THE FAQ - MyCoID SERVICES

GENERAL

1. What is MyCoID?
2. What can I do with MyCoID?
3. How to use the MyCoID?
4. Why use MyCoID?
5. Who can register as MyCoID User ?
6. Can I register as Company Secretary if I already register as Individual?
7. What are services available for MyCoID's User and MYCOID Subscriber?
8. Is the MyCoID services available at all time?
9. How to access to MyCoId system?
10. Who should I contact if I encounter any problem regarding MyCoID Services?

MANDATORY MYCOID

11. What is mandatory MyCoID?
12. What are the services offered at incorporation counter (Kuala Lumpur, Selangor, Negeri Sembilan and UTC Pudu Sentral) starting 16 Mei 2013 for mandatory MyCoID?

SYSTEM REQUIREMENT

13. What are the software and hardware required for using MyCoID Services
14. What are the requirements to upload a supporting document

SERVICES OFFERED

15. What are the services offered by MyCoID?
16. What are the operating hours for the service
17. How do I check my application status

PAYMENT METHOD

18. What are the payment methods available for MyCoID Services?
19. What the FPX stands for?
20. Are all types of credit cards acceptable for MyCoID Services?
21. What should I do if my payment was success, but the status in MyCoID system shows unpaid?
22. How to confirm that the payment made is successful
23. Where can I reprint my receipt?
24. After I made my payment and get my receipt, what should I do next?
25. What is package payment for?
26. What is the function of Credit Note
27. How long does the balance of the package payment can be transfer to Credit Note?
28. How long will the balance amount in Credit Note can be used?
29. Can I use the amount in Credit Note to pay for Name Search application?
30. How to apply for refund?
31. How long does it take to refund?

REGISTRATION OF MYCOID SUBSCRIBER

32. Who is MYCoID Subscriber?
33. Who can file documents through MyCoID Services?
34. How much is the annual fee for MyCoID Subscriber registration?
35. Is there any extra charge for using MyCoID Services?

MYCOID USER (COMPANY SECRETARY) REGISTRATION

36. How do I make verification of the company secretary ID in order to start use the MyCoID system?
37. Can SSM provide me with the password/company secretary ID?
38. Can a company secretary have more than one User ID & password?
39. Can I change the User ID and password?
40. Can I cancel my user ID and password?
41. Can I change any user information in the MyCoID system if there is any mistake or change after submission of the application?
42. If my company secretary LS/membership changed (Example : LS change status to MIA) can I use the same ID and password to login to MyCoID?
43. Can SSM approve my application if I am disqualified during verification?

REQUEST FOR THE AVAILABILITY OF NAME

44. Are there any guidelines for choosing a name of a company?
45. How do I know the result for the applications of availability of a company name via MyCoID Services?
46. Are all applications for name search must be made through MyCoID?
47. If the name was approved over the counter, can I submit the incorporation document over the counter?
48. What is the procedure for the application of name contains the gazette word?
49. If the proposed name of a company is approved over the counter/e-Lodgement, can I submit the application for incorporation through MyCoID system?
50. How much is the fee for the request for the availability of company name?
51. Do I have to pay again if the proposed company name is rejected?
52. If the application via MyCoID is being queried, can I resubmit through MyCoID System?
53. Can I appeal if my application of name search is rejected?

INCORPORATION OF LOCAL COMPANY

54. Who can apply for incorporation of a company online via MyCoID Services?
55. What is the requirement to incorporate a local company via MyCoID Services?
56. Does SSM made any checking regarding bankruptcy of director?
57. Are there any guidelines for incorporation of a company?
58. How to lodge a Memorandum & Article via MyCoID Services?
59. How do I know that the certificate of incorporation (Forms 8 or 9) is ready?
60. For the incorporation of companies, is the director must obtain the signature from commissioner of oaths in Form 48A?
61. How is payment made for the stamping fee and how about stamps affixed?
62. How to search the object code in master form?
63. What is the function of declaration date in the master form?
64. Can the authorization letter be attached during the submission of Incorporation?

FIRST SUBMISSION AFTER INCORPORATION (FORM24. 44 AND 49)

65. Do I need to key in all information?
66. When can I submit the first submission documents (Form 24, 44 and 49) via MyCoID?
67. If the company is incorporated through MyCoID Services, can I submit the first form 24, 44 and 49 over the counter
68. If the company incorporated over the counter, can I submit the first form 24, 44 and 49 through MyCoID system?
69. How do I know the status for the first submission after incorporation via MyCoID Services?

OTHERS

70. What is the effective filling date and time for document which is lodged electronically via the MyCoID Services?
71. If I am already a subscriber of e-lodgement services, shall I register again for the MyCoID services?
72. The steps to use the MyCoID Services



1. What is MyCoID?  Back to top
MyCoID is an online company’s incorporation and registration services launched by SSM to allow user to do company incorporation online in a simple, quick and hassle free actions.

MyCoID’s system will enable automatic population of data for simultaneous registration with the relevant Government agencies upon incorporation.

2. What can I do with MyCoID?  Back to top
You can use MyCoID to do online company incorporation at the ease of your control. Please refer to the Manual for more details information.

3. How to use the MyCoID?  Back to top
You have to be a Subscriber User before you can start utilizing the MyCoID system. User can sign up and make payment of the subscription fee online through the MyCoID portal. However, SSM has decided to waive the subscription fee until 31 December 2013 or until further notice.

4. Why use MyCoID?  Back to top

  • It is 24 hours a day and 7 days a week. You can do name search for your company’s name and payment can be done simultaneously at the comfort of your home or elsewhere, as long as the internet connection is available.
  • Reduce waiting time to obtain new company's incorporation and information.
  • Payment can be made online payment and SSM accepts all major local Visa and Master Cards.

5. Who can register as MyCoID User ?  Back to top
(a) Company Secretary
(b) Firm/Company
(c) Individual

Note: MyCoID user is required to be a MyCoID subscriber for lodgement of document.


6. Can I register as Company Secretary if I already register as Individual?  Back to top
Yes.


7. What are services available for MyCoID's User?  Back to top
The services are as follows

NO USER SERVICE AVAILABLE
1 MyCoID User Search of company’s name
2 MyCoID Subscriber
(a) Company Secretary (a) Search of company's name.
(b) Submission of Form 13A (Request for Availability of Name).
(c) Lodgement of Incorporation Documents.
(d) Lodgement of First Forms After Incorporation (Form 24, 44 & 49).
(b) Company Firm (a) Search of company's name.
(b) Submission of Form 13A (Request for Availability of Name).
* Temporary unavailable
(c) Individual (a) Search of company's name.
(b) Submission of Form 13A (Request for Availability of Name).
* Temporary unavailable

8. Is the MyCoID services available at all time?  Back to top
The service is available 7 days a week and 24 hours a day. However the
submission of documents will be subjected to the following -

  • Submission of document from 12 a.m. to 12 noon. - User will get the notification and approval by 5 p.m. on the same business day.
  • Submission of document from 12 noon to 11.59 p.m. - User will get the notification and approval by the next business day.

9. How to access to MyCoId system?  Back to top
MyCoID can be accessed via www.ssm.com.my and click the icon for “MyCoID” or www.ssm-mycoid.com.my/.

10. Who should I contact if I encounter any problem regarding MyCoID Services?  Back to top
If you encounter any problem or have enquiry regarding MyCoID Services, please contact -
(a) MyCoID Call Centre at +603-7985 7666;
(b) You may also fax your enquiry to 03-7721 4000; or
(c) email to .

 

MyCoID helpdesk operating hours :

Day Time
Monday-Friday

9.00 a.m-5.30 p.m.
Saturday, Sunday and
Public Holiday
Close

 

11. What is mandatory MyCoID?  Back to top
Effective 16 Mei 2013, SSM implemented an incorporation of company is mandatory via MyCoID.

This step is one of the actions taken by the SSM to ensure the indicator “starting a business” in Malaysia to achieve a better position in 2014. The move is line with the objective of enhanching the rate of adoption of online system.

All the application of reservation of name must be done through MyCoID.

Incorporation of companies online through MyCoID system will be implemented in stages starting with the SSM office in Kuala Lumpur, Shah Alam, Seremban and UTC Pudu Sentral.

12. What are the services offered at incorporation counter (Kuala Lumpur, Selangor, Negeri Sembilan and UTC Pudu Sentral) starting 16 Mei 2013 for mandatory MyCoID?  Back to top

(a) Incorporation of Foreign Company;
(b) Incorporation of Company Limited by Guarantee;
(c) Incorporation of a Company with a Corporation(s) as a shareholder;
(d) Change of Company Status;
(e) Change of Company Name;
(g) Application for Approval of Minister under Section 22 & 24
(h) Query for Name Search and Incorporation from the e-Lodgement services; and
(i) Application for Incorporation of companies using “company tendering number”.

13. What are the software and hardware required for using MyCoID Services??  Back to top
The software and hardware required are:
(a) Computer

  • Windows 7 and above
  • Intel iCore 3 processor and above
  • 2 GB of memory and above
  • 50 GB free hard disk space and above
  • 1Mbps internet connection

(b) Internet connection - Internet Explorer version 8 , 9 or 11, Mozilla Firefox version 27 or higher, Safari, Chrome version 32 or higher

(c) Adobe Reader 9.0 an above

(d) Printer (Black or color)

(e) Scanner

14. What are the requirements to upload a supporting document?  Back to top
The requirements are :

Document Format : TIFF* Format & PDF
Document resolution : Maximum 200 Dpi*

* TIFF - Tag Image File
Dpi - Dot per inch

15. What are the services offered by MyCoID?  Back to top

NO.
SERVICES PROVIDED BY THE
MyCoID SYSTEM
DOCUMENTS INVOLVED
1.
Request for Availability of Name Form 13A
2. Application for Incorporation of Local
Company
Form 6, Form 48A, and Memorandum & Articles of Association.
3. First Submission after Incorporation Form 24, Form 44, Form 49

16. What are the operating hours for the service?  Back to top
(a) MyCoID Portal will be available :

  • 24 hours and 7 days a week
(b) Processing of applications will be done only during office hours (8.15am-5.15pm) and shall follows Federal’s working days.
.

17. How do I check my application status?  Back to top
Please log on to MyCoID system and click at the “HOME” icon.

18. What are the payment methods available for MyCoID Services?  Back to top
The Payment methods are as follows:-
(a) Credit Card (Visa and Master)
b) FPX

19. What the FPX stands for?  Back to top
FPX stands for Financial Process Exchange. It refers to customers who have registered for internet banking services by any of the banks that have joined.

20. Are all types of credit cards acceptable for MyCoID Services?  Back to top
MyCoID services only accept locally issued credit card via Master or Visa card

21. What should I do if my payment was success, but the status in MyCoID system shows unpaid?  Back to top
Please login back your ID in MyCoID system. If the status is still unchanged, you may contact:
a) MyCoID helpdesk at 03-7985 7666;
b) Email to helpdesk@ssm-mycoid.com.my.

22. How to confirm that the payment made is successful?  Back to top
Receipt will appear on the payment notification screen; you can print the receipt and keep it for your reference. An email also will be sent to you to notify that your payment is successful.

23. Where can I reprint my receipt?  Back to top
To reprint the receipt, you can log on to the MyCoID system and click at the “HOME” icon.

24. After I made my payment and get my receipt, what should I do next?  Back to top
Please proceed to submit your application form within 30 days

25. What is package payment for?  Back to top
Package payment is including payment for name search, incorporation, stamping and information supply

26. What is the function of Credit Note?  Back to top
Credit Note is another option for you other than you apply for refund

27. How long does the balance of the package payment can be transfer to Credit Note?  Back to top
You have 30 days to transfer the balance amount to Credit Note after name search application is rejected.

28. How long will the balance amount in Credit Note can be used?  Back to top
You have 30 days to resubmit your package application using the amount in Credit Note; otherwise the amount will be refund.

29. Can I use the amount in Credit Note to pay for Name Search application?  Back to top
Credit Note amount is only to use for next package payment. It is applicable to use when your previous package payment is rejected due to the name search application is rejected.

30. How to apply for refund?  Back to top
Please refer to the refund guideline at the MyCoID home page and forward your application to refund@ssm.com.my

31. How long does it take to refund?  Back to top
It takes approximately 30 days of working days after we receive your refund application.

32. Who is MyCoID Subscriber?  Back to top
A person, who has entered into a Subscriber Agreement and paid the relevant subscription fees.

33. Who can file documents through MyCoID Services?  Back to top
The Subscribers - (a) For the MycoID Services stated in clause 4.1 in the Protocol for MyCoID, the subscribers shall be :

  • Member of a prescribed professional body pursuant to Section 139A(a) of the Companies Act 1965; and
  • Person licensed by the Registrar pursuant to Section 139A(b) of the Companies Act 1965; and
(b) For the MyCoID Services stated in Clause 4.2 in the Protocol for MyCoID, the subscriber shall be any individual.

34. How much is the annual fee for MyCoID Subscriber registration?  Back to top
The annual subscription fee is RM 120.00. Subscription fee until 31 December 2013 until further notice.

35. Is there any extra charge for using MyCoID Services?  Back to top
No, there is no extra charge.

36. How do I make verification of the company secretary ID in order to start use the MyCoID system?  Back to top
Upon submission of registration, a notification will be sent via email. User is required to bring the following documents for verification to the nearest SSM Registration Counter : (a) Please log on to MyCoID System and click at the "HOME" icon; and
(b) Check the notification e-mail in your e-mail inbox.
(c) That email notification

For verification process at SSM@ KL Sentral office, please proceed to the counter at - Customer Service Section, MBDD Level 17, Zone A, Menara SSM@ Sentral,
No.7, Jalan Stesen Sentral 5,
Kuala Lumpur Sentral,
50623 Kuala Lumpur.

37. Can SSM provide me with the password/company secretary ID?  Back to top
No. SSM will not provide the password/company secretary ID.

38. Can a company secretary have more than one User ID & password?  Back to top
No.

39. Can I change the User ID and password?  Back to top
The system only allows the user to change the password.

40. Can I cancel my user ID and password  Back to top
Yes. The cancellation of user ID and password should be lodged through a formal letter and to state the reason for cancellation. The application must be submitted to the nearest SSM Office or email to enquiry@ssm.com.my.

41. Can I change any user information in the MyCoID system if there is any mistake or change after submission of the application?  Back to top
Yes. Any changes only can be done by SSM’s officer during verification of application

42. If my company secretary LS/membership changed (Example : LS change status to MIA) can I use the same ID and password to login to MyCoID?  Back to top
Yes. Company Secretary can use the same ID and password. Company Secretary must inform through a formal letter and to state the reason for changes of membership. The application must be submitted to the nearest SSM Office or email to enquiry@ssm.com.my.

43. Can SSM approve my application if I am disqualified during verification?  Back to top
No.

44. Are there any guidelines for choosing a name of a company?  Back to top
Yes. You can download the following guidelines from SSM website:
(a) Guidelines for Naming a Company
(b) Government Gazette
(c) Gazette Amendment 2001
Note :
(a) The MyCoID system only provides basic search for applicant/user to search a company’s name before submitting the application but the final result will be determined by the Registrar; and
(b) The MyCoID system also provides the list of control words and gazetted words for your reference.

45. How do I know the result for the applications of availability of a company name via MyCoID Services?  Back to top
(a) Please log on to MyCoID System and click at the “HOME” icon; and
(b) Check the notification e-mail in your e-mail inbox.

46. Are all applications for name search must be made through MyCoID?  Back to top
Yes.


47. If the name was approved over the counter, can I submit the incorporation document over the counter?  Back to top
For the name of the application has been approved over the counter, incorporation documents must be submitted through the counter.

48. What is the procedure for the application of name contains the gazette word?  Back to top
Application of names containing the gazette word must be submitted via MyCoID system. After the application of name is being queried, the applicant shall make a payment and submit the relevant requested information to get the Minister approval at the nearest SSM counter.

49. If the proposed name of a company is approved over the counter/e-Lodgement, can I submit the application for incorporation through MyCoID system?  Back to top

No.

50. How much is the fee for the request for the availability of company name?  Back to top
RM 30.00 per name

51. Do I have to pay again if the proposed company name is rejected?  Back to top
Yes.

52. If the application via MyCoID is being queried, can I resubmit through MyCoID System?  Back to top
Yes, you must resubmit your query through MyCoID System only

53. Can I appeal if my application of name search is rejected?  Back to top
Yes and you must provide the following documents to the nearest SSM counter:
(a) Print out of Form 13A from MyCoID
(b) That email notification;
(c) Receipt;
(d) Appeal letter; and
(e) Other supporting document (if any)

54. What is the effective filling date and time for document which is lodged electronically via the MyCoID Services?  Back to top
The effective date and time of the filing of the documents are the date and time of receipt as recorded and displayed on the computer screen.

55. What is the requirement to incorporate a local company via MyCoID Services?  Back to top
The requirements are:

(a) The application shall be lodged within 3 months from the company name approval date.
(b) The application allows a maximum of 2 submissions for Form 6 (Declaration Of Compliance) and 20 submissions for Form 48A (Statutory declaration by a person before appointment as director or by a promoter before incorporation of corporation).
(c) Applicant will declare Form 48A in such manner as prescribed by regulation or approved by the Registrar (i.e. by filling in the fields). Note : All directors must have a valid e-mail addresses.
(d) If the subscriber is not a natural person (i.e. body corporate), the applicant should go to the counter for registration.
(e) This application allows a fixed template for Memorandum & Article for Association (M&A) only.
(f) The witness to the company is auto populate from company secretary registration. It’s already sufficient for company to have one witness. Anyhow in witness column allows maximum of 2 witnesses only.

56. Does SSM made any checking regarding bankruptcy of director?  Back to top
Please note that SSM did not perform any checking on this. It is the responsibility of the company secretary to make sure the directors are complies with the declaration as stated in the forms 48A.

57. Are there any guidelines for incorporation of a company?  Back to top
Yes. You can download the following guideline from SSM website :

  • Guideline for Incorporation of a company

58.How to lodge a Memorandum & Article via MyCoID Services?  Back to top
The MyCoID System is already provided with a fixed template of M&A.

59.How do I know that the certificate of incorporation (Forms 8 or 9) is ready?  Back to top
(a) Please log on to the MyCoID system and click at the “HOME” icon; and
(b) Check the notification e-mail in your e-mail inbox.

Note: Please make sure that the certificate must be printed on A4 white paper only.

60. For the incorporation of companies, is the director must obtain the signature from commissioner of oaths in Form 48A?  Back to top
Directors do not need to obtain signatures of commissioner of oaths in Form 48A as this is an online application.

61. How is payment made for the stamping fee and how about stamps affixed?  Back to top
Stamping fee shall be paid on-line and the SSM will affix the stamp on the Memorandum & Articles of Association (M & A) document.

62. How is payment made for the stamping fee and how about stamps affixed?  Back to top
Stamping fee shall be paid on-line and the SSM will affix the stamp on the Memorandum & Articles of Association (M & A) document.

63. What is the function of declaration date in the master form?  Back to top
The declaration date in the master form is to be use as the declaration date in the Form 6.

64. Can the authorization letter be attached during the submission of Incorporation?  Back to top
No. The system does not allow user to attach any authorized letter during the submission of incorporation.

65. Do I need to key in all information?  Back to top
In MyCoID system, all information such as shares, shareholding, directors and registered address will be auto-populate from the master form during incorporation. You need to verify all the information before you click the submit button.

66. When can I submit the first submission documents (Form 24, 44 and 49) via MyCoID?  Back to top
You can submit the first submission documents (Form 24, 44 and 49) via MyCoID on the next day after the company has been incorporated. This form shall be lodged within 1 month from the incorporation date. If the form is submitted more than 1 month, the lodgement is subject to late lodgement fee.

67. If the company is incorporated through MyCoID Services, can I submit the first form 24, 44 and 49 over the counter?  Back to top
NAll first submission after incorporation (first form 24, 44 & 49) must be lodged through MyCoID. If there are new appointments and other changes in directorship, you can lodged the document over the counter.

68. If the company incorporated over the counter, can I submit the first form 24, 44 and 49 through MyCoID system?  Back to top
No.

69. How do I know the status for the first submission after incorporation via MyCoID Services?  Back to top
(a) Please log on to MyCoID System and click at the “HOME” icon; and
(b) Check the notification e-mail in your e-mail inbox.

70. IWhat is the effective filling date and time for document which is lodged electronically via the MyCoID Services?  Back to top
The effective date and time of the filing of the documents are the date and time of receipt as recorded and displayed on the computer screen.

71. If I am already a subscriber of e-lodgement services, shall I register again for the MyCoID services?  Back to top
Yes.

72. The steps to use the MyCoID Services?  Back to top
Steps