Registered associations (e.V.) and associations with legal capacity under Section 22 of the German Civil Code (BGB) need association documents, the Beneficial Owners form, a service agreement and identification of the person acting on behalf of the organisation in dealings with secupay to complete the setup.
Who Is This Article For?
This article is intended for:
Registered associations (e.V.)
Associations with legal capacity under Section 22 BGB
The setup is only required once for the entire association, provided that the documents are signed by a person authorised to sign or represent the organisation.
Which Documents Are Required?
Depending on the type of association, the following documents and supporting evidence are required:
A current transparency register extract, if applicable
A current association register extract, only for registered associations
A certificate of authority to represent the association, only for associations with legal capacity under Section 22 BGB
Beneficial Owners form
Completed and signed service agreement
Identification of the person acting on behalf of the organisation in dealings with secupay as part of the KYC process
Preparing Copies of Documents
The first step in the setup process is to prepare copies of the required documents.
A current transparency register extract is only required if applicable.
For a registered association, a current association register extract is required.
For an association with legal capacity under Section 22 BGB, a certificate of authority to represent the association is required. This certificate must state:
Who is authorised to represent the association
The legal basis for the authority to represent the association
The capacity in which the person acts
Whether the person has sole or joint authority to represent the association
Completing the Beneficial Owners Form
The Beneficial Owners form must be completed and signed.
For associations, the form must indicate that no natural person directly or indirectly controls more than 25% of the contracting party.
In addition, details of the relevant person authorised to represent the association must be provided, for example:
Chairperson of the association
Managing director
Person listed in the association register
If the association is not registered in the transparency register, this must be indicated by ticking the corresponding box on the form and providing a brief explanation.
Completing and Signing the Service Agreement
The service agreement must be completed and signed by a person authorised to sign or represent the organisation.
The following details are particularly important:
Bank details: Enter the account into which participant payments should be paid.
Additional agreements: Enter the internal payment reference in this field.
Email address: Use the personal email address of the person who can answer questions from secupay regarding the setup and identification process.
Signature: The service agreement must be signed by a person authorised to sign or represent the organisation, such as a head of procurement.
Identification as Part of the KYC Process
The person acting on behalf of the organisation in dealings with secupay must complete the legally required Know Your Customer (KYC) process.
Have a copy of this person's identity document ready for identification via BankIdent.
Note: The copy of the identity document must therefore not be submitted with the setup documents.
Submitting the Documents and Awaiting Approval
The copied or completed and signed documents, together with the required supporting evidence, must be sent to your current Converia contact person.
Once secupay has reviewed and approved the documents, participant registration can begin in Converia.
Good to Know
Registered associations must provide a current association register extract.
Associations with legal capacity under Section 22 BGB must provide a certificate of authority to represent the association.
The certificate of authority must specify the legal basis, capacity and type of authority to represent the association.
For associations, the Beneficial Owners form must indicate that no natural person directly or indirectly controls more than 25%.
A transparency register extract is only required if applicable.
If the association is not registered in the transparency register, this must be indicated on the form with a brief explanation.
The copy of the identity document is only needed for BankIdent and must not be submitted with the other documents.
Once secupay has approved the setup, Converia Pay can be used for participant registration.