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ANNUAL DOCUMENT PROCESSING FEE REFUND OF DUPLICATE PAYMENTS Why is Companies House refunding some duplicate annual processing fees? An annual document processing fee is payable on submission of a company’s annual return. Occasionally customers mistakenly submit a second annual return with an identical date, and pay the annual document processing fee for a second time. Prior to the 1 September 2007 such documents were returned to the customer along with a covering letter explaining that the second fee could be reimbursed or held on account for the next year. A review of Companies House systems showed that some customers did not respond to this letter. As a result Companies House changed its systems from the 1 September 2007, and now issues an immediate refund in these cases. The option of holding the overpayment on account for the following year is no longer given. Unclaimed refunds under the pre-September 2007 system If you have had an annual return returned to you as a duplicate document and the covering letter stated that there has been an overpayment of the annual document processing fee, you may be entitled to a refund. What information do I need to provide in order to apply for a refund? Applications for refunds must be in writing and should include the name and registration number of the company as well as the returned duplicate annual return document. Please note: If you have paid an annual document processing fee on behalf of a third party, legal guidelines make it clear that claimants should take steps to identify their clients in order to pass on the refund. Therefore, Companies House needs the following paragraph to be included in the written refund application if you are claiming on behalf of a client: “I/we confirm that I/we will take all reasonable steps to identify our client(s), and return all refunded monies to them.” Who do I contact for a refund? Applications for all duplicate annual return refunds (including Scottish companies) should be made in writing and addressed to: Annual Document Fee Refund Request What happens if I haven’t got the returned duplicate annual return but believe I am entitled to a refund? We can only consider requests for a refund if you can show that a duplicate payment has been made. Where the returned duplicate annual return document cannot be supplied, the following bank and cheque details relating to payments on both the original and duplicate annual returns will be needed: Bank Account All applications will need to be made in writing to the address quoted above, and must include the company name and registration number. Who do I contact if I have any queries? If you have any queries please email enquiries@companies-house.gov.uk or telephone the Companies House Contact Centre on 0303 1234 500. |
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