Reporting of information on a periodic basis - SEBI - MIRSD/DPS-2/BTI/Cir-15/2008

GENERAL MANAGER Market Intermediaries Regulation Supervision Department Division of Policy - II Cir. No. MIRSD/DPS-2/BTI/Cir-15/2008 May 6 ,2008 To All Bankers to Issue Dear Sir / Madam, Sub: Reporting of information on a periodic basis 1. Vide RBTI (GI Series) circular no. 1 (95-96) dated April 21, 1995 read with BTI Cir No 3 (1999-2000) dated July 9, 1999, SEBI advised all Bankers to Issue to submit information pertaining to their activities on a quarterly and annual basis as per the format prescribed in the aforesaid circulars. 2. In partial modification of the aforementioned circulars, it has now been decided that beginning from the quarter ending June 30, 2008 and from the Financial Year 2008-09, the Bankers To Issue shall submit the quarterly and annual reports respectively to SEBI in electronic form only in accordance with the format prescribed in the aforesaid circulars and the submission of such reports in hard copy shall be dispensed with. The quarterly report and annual report in the prescribed format shall be submitted to e-mail id [email protected] in pdf and excel format. Thus, Bankers To Issue who have to submit information on a quarterly basis shall submit two files by e-mail one file in pdf format and the other in excel format. Similarly, after closure of a particular financial year, the Bankers To Issue shall submit the annual report in the prescribed format by way of two files one in pdf format and the other in excel format. The reports submitted shall also be duly certified by the compliance officer. 3. Further, it has also been decided that beginning from the quarter ended June 30, 2008, bankers to issue who do not have any information to submit w.r.t. activities mentioned in Tables 3a, 3b, 3c, 4, 5 and 6 of RBTI (GI Series) Cir No 1 (95-96) dated April 21, 1995 for a particular quarter shall not be required to submit the report for that quarter. However, it is clarified that all bankers to issue shall continue to submit information on annual basis within 2 months of the close of the financial year in accordance with the format prescribed in the aforementioned circular. 4. The pdf/excel files containing quarterly report shall be sent to email id [email protected] with the title Quarterly report submitted by aaa for the quarter ended xxx yyyy where aaa represents the name of the Banker to the Issue, xxx represents the month at the end of the quarter and yyyy represents the year. Also, the attached pdf/excel file containing the quarterly report shall bear the name of the Banker to the Issue, the periodicity of the report as well as the month at the end of the quarter and the corresponding year. For example, if a bank ABC Bank submits the report for the quarter ended June 2008, the e-mail sent to [email protected] shall bear the title Quarterly report submitted by ABC Bank for the quarter ended June 2008 and the attached pdf/excel file shall bear the na me ABCbankquarterlyJune2008 . 5. Similarly, the pdf/excel file containing report submitted annually shall be sent to email id [email protected] with the title Annual report submitted by aaa for the period ended xxx yyyy where aaa represents the name of the Banker to the Issue, xxx represents the month at the end of the financial year and yyyy represents the year. Also, the attached pdf/excel file containing the report submitted annually shall bear the name of the Banker to the Issue, the periodicity of the report as well as the month at the end of the financial year and the corresponding year. For example, if a bank ABC Bank submits the annual report for the period ended March 2008, the e-mail sent to [email protected] shall bear the title Annual Report submitted by ABC Bank for the period ended March 2008 and the attached pdf/excel file shall bear the name ABC BankannualMarch2008 . 6. The other terms and conditions including the time schedule for submission of the quarterly/annual reports mentioned in RBTI (GI Series) cir no. 1(95- 96) dated April 21, 1995 shall remain unchanged. 7. This circular is being issued in exercise of the powers conferred under Section 11 (1) of Securities and Exchange Board of India Act, 1992. Copy of the circular is also available on SEBI web-site www.sebi.gov.in. Yours faithfully, Suresh B. Menon