Practical Guide to the ONGO Law (Registration and Filing)

It has been more than four months since the “Law of the People’s Republic of China on Administration of Activities of Overseas Nongovernmental Organizations in the Mainland of China” came into force. Many ONGOs still face practical challenges, however, when trying to establish ROs and file records of temporary activities etc. This post answers 30 common questions that have arisen in the registration and record-filing processes. Information is summarized from seminar content, participant feedback, and our own practical experience.

The below information is for reference only and has no legal validity. For more specific information, please refer to the official interpretations issued by registration management organs.

In the event of any inconsistency between the Chinese and English text, the Chinese text shall prevail to the extent of the inconsistency.

《境外非政府組織境內活動管理法》實施4月有余，而關于設立代表機構和臨時活動備案等方面的實操問題依然困擾著不少境外非政府組織。本期善見通過梳理調研會的會議紀要和總結日常的實務經驗，對實踐中較為常見的30個問題進行釋疑，以期與同行交流。

注：本文已根據最新的法律規(guī)定和實踐對先前推送的內容進行了更新。

釋疑內容僅供參考，不具備法律效力，具體釋義以登記管理機關權威解釋為準。

Section 1: The Establishment of Representative Offices (ROs)

關于設立代表機構

01

How should an organization prove that it is an "overseas non-governmental organization (ONGO)"? What are the requirements for documents and other materials proving that the ONGO is legally established?

The prerequisite for applying to establish an RO is to prove that the headquarters of an organization is a legally established ONGO. Two sets of documents need to be submitted: 1) Evidence of legal establishment outside Mainland China; and 2) Documentary evidence of its non-profit nature.

Evidence of legal establishment outside Mainland China refers to evidence that an organization has been registered overseas with relevant government agencies, and is an independent legal person able to bear civil liability. Documents and other materials that prove that the ONGO is legally established overseas must be issued by official foreign agencies.

Documents demonstrating the non-profit nature of an organization will vary depending on country and region. Whether such documents sufficiently demonstrate this status will depend on the relevant laws and regulations of that specific country or region. In the United States, for example, an organization would be considered to be non-profit in nature if it meets the requirements of the Internal Revenue Code 501 (C) (3), 501 (C) (4) or other provisions and is exempt from certain federal taxes. A U.S.-based ONGO would only need to submit documents proving its registration, and would not be required to submit its tax documents. For ONGOs from the United Kingdom, proof of registration at the Charity Commission for England and Wales would be sufficient.

機構應當如何證明自己是“境外非政府組織”？對于境外非政府組織合法注冊成立的證明文件有什么要求？

申請設立代表機構的前提是證明機構的總部是一家合法在境外成立的非政府組織。這需要從兩個方面證明，一是境外合法成立證明，二是組織非營利性的證明文件。

所謂在境外合法成立，是指該組織已在境外相關職能部門登記，是能夠依法承擔法律責任的獨立法人。境外非政府組織合法注冊成立的證明文件必須由國外官方機構出具。

對于非營利性的證明文件，各地情況不同，需要根據所在國家和地區(qū)相應的法律法規(guī)來判斷。比如在美國，如果符合美國國內稅法中501(C)(3)、501(C)(4)等條款獲得相關免稅資格的組織即視為具有非營利性，提交成立文件，不需要提交稅務材料；在英國則有專門的慈善組織登記機關。

02

If an ONGO’s proof of legal establishment outside Mainland China is its business license, will it be necessary to submit the original copy of the business license from its headquarters?

This is not necessary. Taking into account that the original copy of the business license is of great importance, it will not be necessary to produce the original license; instead, documentary evidence demonstrating legal establishment of the ONGO should be requested from authorities. If the foreign government departments in the country where the ONGO is based cannot issue such documentary evidence, copies of the original business license as well as other relevant documents may be submitted after being notarized and authenticated in-country. Materials written in foreign languages should be translated into Chinese.

如果注冊證明文件是營業(yè)執(zhí)照，是否必須從總部帶營業(yè)執(zhí)照原件過來認證？

不需要。由于營業(yè)執(zhí)照原件十分重要，所以并不要求提供原件，而是請官方出具證明文件。如果機構所在國的官方部門不能出具證明文件，可以復印營業(yè)執(zhí)照等相關的文件，并在當地做好公證認證。外文材料須翻譯成中文。

03

What are the requirements for the “articles of association” of an ONGO?

 “Articles of association” are internally drafted NGO documents. Typical NGOs will note their non-profit nature within these articles of association. Complete versions of the articles of association must be submitted; partial or non-contextualized articles of association may not be submitted.

對于境外非政府組織的章程有什么要求？

“章程”是非政府組織制定的內部性文件。比較規(guī)范的非政府組織會在章程內標注“非營利性”。章程需要提交完整版，不可以“斷章取義”只提交一部分。

04

What should be included in the contents of the “Letter of Authorization for Registration of the Representative Office of the ONGO”?

Some organizations have raised the issue that public security organs in different locations have different requirements regarding the letter of authorization. Since the Ministry of Public Security (MPS) has not yet issued specific guidelines, the respective standards of each local public security organ must be followed.

For example, in Beijing, the Beijing Municipal Public Security Bureau requires the approval document to be issued by the headquarters of the ONGO, and should contain two parts.

First, the document must show that the ONGO headquarters have authorized the establishment of a Beijing RO. This authorization must indicate that the headquarters agree to set up a Beijing RO and authorize the Beijing RO to exercise part of its authority on its behalf. This authorization should state as clearly as possible the exact location of the RO. Terms such as "in China" or "nationwide" are not sufficient.

Second, the document must list the names of the chief representative and other representatives. There is no need to submit a list of employees. The authorization document needs to be signed or stamped by the head of the headquarters.The authorization document does not need to be notarized or authenticated. If the document is in a foreign language, it needs to be translated by a qualified translation agency.

The two parts of this authorization can be submitted in the form of two separate documents; however, when submitting them to the registration website, they need to be merged into a single PDF document before being uploaded.

 “境外非政府組織辦理設立代表機構登記授權書”應當包括哪些內容？

有機構提出，全國各地公安機關對登記授權書的要求不一樣。由于目前公安部還沒有頒布具體文件，因而按各地公安部門標準來執(zhí)行。以北京市公安局的要求為例，登記授權書由境外非政府組織總部出具，包括兩部分內容。

第一，總部授權成立北京代表處。表明總部同意設立北京代表處，給北京代表處授權行使總部的部分權力。盡量寫清楚代表處所在地，而不要寫“In China ”或者“全國”。

第二，擬任首席代表以及代表人員姓名。不需要寫雇員名單。授權書需要總部負責人簽字或者蓋章。授權書無需公證認證，如果是外文，需要由有資質的翻譯機構進行翻譯。

授權書的這兩部分內容可以做成兩份文件；但是在相關網站上提交時要合并成一個PDF文檔再上傳。

05

What evidentiary materials must be submitted to demonstrate that the “ONGO existed and engaged in substantive activities overseas for more than two years”?

ONGOs will have to submit two types of evidence: “internal documentation + third-party verification”. 

First, ONGOs have to submit financial audit reports of the past two years issued by a third party and satisfying the requirements of the host country.

Second, ONGOs have to submit an annual activity report of the past two years, signed by the head of the ONGO. The financial audit report is to prove that the ONGO has a cash flow and it is not merely an“empty shell”; if there is no financial report, relevant financial statements can be submitted in replacement. If the annual activity report is too long, NGOs can provide summaries of the year's activities that are representative, have practical significance, and reflect the characteristics of the organization, so long as they are sure to include the names and brief descriptions of these activities. The audited materials and activity reports should be issued by ONGO headquarters. If it is currently impossible to submit materials relevant to activities held in 2016 (for example, the annual report on activities held in 2016 will not be issued until June 2017), reports for 2014 and 2015 may first be submitted, along with an attachment from the ONGO headquarters indicating that“the report for 2016 is currently under preparation according to the law, and it is temporarily unavailable” or similar content. Public security organs will take this into consideration.

“境外非政府組織在境外存續(xù)二年以上并實質性開展活動的證明材料”包括哪些？

包括“他證+自證”兩份證明材料：

第一，符合境外非政府組織所在國要求的、由第三方出具的近兩年財務審計報告；

第二，境外非政府組織負責人簽字的近兩年的活動年報。財務審計報告是為了證明境外非政府組織有經濟流水，并非“空殼”；如果沒有財務報告，至少提交相關財務報表。年報過長的，境外非政府組織可以對有代表性和實際意義的、體現非政府組織開展活動特點的內容進行總結，注明活動名稱，簡單描述。審計材料和活動年報均由境外非政府組織總部出具。如果目前無法提供2016年相關材料，比如總部2017年6月份才能出具2016年活動報告，可以先提交2014、2015年的報告，然后由總部在材料后附加說明“2016年報告目前正在依法準備，暫時無法提供”或類似內容，公安部門會酌情考慮。

06

What do ONGOs need to submit to satisfy the requirement for “Identity document and Curriculum Vitae (CV) of the chief representative of the Proposed Representative Office"? What types of ID meet the requirements? What are the requirements for the CV? Are there any requirements for the duration of employment?

“Identity document” refers to identification such as a PRC Resident Identity Card, foreign ID card, passports, Exit-Entry Permit for Travelling to and from Hong Kong and Macau, etc. Foreign documents need to be notarized and authenticated. A CV needs to show clearly every period of previous employment, and indicate clearly each employment period from a certain month in a certain year up to another certain month in a certain year. It also needs to indicate clearly a certain type of employment in a certain place. It is best that the CV timeline be continuous, with no time gaps. The CV should be in chronological format, indicating experience from university up to current employment. The CV does not require notarization or authentication, but it requires the signature of the chief representative of the RO.

The validity of the documents of the chief representative and other representatives of the ONGO will be determined in accordance with the duration of their employment. The maximum duration shall not exceed 5 years. The representatives will enjoy special visa privileges for foreigners of high talent. Detailed policies will be introduced in the near future.

申請設立代表機構需要提交“擬設代表機構首席代表身份證明和簡歷”，身份證明包括哪些證件？對于簡歷有什么要求？任職期限有無要求？

身份證明證件包括中國大陸身份證、外國身份證、護照和港澳臺往來大陸相關證件等。境外證件需要公證認證。簡歷上個人經歷部分需要寫清楚時間段而不是時間點，即從某年某月到某年某月在何處從事什么工作，注明職務。簡歷時間最好連續(xù)，不要有時間空檔。簡歷上的時間順序按照由遠及近的原則（從大學時期往現在寫），以方便審閱。簡歷不需要公證認證，但需要首席代表簽名。

境外非政府組織首席代表和代表的證件有效期將以總部授權書中的任職時限為參考，最長不超過5年，并將享受高端外籍人員就業(yè)簽證優(yōu)惠政策，具體政策近期會出臺。

07

Is it necessary to approach local public security organs to obtain documentation for “Certificate / Statement of No Criminal Record of the Chief Representative”?

No. The chief representative can sign a standard clean criminal record statement, and no notarization or authentication is needed if it is issued in China. The chief representative is responsible for the authenticity of the signature. Evidence of no criminal record issued in other countries where the chief representative is a citizen needs to be notarized and authenticated.

“首席代表無犯罪記錄證明材料或者聲明”必須去公安機關開具嗎？

不是。首席代表也可以簽署固定格式的無犯罪記錄聲明，不需要公證認證。首席代表對簽字的真實性負責。在首代本國開具的無犯罪記錄證明，需要進行公證認證。

08

What does “Proof of Location of the RO of the ONGO” include?

This includes two documents: a property rights certificate of the RO, and a lease between the RO and its landlord. The property rights certificate is to prove the existence of the actual office location, and the lease is to prove a lease relationship. ONGOs who cannot sign a lease contract before registering as an RO can first sign the lease in the name of its headquarters, and modify the lease once the RO is established.

“擬設代表機構的住所證明材料”包括哪些？

包括兩份文件：代表機構辦公場所的產權證明、雙方租賃合同。產權證明用以證明房屋存在；租賃合同用以證明租賃關系。境外非政府組織在還未設立代表處的情況下，可以先以總部名義簽署合同，等代表機構成立后再辦理變更手續(xù)。

09

What are the specific requirements for the "Letter of Approval from Organizations in Charge of Operations (OICO) (also known as Professional Supervisory Units - PSUs)"?

First, the letter must be an official regulatory document. For registration in Beijing, the letter should be written to either the ONGO Management Office of Beijing Municipal Public Security Bureau or the ONGO that is applying to establish an RO.

Second, the letter issued by the OICO must contain content that shows that the OICO agrees to become the OICO of the ONGO's Beijing RO. The letter cannot say that it approves the establishment of an RO of the ONGO. The OICO does not have the authority to approve the establishment of an RO. This power lies with public security organs.

In addition, the name and contact information of the contact person from an OICO must be stated for verification purposes. On the letter, there should also be an official seal from a ministry-level administrative unit, or a department-level administrative unit that has the authority to approve activities involving foreign entities (for example, the International Cooperation Department of the Ministry of Civil Affairs). For municipal-level administrative units, the official seal needs to be provided rather than a stamp from branch offices.

對于“業(yè)務主管單位的同意文件”的具體要求有哪些？

首先必須是官方紅頭文件。以向北京市公安局申請為例，行文對象可以是北京市公安局境外非政府組織管理辦公室，也可以是申請設立代表機構的境外非政府組織。

其次，必須有“同意作為某某組織北京代表處的業(yè)務主管單位”內容或類似表述，而不能是“同意設立代表機構”，因為“同意設立代表機構”并非由業(yè)務主管單位負責，而是公安機關的職權。

另外，需要附上業(yè)務主管單位的聯系人和聯系電話，以便核實；還需加蓋部委級單位或者具有涉外審批權的司局級單位（比如民政部國際合作司）的公章。對于市級單位，必須是單位公章，不能是個別處室的章。

10

Among all the documents that need to be submitted, which of them require notarization and authentication?

Materials requiring notification and authorization include “three sets of documentary evidence and one set of articles of association”: 1) Documents and other materials that prove that an ONGO is legally established overseas; 2) Documents and other materials that prove an ONGO existed and engaged in

substantive activities overseas for more than two years; 3) The identity document of the chief representative of the proposed RO; and 4) The articles of association of the ONGO.

The procedures for notarization and authentication vary from place to place, but all of the documents must be authenticated by the Consulates General of the People's Republic of China in their locations in different countries and regions. In the United States, ONGOs must take relevant documents and find a local lawyer to obtain notarization, and then obtain authentication from the state authorities, the Department of State, and finally from the Consulate-General of the PRC. The requirements for Hong Kong differ in that documents need to be approved by notaries recognized by the Ministry of Justice of the People's Republic of China and qualified to notarize documents in Mainland China. The notaries that are qualified to notarize the documents can be identified on the Ministry of Justice's website. In general, notarization and authentication are the responsibilities of ONGO applicants. The registration authorities for ONGOs should be receiving documents that have been authenticated by the Consulates General and translated into Chinese by qualified translation agencies.

申請代表機構所需提交的材料中，有哪些需要辦理公證認證？

需要公證認證的材料包括“三份證明、一個章程”：境外非政府組織在境外合法成立的證明文件和材料、境外非政府組織在境外存續(xù)二年以上并實質性開展活動的證明材料、外籍首席代表的身份證明以及境外非政府組織章程。

公證認證的具體程序因地而異，但都必須有中華人民共和國駐各國使領館的認證。在美國，境外非政府組織持相關文件找當地律師開具公證書，然后到州級部門認證，再到國務院認證，最后到中國駐美國使領館認證。香港地區(qū)較為特殊，需要由中華人民共和國司法部依法認可的、擁有內地公證資質的公證人進行公證；具有公證資質的公證人可以通過司法部網站進行查詢?？傊?，進行公證和認證是相關申請人的職責，境外非政府組織登記管理部門接收的是中國使領館認證后經過有資質翻譯公司翻譯為中文的文件。

11

Do all foreign language materials need to be translated?

When authenticating documents with consulates in different countries, there are two types of situations that will determine whether or not translations need to be provided.

In the first situation, if the consulate in a certain country (including the United States) does not require Chinese translation during authentication processes, ONGOs will need to find a qualified translation agency in Mainland China to translate all the documents, including the notarial certificates after notarization. Qualified translation agencies refer to those agencies that are eligible to affix record numbers onto the documents. It is recommended that ONGOs ask domestic notary institutions to designate a qualified translation agency to translate relevant materials to facilitate the notarization process.

In the second situation, if the consulate requires the submission of a Chinese translation when authenticating documents, and recognizes the Chinese translation submitted and authenticates it, registration authorities will also recognize these translated documents.

In either situation, the notarial certificates must be translated, because consulates generally do not require ONGOs to submit notarial certificates that are translated into Chinese. If consulates in the country only refer to the Chinese translation when authenticating and do not certify the translation, then the documents need to be translated once again in Mainland China. Materials written in traditional Chinese need to be converted into simplified Chinese and signed by the responsible party, but do not need to undergo notarization and authentication. Cantonese or Hokkien materials need to be translated into Mandarin, and undergo notarization and authentication.

所有外文材料均需要翻譯嗎？

按照駐各國使領館認證時是否要求提交翻譯件可以分成兩類情況。

第一種，對于駐美國等國家的使領館認證材料時不要求提供中文翻譯件的情形，境外非政府組織獲得使領館認證后，需要在中國境內找一家具有翻譯資質的機構對所有材料（包括公證書）進行翻譯。具有翻譯資質的機構指能加蓋備案號方章的翻譯機構。公安機關建議境外非政府組織請境內公證機構指定一家有資質的翻譯公司翻譯相關材料，以便公證機構隨時進行公證。

第二種情況，如果駐外使領館認證材料時要求提交中文翻譯件，使領館認可翻譯件并進行了認證，那么登記管理機關同樣認可。

無論哪種情況，公證書必須翻譯，因為使領館一般不要求提交公證書的中文翻譯件。如果駐各國使領館只是參考翻譯件，并未對翻譯進行認證，則需要在境內重新翻譯。繁體中文材料需要附簡體中文，由負責人簽字，無需公證認證。閩南語、粵語材料需要附普通話版本材料，并進行公證認證。

12

The RO registration website does not allow an organization to create more than one account. If an ONGO would like to establish multiple ROs in Beijing and other places, what should it do?

Each organization, including the Chinese partner, can only have one account. Applications for multiple ROs need to be submitted via the same account. The mobile phone number used to register the account is very important. When proceeding to follow-up procedures after online submission of documents, the appointment times and other notifications will be sent to the registered mobile phone number. Changes to mobile phone numbers should be promptly updated on the website.

同時在北京和其他地方設立代表機構，在網上填寫北京辦公室的資料后，其他地區(qū)的代表機構因為賬號已被使用而無法注冊，如何處理？

各個機構，包括中方合作單位，只能有一個賬號。申請多個代表機構需要用同一個帳號依次申請。需要注意的是，帳號注冊時使用的手機號十分重要，辦理后續(xù)手續(xù)時預約時間等通知都會發(fā)送到登記的手機號上，手機號發(fā)生變化應當及時在網站上辦理變更。

13

 Are ONGOs eligible to organize events and activities in other places? Can the “Area of Activities” be indicated as "nationwide"?

The events and activities must be located within the registered “Area of Activities.” Plans for organizing events and activities must be indicated in the annual plans of the ONGOs. If the RO is established in Beijing while the “Area of Activities” is indicated as “nationwide”, ONGOs will not be eligible to establish ROs in other places. Therefore, ONGOs need be cautious when choosing “nationwide” for “Area of Activities” as public security organs will examine this indication closely.

代表機構可以在外地開展活動嗎？活動地域是否可以是“全國”？

活動的開展需要符合所登記的活動地域范圍。在外地開展活動的需要將活動地域體現在年度計劃里。需要注意的是，在北京設立代表機構時將活動地域登記為“全國”的，不得再在其他地方申請設立代表機構，所以申請設立代表機構時，活動地域應謹慎登記為“全國”。申請登記“全國”為活動地域范圍的，公安部門會嚴格而審慎地審核。

Section 2: Submitting documents to file a record to conduct temporary activities

關于臨時活動備案

01

Does the “record filing management organ” for a temporary activity refer to the public security organ in the location where the temporary activity takes place?

No, the record filing management organ refers to the public security organ where the Chinese partner is located. According to the law, “Chinese partners of ONGOs conducting temporary activities shall handle examination and approval procedures in accordance with State regulations and submit to local registration authorities the following documentation and information for their records 15 days before temporary activities commence”.

備案主管機關是臨時活動開展地的公安機關嗎？

不是，是中方合作單位所在地的公安機關。境外非政府組織開展臨時活動，中方合作單位應當在開展臨時活動十五日前向其所在地的省級人民政府公安機關境外非政府組織管理辦公室（登記管理機關）備案。

02

How can a temporary activity record be filed if there is more than one ONGO or more than one Chinese partner participating?

Activities should be filed on record in accordance with project division. Each project should be put on record separately.

如果一項活動有多個境外非政府組織或多個中方合作單位參與，如何備案？

按照項目來備案，每個項目單獨備案。

03

What materials are required for the record of temporary activities?

 "Form for Record of Temporary Activities by ONGOs" (This form can be completed either online or in writing);

1.  Documentary and material evidence of the legal establishment of the ONGO;

2.  A written agreement between the ONGO and its Chinese partner (similar to a contract);

3.  Evidence of costs and funding sources as well as the bank account details of the Chinese partner;