Arizona Annual Report Template

Guidelines on Filling in Arizona Annual Report

When it's time to complete the Arizona Annual Report form, being thorough and accurate is key. This document is vital for maintaining the status of your business with the Arizona Corporation Commission Utilities Division. The form covers company information, management details, any significant changes that occurred during the year, and specifics about the services your company provides. It's important to ensure all information is current and correct to avoid any complications. Below is a step-by-step guide to help you fill it out.

1. Start by reviewing the pre-printed company name on the mailing label section. If the information is incorrect or has changed, click the provided link to update your company name, including any doing business as (dba) names.
2. Under the section titled "ANNUAL REPORT FOR YEAR ENDING 12 31 2020", indicate it's for the Commission's use by filling out the date fields correctly.
3. For the "COMPANY INFORMATION" section:
   • Enter your Company Name (Business Name) as registered.
   • Provide your Mailing Address, including street, city, state, and zip code in the designated fields.
   • Fill in your contact details: Telephone No., Fax No., Cell No., and Email Address.
   • Enter your Local Office Mailing Address and Customer Service Phone No.
   • Include your Website Address if available.
4. In the "MANAGEMENT INFORMATION" section:
   • Provide the name and title of the Management Contact, along with their address, phone, fax, cell numbers, and email address.
   • Fill in the information for the Regulatory Contact and Attorney in a similar manner, including their names, addresses, and contact numbers.
5. Appoint your Statutory Agent by entering their name, address, and contact details into the respective fields.
6. Respond to the questions about important changes during the year. Check "Yes" or "No" accordingly and provide specifics if there have been any significant changes.
7. In the "OWNERSHIP INFORMATION" section, select the box that represents your company's structure, whether it's a Sole Proprietorship, Partnership, Corporation, LLC, or another type.
8. For "COUNTIES SERVED", check the boxes next to all counties where you're certificated to provide service.
9. Under "SERVICES AUTHORIZED TO PROVIDE", select the services your company is authorized to offer.
10. Fill in the "STATISTICAL INFORMATION" for telecommunications utilities, including customer and financial details as requested.
11. If applicable, check the boxes in the last section to confirm your company is current on payments for regulatory assessments and contributions to funds like the AZ Universal Service Fund and AZ 911/E911.

Once all the sections of the form are accurately filled, double-check your entries for correctness. Submitting accurate and comprehensive information is crucial for compliance and ensuring that your business's records are up to date with the Arizona Corporation Commission Utilities Division.

What is the purpose of the Arizona Annual Report form?

The Arizona Annual Report form is designed to gather comprehensive information from telecommunications companies operating within the state. This form enables the Arizona Corporation Commission Utilities Division to monitor and regulate the activities of these companies, ensuring they comply with state regulations and standards. It includes details about company management, ownership, services provided, statistical information, and any significant changes during the reporting year.

Who needs to fill out the Arizona Annual Report form?

Any telecommunications company that offers services in Arizona, regardless of its size and the nature of its services, must complete the Arizona Annual Report form. This includes companies offering long distance, local exchange, private line services, and any other telecommunications-related services authorized by the state.

How often do companies need to submit the Arizona Annual Report?

Telecommunications companies are required to submit the Arizona Annual Report annually. The report covers activities and information from the previous year, ending on December 31st.

What information is required in the company information section?

The company information section requires several details, including:

• Company name and any dba (doing business as) names
• Mailing address
• Contact numbers and an email address
• Local office mailing address, if different
• Customer service phone number
• Website address

Who should be listed as management and regulatory contacts?

For the management contact, companies should list a senior executive or manager responsible for overseeing the company's operations. The regulatory contact should be an individual who handles regulatory compliance and interacts with the Arizona Corporation Commission and other regulatory entities.

What if there have been important changes during the year?

Companies must disclose any significant changes in ownership, control, or regulatory compliance status. Specific details of these changes, including the nature and impact on the company, should be provided in the designated section of the form.

What types of ownership information are required?

Companies must indicate their type of ownership structure, choosing from options such as Sole Proprietor, Partnership, Corporation (including C Corporation or Subchapter S Corporation), Limited Liability Company, Association/Co-op, or other forms requiring a detailed description.

How should companies report the counties and services they serve?

Companies need to check the appropriate boxes to indicate:

1. The counties in Arizona where they are certified to offer services.
2. The types of telecommunications services they are authorized to provide, including long distance, local exchange, private line services, and any other specified services.

What statistical information is needed in the report?

Telecommunications utilities must provide detailed statistical information, including:

• The number of residential and business local exchange lines.
• Total customers served, both residential and business.
• Revenue generated from operations within Arizona, including local exchange and long distance services.
• Value of the company’s total assets in Arizona and overall.
• Current deposits, prepayments, and advances from customers.

This statistical data helps the Commission analyze the telecommunications landscape in Arizona and ensure companies are serving their customers effectively.

When filling out the Arizona Annual Report form, individuals commonly make several mistakes that can lead to the submission of inaccurate or incomplete information. These mistakes may hinder the processing of the report or potentially lead to penalties for the submitting entity. Below are seven common mistakes made during this process:

1. Not updating the pre-printed company name and dba (doing business as) name: If there have been changes to the company's name or if the business operates under a dba not included in the pre-printed information, failing to update this can lead to the report being associated with incorrect business identities.

2. Omitting updated contact information: Changes to the mailing address, telephone numbers, fax numbers, cell numbers, or email addresses that are not reported can disrupt communication between the Commission and the company.

3. Ignoring changes in management or regulatory contacts: It's vital to update the contact information for new management personnel or regulatory contacts to ensure the Commission communicates with the appropriate individuals.

4. Overlooking important updates during the year: Not indicating significant changes such as shifts in ownership, changes in direct control, or notifications of non-compliance from other regulatory authorities can lead to inaccuracies in the company's recorded status.

5. Inaccurately reporting the type of business entity: Mistakes in checking the correct box for the company type (e.g., Sole Proprietor, C Corporation, S Corporation) could lead to an incorrect understanding of the business's structure and legal obligations.

6. Failing to accurately identify the counties served: By not correctly indicating all counties in which the company is certified to provide service, the report might not fully reflect the company's operational scope within Arizona.

7. Misreporting services authorized to provide: Incorrectly selecting the services the company is authorized to provide can lead to a misunderstanding of the company's offerings and possibly affect regulatory compliance.

Ensuring accuracy and completeness when filling out the Arizona Annual Report form is crucial for maintaining good standing with the Arizona Corporation Commission and fulfilling regulatory requirements.

When managing a business in Arizona, staying compliant involves several key documents beyond the Arizona Annual Report form. These documents play an integral role in your business's compliance, financial clarity, and operational efficiency. Understanding what these forms are and their importance can help keep your business in good standing.

• Articles of Incorporation: This document officially registers your corporation with the state of Arizona. It includes essential details such as the corporation's name, purpose, and information about shares and initial directors. For LLCs, the equivalent document is called Articles of Organization.
• Operating Agreement: Although not filed with the state, this document is crucial for LLCs. It outlines the ownership and operating procedures, helping to ensure smooth internal operations and resolving any misunderstandings among members.
• Employer Identification Number (EIN): Issued by the IRS, this number is essentially a social security number for your business. It's required for tax purposes, hiring employees, and opening a business bank account.
• Transaction Privilege Tax (TPT) License: If your business is involved in selling goods or certain services in Arizona, you'll need to apply for a TPT license. This license allows you to collect sales tax on taxable transactions.
• Professional and Occupational Licenses: Depending on the nature of your business, certain professional or occupational licenses may be required by the state of Arizona or local municipalities. These licenses are necessary for businesses in industries like healthcare, construction, and many others.

Each of these documents plays a critical role in the lifecycle of a business, from formation to daily operations, and even as the business grows or changes structure. Being proactive in managing these forms can help avoid legal pitfalls and ensure your business thrives in Arizona's regulatory environment.

The Arizona Annual Report form shares similarities with various other documents required by businesses and organizations. Each document serves its unique purpose, yet they all play integral roles in maintaining the legal and operational statuses of entities within their respective frameworks. Below is a list of 9 documents that exhibit similarities to the Arizona Annual Report form:

• Secretary of State Annual Report Forms: Many states require businesses to submit annual reports to the Secretary of State. These reports often collect similar information to the Arizona form, such as company name, address, management details, and changes in ownership.
• IRS Form 990: Filed by nonprofit organizations, IRS Form 990 provides the IRS with annual financial information. Like the Arizona form, it includes details on management and significant changes affecting the organization's structure or operations.
• Business License Renewal Applications: These applications require updated information about a business, similar to annual reports. They might ask for the current address, owner information, and the nature of the business.
• Uniform Business Report (UBR): Used in some regions as a standardized report for businesses operating in multiple states. It collects data on the company's activities, much like the Arizona Annual Report, but is designed for broader use across state lines.
• Articles of Incorporation Amendment Filings: When a corporation makes changes to its original incorporation details, such as business name or address, it must file an amendment with the state, paralleling the update feature of the Arizona form.
• Franchise Tax Reports: Similar to the Arizona form, these reports are filed by entities doing business in certain states, detailing financial information and confirming the company's continuing legal existence.
• Partnership Information Returns (Form 1065): Required by the IRS for partnerships, this form gathers information on income, deductions, and more. It parallels the Arizona report in its collection of organizational data, albeit for tax purposes.
• LLC Operating Agreement Updates: Although not a mandatory filing, any changes to an LLC's operating agreement should be documented. Like updates indicated in the annual report, these changes can reflect shifts in management or operational structure.
• DBA Renewal Filings: "Doing business as" names enable businesses to operate under names different from their legal names. Renewing a DBA filing requires updating current business information, similar to what is asked for in the Arizona Annual Report.

Each of these documents, while serving specific regulatory or operational needs, collects and updates vital information about a business or organization. This ensures transparency, legal compliance, and up-to-date records that reflect the entity's current operational status and structure.

When filling out the Arizona Annual Report form, certain practices should be followed to ensure accuracy and compliance. Below are lists of things you should and shouldn't do during this process.

Things You Should Do:

• Review the pre-printed company information carefully and make any necessary changes, especially if the company name or dba (doing business as) name has changed.
• Provide accurate and current contact information for the company, including mailing addresses, phone numbers, and email addresses for management and regulatory contacts.
• Check the appropriate boxes that accurately describe your company’s type, the counties you serve, and the services you are authorized to provide.
• Fill in the statistical information section with precise and current data, covering residential and business customers, total revenues, assets, and liabilities in Arizona.
• Indicate whether there have been any important changes during the year, such as changes in ownership or compliance issues with regulatory authorities.

Things You Shouldn't Do:

• Do not leave any required fields blank. If a question does not apply, specifically indicate with "N/A" or "None" where appropriate.
• Avoid providing outdated or incorrect information. Verify all details before submitting the form to avoid processing delays or legal issues.
• Do not guess or approximate statistical or financial data. Be sure to use verified figures to maintain accuracy in the report.
• Resist the temptation to skip checking the boxes that detail your company’s form of organization, the counties served, and the types of services provided. These details are crucial for regulatory compliance.
• Avoid ignoring the sections that require updates on changes in company structure or compliance status. Transparency is key to maintaining good standing with regulatory bodies.

When dealing with the Arizona Annual Report form, many people hold onto misconceptions that can cause confusion or errors in submission. Addressing these misconceptions directly can help ensure accurate and successful report completion.

• Only corporations need to file. This misunderstanding overlooks the fact that various types of business entities, including LLCs, partnerships, and sole proprietorships, are required to submit the annual report if they fall under the regulatory purview of the Arizona Corporation Commission Utilities Division. This requirement depends on the nature of the business and the services provided, not just the business structure.
• The report is related only to financial performance. While financial information is a significant component, the Arizona Annual Report covers much more. It gathers comprehensive data about a company's operations, management, and regulatory compliance, including changes in ownership or control and notifications of non-compliance from regulatory authorities.
• Submission of the form is optional. Many believe that the completion and submission of this form are at the company's discretion. This is false for entities regulated by the Arizona Corporation Commission Utilities Division. Regular submission of this report is mandatory, and failure to do so can result in penalties, including fines or revocation of authority to operate within Arizona.
• All sections must be completed by all companies. This is not the case. Certain sections of the form apply only to specific types of companies, such as telecommunications utilities. For example, the statistical information section towards the end of the form is specifically designated for telecommunication utilities only. Companies not providing these services do not need to complete these sections.
• There's no need to update the pre-printed company information if it's mostly correct. Even minor inaccuracies in pre-printed company information can cause issues. It is important to review all details, including the business name, addresses, and contact information. Any changes or inaccuracies should be corrected to ensure the Commission has the most current information, which is critical for maintaining accurate public records and for communications from the Commission.

Clearing up these misconceptions is vital for companies to comply with regulatory requirements and maintain good standing with the Arizona Corporation Commission. Accurate and timely submission supports not just regulatory compliance but also effective management and operational oversight.

Completing and utilizing the Arizona Annual Report form is an important annual task for businesses operating within the state. This form allows the Arizona Corporation Commission Utilities Division to keep track of crucial company information. Here are six key takeaways to help navigate the process more effectively:

• Accuracy is crucial: Ensure that all information provided on the form is current and accurate, including the company name and dba (doing business as) name. Changes in company details must be updated to reflect the current status accurately.
• Comprehensive contact information: The report requires detailed contact information not only for the main office but also for management, regulatory contacts, the statutory agent, and the company's attorney. This facilitates straightforward communication between the corporation and the Commission.
• Ownership and changes: It's essential to disclose the type of business ownership and report any changes in ownership or direct control during the year. Transparency in ownership structure and significant changes helps maintain the integrity of the regulatory process.
• Regulatory compliance: Companies must report if they have been notified by any regulatory authorities of non-compliance within the year. This ensures that the company is accountable and works towards resolving compliance issues.
• Service areas and types: Clearly indicating the counties where services are provided and the types of telecommunications services offered helps the Commission ensure that regulations are adhered to across different regions and service categories.
• Statistical information: The report gathers specific statistical data, including the number of customers, revenue from operations, and assets in Arizona. This data provides a snapshot of the company’s activities within the state, impacting regulatory assessments and contributions to funds like the AZ Universal Service Fund.

Overall, the Arizona Annual Report form is a vital tool for both the state and the companies operating within it. It ensures transparency, regulatory compliance, and the efficient provision of services across Arizona. Companies should approach this report with attention to detail to ensure their information is accurately represented.