Annual Report Compliance: How to get it Right

Evaluate your state compliance filing processes

While many annual report forms appear simple, companies with subsidiary entities in multiple states must manage a vastly more time-consuming and costly filing program. That’s because efficient annual report compliance is a constantly repeating workflow in which the actual filings are only one step. Getting it right requires expertise in three distinct areas. A failure in any one can result in delinquent entities.

1. Monitor the status of entities. In order to ascertain filing due dates and other compliance requirements, you must know and track your entity information as it’s listed on the state record in each jurisdiction in which you do business. You need to know, for example, if there have been any name changes, changes in registered agents, new business formations or qualifications, mergers, and withdrawals or dissolutions involving the entities for which you must file annual reports. Checking the status of your entities every month also helps flag any entities that may be delinquent, so you can take quick remedial action.
2. Know state filing requirements. States frequently change their annual report requirements and there is no uniformity among states. Each state form is different, the information requested varies, and the fees or franchise taxes are different. Filing deadlines also vary. Some are on a fixed calendar due date; some are based on the company’s formation or qualification date. You should also know which states grant exemptions or extensions, as well as the penalties or fines for late or missed filings.
3. File reports. When executing the actual annual report filing, accuracy is key. Double and triple check that the correct form is being used, that accurate entity information is filled in, that the right fee is being paid, and that an accepted method of delivery is being used for every filing. States reject incomplete and incorrect filings, putting the company at risk of losing its good standing status.

Annual report best practices

Review these annual report best practices to identify and fix any weak links in your compliance program.

1. Centralize annual report workflow responsibility.
   It’s important to centralize compliance responsibilities to one department — say, tax, finance, or corporate governance — and avoid dispersing it across multiple departments.
2. Formalize entity status change notifications.
   Management and the legal department are often the ones who drive corporate actions that impact entity status, such as mergers, acquisitions, and other voluntary changes. These entity status changes must be communicated to those handling compliance.
3. Set up alerts for delinquent entities
   Responsible parties must be notified immediately when entities fall out of good standing to quickly remedy the problem before penalties and fines compound.
4. Take advantage of technology.
   Superior web-based technology designed specifically for corporate compliance is widely available. At a minimum, set up a centralized master compliance calendar that all stakeholders can access and collaborate on.
5. Institute an entity records system
   A secure online entity management system functions as the central, authoritative internal record of corporate structure, entity ownership, and which jurisdictions to monitor. The system can also be used to communicate and verify voluntary entity status changes to ensure that these changes are recorded correctly by the state.
6. Bring in expert help.
   This can be a worthwhile investment for companies of any size. You may partner with a full-service commercial registered agent for help with just portions of, or all, of your annual reports filing processes. As a highly specialized compliance expert, the registered agent is uniquely positioned to help you create personalized best practices that keep you fully compliant and in full control.

Conclusion

Annual report compliance is required to maintain good standing status. And maintaining good standing status is an important part of keeping business objectives on track. While this requires a proactive stance, it’s clearly an administrative burden. Consider the true costs of handling annual reports internally. These can include labor, risk management, a distraction from your core business, and the costs of penalties and restoring delinquent entities when mistakes are made. Once you’ve factored in these costs, assess your tipping point at which partnering with a compliance specialist becomes the more efficient option.

Learn more
Managing annual report requirements requires constant attention, especially if you have multiple entities across different jurisdictions. Learn more about how to efficiently keep all your entities in good standing. Contact a CT Corporation specialist today.

Related articles and resources
Annual report: Definitions & filing requirements
Annual report due dates by state and entity type
Annual report solutions