Unique Document Identification Number (UDIN), as the name suggests, is an identification number that is generated for every document certified/attested by a Practicing Chartered Accountants. The mechanism has been conceptualized and developed by the Professional Development Committee of the Institute of Chartered Accounts of India (ICAI) and has been initiated amidst the burgeoning issue of certification or attestation of financial statements and documents by other persons in the disguise of CA’s. In this article, we look at the various aspects of UDIN issued by CAs in detail.
Purpose of the Initiative
The Income Tax, GST and Company Laws of India attach a lot of significance to the role of a Chartered Accountant, given that his/her attestation on a certificate or any such document certifies it against any misrepresentation. Also, this attestation instils a sense of surety among investors and other stakeholders who wish to be affiliated with the particular entity in any manner. These factors prompted the ICAI to develop a mechanism for securing the documents issued by the Chartered Accountant by issuing a Unique Document Identification Number (UDIN).
The notification pertaining to this pronouncement has been quoted below for your reference:
Unique Document Identification Number (UDIN)
It has been observed that at many instances financial statements and documents are being certified/attested by third persons in lieu of our CA members. These statements misleads various authorities/other stake holders who rely upon them.
To address above, an innovative concept of Unique Document Identification Number (UDIN) has been conceptualized and developed by Professional Development Committee of ICAI which was also being demanded by various regulators. UDIN is a unique number, which will be generated for every document certified/attested by Practising Chartered Accountants and registered with the UDIN portal. The portal is available at https://udin.icai.org/.
Accordingly, the Council at its 374th meeting decided to implement UDIN, therefore it has been made recommendatory with effect from 01st July, 2018, and later on it would be made mandatory.
The portal offers the facility to various Regulators/Banks/Authorities/Other Stakeholders to check the authenticity of the documents certified by Practicing Chartered Accountants who have registered on the said portal. It would help them in tracing of forged/wrong documents prepared by any third person in the name of Chartered Accountant, as a person other than Chartered Accountant will not be able to upload the documents on this portal.
For Process and related Frequently-Asked Questions, please visit https://udin.icai.org/ .
For any other further assistance/clarification, you may reach us at 011–30110440/444 or email at [email protected] .
MEMBERS ARE ADVISED TO REGISTER THE DOCUMENTS CERTIFIED BY THEM & GET THESE SECURED.
Mandatory from 1st January 2019
The ICAI has recently notified that all Chartered Accountants must make use of this provision from the 1st of January, 2019, onwards to identify and weed out dubious Chartered Accountants. This effectively means that all the paperwork for clients must henceforth depict the UDIN of the Chartered Accountant signing the document.
The UDIN portal facilitates various regulators, banks, authorities or other stakeholders to validate the authenticity of the documents certified by Practicing Chartered Accountants. The mechanism would enable such personnel in tracing and identifying the forged or inappropriate documents prepared by any third person in the guise of a Chartered Accountant.
UDIN’s format is provided below:
- The membership number of the member attesting the document/certificate.
- The date of issue of the certificate.
- The system-allotted serial number of the document.
UDIN can be generated by a Practicing Chartered Accountant for the certificate or document attested by him/her either in an individual capacity or as a partner.
Registration with UDIN Portal
The following steps will help the respective user to register with the UDIN portal:
Step 1: Official Website
The registration can be initiated by visiting the official website of UIDAI.
Step 2: Initial Sign-Up
Click on the option “For first time sign up, click here,” which can be found on the homepage of the website.
Step 3: Specification of Details
Now, the user must enter the required basic details in the page before clicking on the option “Send OTP.” An OTP will be addressed to both the registered mobile and e-mail contact of the user. The OTP must be keyed in, upon which a username and password will be auto-generated to the mobile and email contacts. This concludes the registration procedure.
Generation of UDIN for Document
The generation of UDIN involves the following steps:
Step 1: Official Website
As obvious as it may seem, the process of UDIN generation must be pursued in the same website as that of its registration.
Step 2: Login Using Credentials
The user may log in to the portal using the credentials received on the e-mail address registered with ICAI.
Step 3: Generate UDIN
Click on the option “Generate UDIN.”
Step 4: Specification of Details
The following page mandates the specification of details such as Membership Registration Number, Name, E-mail ID, Firm Registration Number, Name of the Firm, Client Reference Code/Number, Document Description, Date of Document, Keywords and Values. Upon entering them, click on the “Send OTP” tab.
Note: Keyword, in this context, refers to any keyword and its corresponding value/amount as mentioned in the particular document. A minimum of three keywords and their corresponding values must be provided for a document. The values can be as high as five.
Step 5: Specification of OTP
An OTP will be addressed to the e-mail address and mobile number of ICAI. With the specification of the OTP in the specific column, a preview of the details entered for this purpose will be depicted on the screen. The same can be modified by clicking on the “Back” and “Submit” button. It may be noted that this is the final opportunity to make any corrections, as no further modifications are allowed. it cannot be modified any further.
This concludes the process of UDIN generation. The generated UDIN could be used on the documents by earmarking the document with a pen or watermark.
Revocation of UDIN
We have now come to terms with the fact that the details of the document pertaining to the UDIN cannot be modified at a later stage. But if the circumstances warrant a change or modification, the UDIN can be revoked on valid grounds.