An estimated 32 million companies are now facing new compliance obligations due to the Corporate Transparency Act (“CTA”), which aims to enhance transparency in corporate ownership and curb money laundering, terrorism financing and other financial crimes. The CTA, which took effect on January 1, 2024, represents a significant shift in the ownership information reporting obligations of corporations, limited liability companies and other business entities covered by the CTA. Companies subject to the CTA must report personal information about their beneficial owners to the Financial Crimes Enforcement Network (“FinCEN”). By strategically revising its organizational documents, a company can help itself avoid pitfalls related to CTA compliance and the associated penalties for noncompliance.

Updating Organizational Documents

To comply with the CTA, reporting companies are required to collect personal information from persons deemed to be “beneficial owners” under the CTA, which could include shareholders, members, managers, directors, officers and other key employees, and then file with FinCEN an initial report with that information, known as a Benefit Ownership Information Report (“BOI Report”). Reporting companies must thereafter continuously report any changes to reported information within the relatively stringent deadlines imposed under the CTA. Although much of the information required under the CTA would need to be provided to the reporting company by the beneficial owners, it is the reporting company’s responsibility to report the information to FinCEN and the reporting company is ultimately liable for any failure to comply.

The collection of personal information from beneficial owners to comply with CTA reporting obligations could present challenges to reporting companies with numerous or reluctant beneficial owners. In order to prevent the risk of beneficial owners failing or refusing to provide the required information, companies should review and potentially revise their organizational documents to include protective language requiring beneficial owners to provide their information. Companies should consider adding CTA-specific provisions to any organizational document or agreement between the company and persons who could be deemed to be beneficial owners, including: (i) agreements governing the rights and obligations of equity owners of the reporting company, such as operating agreements, shareholder agreements and subscription agreements, and (ii) agreements that provide for the services and responsibilities of senior officers and key employees of the reporting company, including employment agreements, offer letters and executive services agreements.

These documents should include explicit provisions imposing an obligation on the beneficial owner to provide accurate beneficial ownership information and to timely advise the reporting company of any changes to such information, as required by the CTA. Specifically, CTA provisions should include: (i) an acknowledgment by the beneficial owner of the company’s obligation to report certain beneficial ownership information as a result of such person being deemed a beneficial owner under the CTA, (ii) a covenant that the beneficial owner will provide all requested information to the reporting company, as well as any changes to such information, and (iii) a representation and warranty by the beneficial owner as to the accuracy and completeness of the information provided to the company.

An individual may obtain a FinCEN Identifier (“FinCEN ID”) by providing, directly to FinCEN, the same information as the reporting company is required to provide regarding its beneficial owners in its BOI Report. The reporting company may then report the individual’s FinCEN ID on its BOI Report in lieu of listing specific information for that individual. Companies may consider including provisions recommending or requiring beneficial owners to obtain a FinCEN ID and that the beneficial owner’s obligations can be satisfied by providing their FinCEN ID to the company. Such provisions should also include an acknowledgment by the beneficial owner that they would be responsible for updating their FinCEN ID with any changes to their personal information.

Companies should also review and potentially revise confidentiality provisions in their organizational documents to permit disclosures required by law, including those mandated by the CTA.

Conclusion

Integrating these types of provisions in organizational documents can be a useful tool for companies that need to navigate these regulatory changes and mitigate the risk of noncompliance. For more information on the CTA and related compliance tips, see How Your Company Can Prepare for the Corporate Transparency Act.

Business owners can utilize Kean Miller’s CTA compliance evaluation and reporting platform to determine if their companies are required to comply with the CTA. The platform offers a compliance screening questionnaire and, if necessary, guides users through the collection and filing process.