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  • Registering and Passwords

  • How long does it take to register a new user?

    Registering on the Portal is a very simple process and should not take longer than a few minutes. Once completed, an email will be sent to the address supplied, with a confirmation link - this link is only active for 30 minutes. Once selected, the user account will be registered.The Licensee is selected in the registration. A Super User will then approve the request. The duration of this process depends on the individual firm.Once fully registered, the licensee's Super User manages the user's permissions to prepare or submit forms for the licensee.

  • How long does it take to set up a new user’s permissions?

    This is a relatively quick process for the firm's "Super User" to complete. The Super User should click on the “manage users” link on the homepage and select the user from the list on the “permissions for...” drop down box. The Super User can then either apply the relevant permissions by clicking “add” under submit or prepare for the individual entities, or, where there are several entities, clicking on the "Add entities" button allows the quick selection of multiple entities and the prepare or submit permission to be applied across them all.

  • Can I change my password?

    Yes, once you have logged into the Portal, if you click on your name on the top right hand side of the page, there is an option called “change password”. Follow this link to proceed in changing your password.

  • What do I do if I forget my password?

    On the login page, there is a link entitled “Forgotten your password?” When this link is clicked you are taken to a new page and prompted to enter your email address. After this you will be sent an email containing a link that enables you to reset your password .

  • How does a licensee register its first Super User?

    All entities have been sent a letter containing Super User code. Once registered on the Portal, you are able to enter the Super User code in the box provided.

  • What is a Super User code?

    The Super User code is a code sent to all entities who will be using the Portal. This is a one-time code which, once entered, activates the timeline for that entity and registers the user as a Super User. If a Super User has already been set up for your entity, the code is no longer needed to register.

  • What happens if I have lost my Super User code?

    If you lose the Super User code that has been sent to you, you will need to contact the Help Desk who will be able to issue you with a new Super User code.

  • Permissions and Access

  • What will a Super User be able to do in comparison to a normal user?

    They are able to administer user permissions and they can also give themselves access to prepare and submit forms.

  • As a Super User, how do I assign form permissions to someone?

    To assign form permission, first select “manage permission” on the homepage. From the drop down list “select user”, choose the user whose permissions you wish to edit. You will then be presented with a list of the entities which are available. Select the entity for which you wish to assign the user permission, click on either the submit or the prepare box to bring up a tick list to select the form access and save the changes.

  • What permissions are available to be assigned?

    There are two types of permissions that a user can have. They are:Prepare – This allows a user to access new or draft forms to be able to enter and edit information or upload documents only.Submit – This allows a user to be able to submit the form to the Commission.If submit is selected, the user will automatically have Prepare access. If Prepare is selected, then this is all they will have permission for.

  • Who will have access to the data on the Forms?

    Only the users who have been granted access to the forms will be able to view the data on the forms.

  • What is a ‘Restricted Return’?

    The ‘Restricted Return’ permission is a separate group of forms that have been deemed to contain sensitive information. The forms included in this permissions group are “123 – Fiduciary – Audited Financial Statements and Statistical Return” and “142 – Investment Audited Financial Statements and Compliance Returns (Licensee).” Please note that by assigning permissions to a user for this group of forms, they will only see the forms relevant to their firm (e.g. if the user for an investment licensee is assigned ‘Restricted Return’ permissions, they will not see the fiduciary form in this group).

  • How will you know that the person submitting the form is suitably authorised?

    The Super User will be able to control who has the ability to submit a form to the Commission, therefore it is their responsibility to ensure each person has the correct permissions. No user will be able to submit a form, however, until a wet signature has been submitted to the Commission.

  • If I am already registered on the PQ portal, do I still need to acquire a wet signature for the Portal?

    Yes, the agreement has been updated to include both the PQ Portal and the Online Submissions Portal. However, if you have registered to the PQ portal after 30/10/15, you will not need a second wet signature as this agreement has been updated to include both Portals.

  • As a Super User, why can't I see any forms on the timeline?

    A Super User is only able to manage permissions and add new users, they are not able to view, prepare or submit forms with managing their own permissions to allow this.

  • How can I change my own permissions?

    Only a Super User for an entity can change permissions. If you believe that your permissions have not been set up correctly or that you need wider permissions please contact your organisations's Super User. Please note that the Commission is not able to change user permissions unless in an emergency and on direct written request from a director of the organisation.

  • Why do I not have access to all funds and/or subfunds / cells under the licensee that I work for?

    In order to allow maximum flexibility in managing permissions, individual permissions must be set for funds, subfunds and cells. Having permission at the licensee level does not necessarily mean that you will automatically have access to funds / subfunds. Similarly, your Super User may grant you access at fund level only, with no access at licensee level.

  • Can we register more than one Super User?

    Yes, it is recommended that your firm has more than one Super User wherever possible to provide cover for absences etc. Another Super User can be added on the "Manage Users" page (which is accessed form the Home Page) to add additional Super User(s) as required. Please remember that it is the Licensee's responsibility to ensure that permissions are kept up to date.

  • What happens if our Super User is not in the office – can we ask the Commission to change permissions?

    To avoid this situation, it is recommended to have more than one Super User. If there are any immediate issues, please contact the Commission's Online Submissions helpline.

  • What happens if I can't see the return I want to complete on my timeline?

    In the first instance, you may not have the permission to view the form. You should contact your Super User to see if you have/should have the permissions to view the form. If you have the correct permissions and you still cannot view the form on your timeline, and the form is available for online submission, please contact the Commission's Online Submissions helpline.

  • What will happen if someone with access leaves the company?

    If a person leaves the company who had access to the Portal, it is the responsibility of the Super User to deactivate their account to prevent them from logging in.

  • Will we be able to see all/any of our licensees?

    Different users will be able to see different things depending on the permissions assigned to them from the Super User.

  • How can we manage Chinese walls within our company?

    Chinese walls can be achieved through the management of permissions by the Super User. They are able to allow users to only see certain licensees and not give them permission to see others.

  • When a new licence is granted is the licensee automatically added to everyone’s access or does someone have to add it? How long does it take to add?

    The new licensee will be available on the permissions page for users for the Super User who may grant users permission. It is down to the Super User to allocate the permissions to the relevant members of staff.

  • Once a draft submission has been created, can multiple users access that form?

    Yes, any user who has permissions to Prepare or Submit the form will be able to enter and edit information in that form.

  • I don't understand the hierarchy of entities in the Portal

    This depends on the types of licence(s) held. Generally, there can be three levels of hierarchy: 1. Parent entity - licensee, managing entity, designated manager, insurance manager 2. Child entity - scheme or fund, managed entity or joint fiduciary 3. Sub child entity - subfund, class or cell Permissions are only automatically inherited at Super User level. If a Super User has access to the Parent entity, they will automatically also be able to manage permission for the children entities. Permissions are not automatically inherited at child and subsector child level. These permissions must be set by the Super User. A user with "Submit" or "Prepare" permissions may have access to a parent entity but not to the relevant children. Similarly, they might have access to one or many funds but not the parent entity.Please note that in the case of joint fiduciaries, they will always be classed as a child entity even if they hold other licenses in their own right. For example Licensee "A" may hold a banking licence and a joint fiduciary licence. Regardless of which is the lead licence, entity "A" will always be considered a child entity of its lead licensee. The lead licensee will therefore always be the first Super User of the parent entity and by extension the joint licensee. This initial Super User may select to add additional Super Users at joint licensee level.

  • How do I assign permissions to a user for more than one licensed entity?

    As a Super User of the parent entity, you are able to select the parent entity for a user in “manage permissions” using the user profile link. Once the parent entity for that user is selected, then multiple child entities may be selected if required. If there are a high number of entities required, there is an “add entities” button at the bottom of the page which allows you to select multiple entities and apply, submit or prepare access across them all.

  • How do I gain access to more than one company that I work for on the Portal?

    If the entities which you require access to are parent entities, then you will require separate login accounts with unique email addresses. However, if the entities which you require access to are child entities of a parent entity, the Super User of the parent entity can assign access to as many child entities as are require under a single login.

  • Do I need to be a Super User if I hold a Personal Fiduciary Licence?

    When holding a Personal Fiduciary licence, you will not automatically have Super User access. To gain access, you must request a Super User code from the Commission by emailing the Help Desk.

  • Notifications

  • How do I start a notification on the Portal?

    Once you have logged into the Portal, on the homepage there is a link which states “+ Make a notification to the Commission”. Click this link and you can select what type of notification you would like to make.

  • Will we be able to make payments online?

    The Portal does not allow users to make payments online. Where payment is required, the form will require confirmation of payment, which may be sent to the Commission as a cheque in the post, or via electronic payment (BACS/CHAPS).

  • Firm links

  • What is a firm link?

    A firm link is where Super User access can be shared between entities. This allows the Super User to manage users across multiple entities. Please note, if an entity has a large amount of child entities it can take a long time to process, possibly up to a maximum of 30 minutes.

  • How do I create a firm link?

    There are two ways to create a firm link: The firm has no Super User - firstly acquire the Super User code from the entity with no Super User. Enter the Manage firm links page and click on "+Activate Super User code." The firm has a Super User - On the manage firm links page, click on "add firm link." Select the firm you wish to link with and send the request. The other firm will then have to accept or reject the request before you have access.

  • I am an administrator for multiple firms (ie I have many firm links), do I need to enter details of which firm I am completing the return for when I start the return

    No as this information will be pre-populated into the form. However, if you are responsible for multiple firms, please ensure the correct firm is selected on the homepage under "Submissions Portal for: ".