File Director KYC

Director identification number (DIN) is a unique identification number given to a person wanting to be a director or an existing director of a company.

In this digitised era, application in eForm DIR-3 was sufficient to obtain DIN. This was a one-time process for any person who wants to be a director in one or more companies.

However, now with the move of the Ministry of Corporate Affairs (MCA) to update its registry, all directors with a DIN will have to submit their KYC details annually in eForm DIR-3 KYC.

Who has to file eForm DIR-3 KYC?

As per MCA recent announcement, any director who was allotted a DIN by or on 31st March 2018 and whose DIN is in approved status, will have to submit his KYC details to the MCA. Further, this procedure is mandatory for the disqualified directors too.

From the Financial Year 2019-20 onwards, it is mandatory for every director who has been allotted a DIN on or before the end of the financial year and whose DIN is in approved status, will have to file form DIR-3 KYC before 30th September of the immediately next financial year.

For example– For the Financial Year 2021-22, the directors having DIN or Director Partner Identification Number (DPIN) and the directors allotted with a DIN/DPIN by 31st March 2022, need to file the eForm DIR-3 KYC before 30th September 2022.

Checkpoints for filing the eForm DIR-3 KYC

• Every Directors unique personal mobile number and email address will have to be provided while filing the eForm. This number and email address will be verified by an OTP (one-time password).
• The second check implanted here would be that the director has to use his own digital signature while filing this eForm.
• Further, the third test to ensure that complete and right information is provided will be that the eForm should be certified by a practising Chartered Accountant or Company Secretary, or Cost and Management Accountant.

Consequence of not filing eForm DIR-3 KYC within the specified Due Date

In case a director who is supposed to file the e-Form does not file it by 30th September on MCA 21 portal, the department will mark the DIN of such director as ‘Deactivated due to Non-filing of DIR-3 KYC’. If the director wishes to re-activate his DIN in future by filing the missed out eForm DIR-3 KYC, he can do so after paying a late fee of Rs 5,000. This fee would be payable on or after 30th September of the year in which the eForm DIR-3 is to be filed. This form needs to be filed annually by the directors.

How To Filing DIR-3 KYC

For filing your DIR 3 -KYC form, you’ll need the following documents:

• Details of Nationality and Citizenship details like gender, and date of birth.
• Permanent Account Number (PAN).
• Voters Identity card.
• Passport (mandatory if a foreign national is holding a DIN).
• Driving License.
• Aadhaar card.
• Personal Mobile and Personal Email Address.
• Residential address.

Apart from the items mentioned above, please keep the following things ready:

• Digital signature of Individual filing the form (applicant).
• Attestation of the documents mentioned above from Practising Professionals such as CA, CS, or Cost Accountants. In the case of Foreign Nationals, documents need to be attested by the prescribed authority.
• A declaration has to be provided by the applicant duly attested by practising professionals.

Documents needed to file for DIR-3 KYC

• Details of Nationality and Citizenship; Aadhaar card if Indian.
• For NRI citizen or Foreign Citizen, all the list of documents and procedure will be same apart from Aadhaar Card.
• PAN Card
• Voter ID
• Passport; if NRI or Foreign Citizen
• Driving License
• Personal Mobile number and Email ID
• Residential Address
• Digital signature of DIN holder

Attestation of the above-mentioned documents from a practicing Chartered Accountant / Company Secretary or Cost and Management Accountant. A declaration has to be provided by the applicant, attested by a practicing professional.

Due Date for Filing DIR 3 KYC Form

How to apply DIR 3 KYC for directors?

The procedure to file the DIR 3 KYC Online is explained here:

Step 1- Download the form

• The first and most important step is to obtain a copy of the DIR-3 KYC form from the MCA's website.

Step 2- Fill in the DIN details

• The DIN must be filled in on the KYC form if the status is 'Approved.'
• Directors who have had their DIN deactivated due to non-submission of the KYC Form can reactivate their DIN by filling out the form after the statutory due date and paying late filing fees.

Step 3- Fill out the DIR- 3 KYC Form with the required information.

Name and relevant credentials

The applicant must enter his own first and last name, as well as his father's first and last name. There are a few things to keep in mind:

• The director must give his name as it appears on his PAN card.
• The address provided in the form will be verified against the PAN database.
• Acronyms, single alphabets, and short forms are not permitted.

Nationality

• A director needs to declare his nationality.
• Directors with foreign nationality must declare the nationality mentioned in their passport.

Age Declaration

A director's permanent residential address must be entered, and proof of permanent address must be attached. When the current residential address differs from the permanent residential address, the current residential address must be provided. Note: A foreign pin code can be furnished only when the state selected is “NA”.

Step 4- PAN verification

Verification of the Permanent Account Number (PAN) is required. A director must first input his PAN, after which he must click the 'Verify income-tax PAN' button. The system next checks the director's information using the PAN card number. Note: For successful authentication, the PAN provided in the form must match the PAN indicated in the DSC. When foreign nationals do not have a PAN, the name on the form must match the name on the DSC in order for authentication to be successful.

Step 5- Update contact details and verify OTP

• A director must update his contact information by providing his phone number and e-mail address, both of which must be validated using an OTP.
• When a director inputs these contact details, he must verify them using an OTP by selecting the 'Generate OTP' button once they have been submitted. OTPs are issued to both the mobile number and the email address separately.
• Only directors who are not Indian citizens are permitted to use country codes other than +91/91/0.
• It should be remembered that an OTP can be issued to the telephone number and email address up to 10 times per day and twice every 30 minutes against one form.

Attested Attachments are to be made

The documents listed above must be attested and uploaded by the applicant, who must also sign any additional attachments digitally.

Step 6- Authentication of e-Form

The e-form must be validated, meaning it must be digitally signed by a Chartered Accountant/Cost Accountant or a Company Secretary licensed to practice their profession. The provision of the practicing professional's information and their digital signature is a critical responsibility that cannot be overlooked. After thorough proofreading, click the 'Submit' button.

Step 7- SRN Generation

When the e-Form DIR-3 KYC is successfully submitted, an SRN is produced and assigned to the user for future MCA correspondence.

Step 8- Email communication

The applicant will receive an email acknowledging receipt of the form on his personal email ID. Once the approval email is received, filing eForm DIR-3 KYC is complete.

Things to keep in mind while filing e-Form DIR-3 KYC

• When filling out this e-form, the director must provide their phone number and email address. A One-Time-Password will be used to verify this information (OTP)
• This e-form will require directors to utilize their digital signatures.
• Directors must ensure that the e-Form is certified by a practising Chartered Accountant, Cost Accountant, or Company Secretary.

Procedure to File Form DIR 3 KYC WEB

The procedure to File Form DIR 3 KYC Web is explained in detail below:

• To file Form DIR 3 KYC online, the Applicant must log in to the MCA portal with valid credentials. After login, click the MCA service option and select DIN services. From the list of services, select the DIR-3 KYC Web option.
• On the new page, Provide the DIN details, mobile number, and email ID that are preloaded will display on the page.
• By clicking the Send OTP option, an OTP will be redirected to the applicant's mobile number and Mail ID. Furnish the OTP to verify.
• Pre-loaded details of the DIN Holder will display, check all the details, and click on submit button.
• A zero rupee challan and SRN will be generated if the form is filed on or before 30th September.