been repealed (see SUP 16.1.4 G).12 If it appears to the FCA28 that, in the exceptional circumstances of a particular case, the payment of any fee would be inequitable, the FCA28 may reduce or remit all or part of the fee in question which would otherwise be payable (see 10FEES 2.3).10

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SUP 16.3.15G

The FCA28 may from time to time send reminders to firms when reports are overdue. Firms should not, however, assume that the FCA28 has received a report merely because they have not received a reminder.1

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SUP 16.3.16G

The firm is responsible for ensuring delivery of the required report at the by the due date. If a report is received by the FCA28 after the due date and the firm believes its delivery arrangements were adequate, it may be required to provide proof of those arrangements. Examples of such proof would be:

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  1. (1)

    "proof of posting" receipts from a UK post office or overseas equivalent which demonstrates that the report was posted early enough to allow delivery by the due date in accordance with the delivery service standards prescribed by the relevant postal authority; or

  2. (2)

    recorded postal delivery receipts showing delivery on the required day; or

  3. (3)

    records of a courier service provider showing delivery on the required day.

Change of accounting reference date

SUP 16.3.17R
  1. (1)

    A firm must notify the FCA28 if it changes its accounting reference date.

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  2. (2)

    When a firm extends its accounting period, it must make the notification in (1) before the previous accounting reference date.

  3. (3)

    When a firm shortens its accounting period, it must make the notification in (1) before the new accounting reference date.4

  4. (4)

    SUP 16.10.4A R to SUP 16.10.4C G (Requirement to check the accuracy of standing data and to report changes to the FCA28 ) apply to any notification made under (1).18

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SUP 16.3.18G

SUP 16.2.1 G emphasises the importance to the FCA28 of timely and accurate information. The extension of a firm's accounting period to more than 15 months may hinder the timely provision of relevant and important information to the FCA28 . This is because many due dates for reporting to the FCA28 are linked to firms' accounting reference dates. Indeed, for some categories of firm, the only reports required by the FCA28 have due dates for submission which are linked to the firm's accounting reference date.If the extension of a firm's accounting period appears likely to impair the effectiveness of the FCA28 supervisory work, the FCA28 may take action to ensure that it continues to receive the information it requires on a timely basis. This may include the use of any of the tools of supervision set out in SUP 1.4.5 G.

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SUP 16.3.19G

If more than one firm in a group intends to change its accounting reference date at the same time, a single notification may be given to the FCA28 , as described in SUP 15.7.8 G.

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Underwriting agents: submission to the Society of Lloyd's

SUP 16.3.20R
  1. (1)

    [deleted]32

    32
  2. (2)

    [deleted]32

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SUP 16.3.21G

[deleted]32

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Service of Notices Regulations

SUP 16.3.22G

The Financial Services and Markets Act 2000 (Service of Notices) Regulations 2001 (SI 2001/1420) contain provisions relating to the service of documents on the FCA28 . They do not apply to reports required under SUP 16, because of the specific rules in this section.

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Confidentiality and sharing of information

SUP 16.3.23G

When the FCA28 receives a report which contains confidential information and whose submission is required under this chapter, it is obliged under Part 2332of the Act (Public Record, Disclosure of Information and Co-operation) to treat that information as confidential. (See SUP 2.2.4 G for the FCA and SUP 2.2.4A G for the PRA32)

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SUP 16.3.24G

SUP 2.3.12A G and SUP 2.3.12B G state that the FCA28 appropriate regulator32 may pass to other regulators information which it has in its possession. Such information includes information contained in reports submitted under this chapter. The FCA's28 disclosure of information to other regulators is subject to SUP 2.2.4 G or SUP 2.2.4A G32 (Confidentiality of information).

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Reports from groups

SUP 16.3.25G

If this chapter requires the submission of a report or data item13 covering a group, a single report or data item13 may be submitted, and so satisfy the requirements of all firms in the group. Such a report or data item13 should contain the information required from all of them, meet all relevant due dates and indicate all the firms on whose behalf it is submitted; if necessary a separate covering sheet should list the firms on whose behalf a report or data item13 is submitted. Nevertheless, the requirement to provide a report or data item13, and the responsibility for the report or data item13, remains6 with each firm in the group. However, reporting requirements that apply to a firm, by reason of the firm being a member of a financial conglomerate, are imposed on only one member of the financial conglomerate (see, for example, SUP 16.12.32 R14).6

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SUP 16.3.26G

Examples of reports covering a group are:

  1. (1)

    the compliance reports required from banks under SUP 16.6.4 R;

  2. (2)

    annual controllers reports required under SUP 16.4.5 R3232;

  3. (3)

    annual close links reports required under SUP 16.5.4 R

  4. (4)

    consolidated financial reports required from banks under SUP 16.12.5 R2424;

  5. (5)

    consolidated reporting statements required from securities and futures firms under 24SUP 16.12.11 R24;17

  6. (6)

    reporting in relation to defined liquidity groups under SUP 16.12.17