REP data items FAQs

REP001 – Close Links Report

REP001a – Close Links Notification

REP002 – Controllers Report

REP005 - High Earners Report

REP-CRIM - Financial Crime Return

REP001 – Close Links Report

Q: What is REP001?

A: REP001 is an annual report as set out in Supervision Manual (SUP) 16.5, which provides a comprehensive list of all your close links. This list helps us ensure that you are continuing to satisfy the effective supervision threshold condition (COND 2.3) while ensuring appropriate protection of consumers.

 

Q: What is a close link?

A: A ‘close link’ is two or more ‘natural or legal persons’ linked by participation or control. Our rules give the full definition in Threshold Conditions (COND) 2.3.

 

Q: What is changing?

A: From 31 December 2013, firms must send us their REP001 using Gabriel.

We consulted on this in Chapter 7 of Quarterly Consultation Paper No.2 (CP13/9) and our response is in Chapter 3 of Handbook Notice No.6.

REP001 will start appearing on your schedule from 9 December 2013 for reporting periods ending on or after 31 December 2013. This will replace NGP001, which previously allowed you to view your reporting obligations.

Use the ‘Expand’ button at the bottom of the ‘View Schedule’ page to see the list of data items in the future returns.

 

Q: When do I need to complete my first REP001?

A: Please check your Gabriel reporting schedule to see when you are due to submit. Gabriel will also notify the Principal User when your REP001 is due to be submitted.

This depends on your firm’s accounting reference date. If you have the correct permissions, your first report will be for period ending on or after 31 December 2013.

 

Q: How can I find out more about REP001?

A: The rules setting out the requirement and purpose for collecting this information are set out in the FCA and PRA Handbooks - please see the Supervision Manual (SUP) 16.5. Guidance notes for completion of REP001 are also available in SUP 16 Annex 36BG.

You will need to set the Handbook date for on or after 31 December 2013.

 

Q: How do I report changes in my close links?

A: While REP001 provides us with an annual list of all your close links, the rules for notifying us of changes to your close links throughout the year are set out in FCA and PRA Handbooks – please see the Supervision Manual (SUP) 11.9.

Download the event-driven Close Links Notification Form (xls) you must use to notify us of changes to your close links.

 

Q: How do I submit if I have no close links?

A: If your firm does not have any close links, select ‘No’ to questions 1, 3 and 5. Please leave all other questions unanswered before validating and submitting the report.

 

Q: How do I attach an organisation chart to my report?

A: The online report contains a new ‘Add/View Attachment’ button at the foot of the report (next to ‘Validate and Save’). This will take you to a new page where you can upload, view and delete the organisation chart. Please see our Gabriel Help pages for further information.

If using the Direct Communication method of submission, please download our technical pack for details of how to add a PDF file to your direct communications submission.

 

Q: Can I report for multiple firms?

A: Yes, although each firm is individually subject to the obligation to report. You must make sure that the firms you are reporting on behalf of have the equivalent reporting requirement (ie, are required to report REP001 and for the same reporting period).

 

Q: How do I report for multiple firms?

A: You must list the firm reference numbers (FRNs) of the firms you wish to report for in question 2 (excluding the submitting firm).

Once you submit, REP001 will show as ‘Submitted’ for the submitting firm (Firm A) while the equivalent REP001 will show as ‘Satisfied for Group’ for the other firms (Firm B), but only if Firm B has the equivalent reporting requirement (ie. are required to report REP001 and for the same reporting period).

If Firm B is not entered in question 2 or does not have the equivalent reporting requirement, then the equivalent REP001 will not be marked as ‘Satisfied for Group’ for Firm B. This means Firm B may be subject to a late return fee (under SUP 16.3.14R) if it is not submitted by Firm B for the period specified.

Only Firm A will be able to access the data that is submitted using Gabriel.

If you are using XML upload or Direct Communications to submit your report, include the firm reference numbers in the XML file, as required by the schema.

 

REP001a – Close Links Notification

Q: What is REP001a?

A: REP001a is a monthly notification, set out in Supervision Manual (SUP) 11.9, which gives us and the PRA a comprehensive list of all your close links, plus a list of any that are no longer closely linked with you. This list helps us ensure that you are continuing to satisfy the effective supervision threshold condition (COND 2.3) while ensuring appropriate protection of consumers.

 

Q: What is a close link?

A: A ‘close link’ is two or more ‘natural or legal persons’ linked by participation or control. Our rules give the full definition in Threshold Conditions (COND) 2.3.

 

Q: What is changing?

A: From 1 March 2014, firms must send us their REP001a using Gabriel.

We consulted on this in Chapter 7 of Quarterly Consultation Paper No.2 (CP13/9) and our response is in Chapter 3 of Handbook Notice No.6.

REP001a will start appearing on your schedule from 9 December 2013 for reporting periods ending on or after 31 March 2014. This will replace NGP001, which previously allowed you to view your reporting obligations.

Use the ‘Expand’ button at the bottom of the ‘View Schedule’ page to see the list of data items in the future returns.

 

Q: When do I need to complete my first REP001a?

A: If you have previously elected to notify us of changes to close links on a monthly basis, your first report will be for the period ending 31 March 2014 and will be due within 15 business days of the end of the month.

 

Q: How can I find out more about REP001a?

A: The rules setting out why we collect this information are set out in the FCA and PRA Handbooks - please see the Supervision Manual (SUP) 11.9. Guidance notes for completing REP001a are also available in SUP 16 Annex 35BG.

You will need to set the Handbook date for on or after 1 March 2014.

 

Q: How do I attach an organisation chart to my report?

A: The online report contains a new ‘Add/View Attachment’ button at the foot of the report (next to ‘Validate and Save’). This will take you to a new page where you can upload, view and delete the organisation chart. Please see our Gabriel Help pages for further information.

If using the Direct Communication method of submission, please look at our technical pack for details on how to add a PDF file to your direct communications submission.

 

Q: Can I report for multiple firms?

A: Yes, although the requirement to notify, and the responsibility for notifying remains with each firm. You must make sure that the firms you are reporting have the equivalent reporting requirement (ie have REP001a scheduled and for the same reporting period).

 

Q: How do I report for multiple firms?

A: You must list the firm reference numbers (FRNs) of the firms you wish to report for in question 2 (excluding the submitting firm).

Once you submit, REP001a will show as ‘Submitted’ for the submitting firm (Firm A) while the equivalent REP001a will show as ‘Satisfied for Group’ for the other firms (Firm B), but only if Firm B has the equivalent reporting requirement (i.e. are required to report REP001a and for the same reporting period).

If Firm B is not entered in question 2 or does not have the equivalent reporting requirement, then the equivalent REP001a will not be marked as ‘Satisfied for Group’ for Firm B. This means Firm B may be subject to a late return fee (under SUP 16.3.14R) if it is not submitted by Firm B for the period specified.

Only Firm A will be able to access the data that is submitted using Gabriel.

If you are using XML upload or Direct Communications to submit your report, you will need to include the firm reference numbers in the XML file, as required by the schema.

 

Q: How do I elect to report on a monthly basis?

A: You must send a request to your usual supervisory contact at the FCA and PRA, who will arrange for your Gabriel schedule to be adjusted.

Monthly reporting of changes in close links is only appropriate for firms which make a lot of changes each month and those firms which are part of large groups.

If reporting on behalf of a group, please notify us of all the firms you are intending to report for so we can adjust the Gabriel schedules for these firms too.

 

Q: How do I stop reporting on a monthly basis?

A: Please send a request to your usual supervisory contact at the FCA and PRA, giving at least one month’s written notice. Your supervisor will arrange for your Gabriel schedule to be adjusted.

 

REP002 – Controllers Report

Q: What is REP002?

A: REP002 is an annual report, as set out in Supervision Manual (SUP) 16.4, which provides the FCA and PRA with regular and comprehensive information about the identities of all the controllers of your firm.

 

Q: What is a controller?

A: Our Handbook glossary sets out the definition of a controller.

 

Q: What is changing?

A: From 31 December 2013, firms must send us their REP002 using Gabriel.

We consulted on this in Chapter 7 of Quarterly Consultation Paper No.2 (CP13/9) and our response is in Chapter 3 of Handbook Notice No.6.

REP002 will start appearing on your schedule from 9 December 2013 for reporting periods ending on or after 31 December 2013. This will replace NGP002, which previously allowed you to view your reporting obligations.

Use the ‘Expand’ button at the bottom of the ‘View Schedule’ page to see the list of data items in the future returns.

 

Q: When do I need to complete my first REP002?

A: Please check your Gabriel reporting schedule to see when you are due to submit. Gabriel will also notify the Principal User when your REP002 is due to be submitted.

This depends on your firm’s accounting reference date. If you have the correct permissions, your first report will be for period ending on or after 31 December 2013.

 

Q: How can I find further information on REP002?

A: The rules setting out the requirement and purpose for collecting this information are set out in the FCA and PRA Handbooks - please see the Supervision Manual (SUP) 16.4. Guidance notes for completion of REP002 is also available in SUP 16 Annex 37BG.

You will need to set the Handbook date for on or after 31 December 2013.

 

Q: How do I obtain approval for or notify the FCA/PRA of a change in control?

A: While REP002 provides us with an annual list of all your controllers, individuals or corporate bodies wishing to acquire control in regulated firms must seek prior approval from us, or for dual-regulated firms, from the PRA.

A change in control may also occur when an existing controller decreases control.

Supervision Manual Chapter 11 sets out the rules that firms must follow when they have a change in control.

See our change in control page for further information and to download the relevant forms and supporting documentation.

 

Q: How do I submit if I have no controllers?

A: If your firm does not have any controllers, you can select ‘No’ to questions 1A and 3B and enter your firm reference number in question 3A. Please leave all other questions unanswered before validating and submitting the report.

 

Q: How do I attach an organisation chart to my report?

A: The online report contains a new ‘Add/View Attachment’ button at the foot of the report (next to ‘Validate and Save’). This will take you to a new page where you can upload, view and delete the organisation chart. Please see our Gabriel Help pages for further information.

If using the Direct Communication method of submission, please look at our technical pack for details on how to add a PDF file to your direct communications submission.

 

Q: Can I report for multiple firms?

A: Yes, although each firm is individually subject to the obligation to report. You must make sure that the firms you are reporting on behalf of have the equivalent reporting requirement (ie are required to report REP002 and for the same reporting period).

 

Q: How do I report for multiple firms?

A: You must list the firm reference numbers (FRNs) of the firms you wish to report for in question 2 (excluding the submitting firm)

You must also complete question 3 for each firm listed in question 2 plus the submitting firm.

Once you submit, REP002 will show as ‘Submitted’ for the submitting firm (Firm A) while the equivalent REP002 will show as ‘Satisfied for Group’ for the other firms (Firm B), but only if Firm B has the equivalent reporting requirement (ie are required to report REP002 and for the same reporting period).

If Firm B is not entered in question 2 or does not have the equivalent reporting requirement, then the equivalent REP002 will not be marked as ‘Satisfied for Group’ for Firm B. This means Firm B may be subject to a late return fee (under SUP 16.3.14R) if it is not submitted by Firm B for the period specified.

Only Firm A will be able to access the data that is submitted using Gabriel.

If you are using XML upload or Direct Communications to submit your report, you will need to include the firm reference numbers in the XML file, as required by the schema.

 

Q: How do I add more firm or controllers to REP002?

A: You can add rows to the firm/controller details in question 3 by selecting the necessary number from the dropdown next to ‘Number of FRNs to add’ or ‘Number of Controllers to add’.

 

REP005 - High Earners Report

Q: How do I submit REP005?

A: Due to the complexities of the reporting requirement, where firms may be required to report across multiple payment brackets and EEA states, there is no online entry for REP005. Firms must therefore create an xml file containing their data and upload it into Gabriel (via the XML Submission, Upload XML menu option).

A sample xml file for a ‘full’ submission containing dummy data, and a sample nil return, is available on our REP005 Data Reference Guide page.

For further information on how to use xml in Gabriel, please refer to our web upload development guide pages.

 

Q: How do I submit a nil return?

A: You should follow these steps in order to submit a nil return:
1)    Navigate to the REP005 Data Reference Guide page , where we have published a Sample Nil Return xml file.
2)    Right-click on the xml link under the Sample Nil Return heading, select "Save target as…" and save as an xml file to a folder of your choice.
3)    Locate the file on your local computer, right-click on it and select "Open with... Notepad". 
4)    In Notepad, amend the 3 key dates at the bottom of the text to match the reporting dates of the item you wish to submit. Please note the reverse date format in the sample must be maintained, for example:

            <reportingPeriod>
            <startDate>2015-01-01</startDate>
            <endDate>2015-12-31</endDate>
            <submissionDueDate>2016-05-03</submissionDueDate>
            </reportingPeriod>

5)    When the dates have been amended, select File > Save, and then close the file.
6)    Log into Gabriel, select xml Submission from the left-hand menu, and click on Upload xml.
7)    Browse for the xml file on your local computer and click on Upload.
8)    Once the file has uploaded, locate the item on the reporting schedule, validate it and then submit.
9)    If you encounter any difficulties with this process, please contact the Customer Contact Centre.

 

REP-CRIM - Financial Crime Return

 

Q: What is REP-CRIM?

REP-CRIM is the financial crime data return that came into force on 31 December 2016.

We consulted on the proposal for a financial crime data return in December 2015 as set out in Chapter 6 of Consultation Paper 15/42. We published our Policy Statement 16/19  in July 2016 containing our view on the responses received, together with our final rules and implementation timetable for the REP-CRIM.

You can find out full details about our intended use of the data in the above Consultation Paper and Policy Statement.

 

Q: Why was REP-CRIM introduced?

We  introduced REP-CRIM to increase our understanding of the financial crime risks faced by firms and their management of those risks. The information provided will inform our risk based supervisory approach and reduce the need for us to visit firms or make ad-hoc requests for information.

 

Q: Which firms are required to submit a return?

The rules require a number of types of firms to submit the return, including electronic money institutions with revenue of £5m or more (as at the last accounting reference date). This threshold is calculated from all regulated and unregulated income, whether or not it comes from MLR-relevant business. Firms that are subject to the reporting requirement will only be required to report REP-CRIM data for the areas of their business subject to the MLRs. Further information on this can be found in Chapter 6 of Consultation Paper 15/42.

 

Q: When do I need to complete REP-CRIM?

Firm must submit REP-CRIM within 60 business days of the firm’s accounting reference date.

Make sure you understand the requirements of the new rules and read the amendments to the Supervision Manual (SUP 16.23), and submit your return by the deadline. For firms whose accounting reference date falls between 31 December 2016 and 30 December 2017 you must provide the data on a best endeavours basis. Thereafter all relevant data must be included.

 

Q: Does REP-CRIM apply to general insurers and general insurance intermediaries?

As stated in Policy Statement 16/19 (paragraph 1.7), pure general insurance firms are excluded from completing the REP-CRIM except where they undertake business subject to the Money Laundering Regulations 2007 (ML Regs 2007), in which case they need to submit a report covering only this element of their business.

The application of SUP 16.23.2(f) is intended to capture those general insurers and general insurance intermediaries who may be undertaking business subject to the ML Regs 2007. However, the permissions held by firms do not map directly across to the application of the ML Regs 2007 section 3(3)(e).

Firms who have REP-CRIM scheduled as a result of holding the permission ‘assisting in the administration and performance of a contract of insurance in relation to non-investment insurance contracts’ and a revenue of more than £5m are only required to complete the REP-CRIM if they are doing business as defined under ML Regs 2007 3(3)(e). It is for the firm to determine if they qualify.

If a firm determines that they undertake business subject to the ML Regs 2007, they should complete REP-CRIM only for that part of their business.

Where a firm decides that it is not undertaking business subject to the ML Regulations 2007, there is no requirement to complete the report and it will be removed from schedules in due course. Firms will not be penalised for non/late submission in this instance.