Policy 12.5 - Client Identification

Effective Date: 01-Apr-93
Responsible Branch: Revenue Branch

Resource Management Volume Table of Contents | Amendment Log

Scope

This policy provides for the complete and accurate identification of individuals or corporations who become clients of the Ministry of Forests.

Policy

All clients of the Ministry will be assigned a unique identity number with which they will be permanently associated.

The same client number will be used for all Ministry subsidiary activities which require a client identification number.

Clients who undergo a legal name change will retain the same client number.

A client number is not necessary for over the counter transactions or prepaid transactions for which no ongoing obligations are likely, or for transactions which are one time encounters, such as hunters buying maps or individuals acquiring publications.

Clients

A client is any individual or corporation that:

• qualifies to enter into a business relationship with the Ministry
• applies to establish an account
• has been assessed a penalty under the Forest Act
• has an ongoing non-financial relationship with the Ministry (such as the Council of Forest Industries)

A corporation is an incorporated association, company, society, municipality, or other body wherever and however incorporated, and includes a corporation sole other than Her Majesty the Queen or the Lieutenant Governor.

Assigning Client Numbers

The client identity number must be established prior to the commencement of the following activities:

• registration for Small Business Forest Enterprise Program
• application for private mark
• application for grazing or hay cutting rights under the Range Act
• application for other rights under the Forest Act or Range Act
• at any point when a prospective client is likely to have an ongoing business relationship with the Ministry
• at any point where an invoice is processed purely for cut control (e.g., lump sum cash sales) or for assessment billings (e.g., trespass and expense recoveries such as fire costs)

Required Information

The following information must be obtained before a client number is assigned:

Corporation:

• corporate name
• corporate registration number
• corporate reporting status
• address of the corporate head office
• business phone number
• mailing address (if different from head office)

Individual:

• surname
• given names
• valid personal identifications
• address
• residence phone number
• business phone number

Note: The required information may not be readily available for involuntary clients established solely to assess penalties against them under the Forest Act.

References

• Revenue Management Procedures Manual, Client Identification Procedures
• Freedom of Information and Protection of Privacy Act
• Range Act
• Forest Act