ELECTRONIC SIGNATURES CAN BE USED TO SUBMIT PAPER-BASED FORMS
During COVID-19 Alert Level 4 and Level 3, it might not be possible for people to sign paper-based forms. This might affect the submission of forms such as, applications for the Emissions Trading Scheme (ETS) and the Permanent Forest Sink Initiative (PFSI).
To enable people to submit their forms, Te Uru Rākau has provided the following guidance on using electronic signatures in a way that is practical and reliable while meeting legal requirements.
GUIDANCE ON HOW TO GET FORMS SIGNED ELECTRONICALLY
In relation to activities under either the ETS or PFSI, the person(s) to whom the form relates is responsible for ensuring the information is correct and the form is completed (including signing) before the form is submitted to Te Uru Rākau - this includes any statutory declaration.
Steps to take
- Step 1: Te Uru Rākau informs the person(s), or their representative to collate all relevant documents
along with the form and submit them by email directly to Te Uru Rākau at climate.change@mpi.govt.nz
- Step 2: Each person who signs the form must confirm in writing on the form that they:
- approve the information in the form,
- have created the electronic signature and attached it to the form, or
- were in control of the attachment of the electronic signature on the
form.
Suggested text is:
“I approve as correct the information contained in this document. This electronic signature has been created and attached to this document by me or under my control and I consent to the use of my electronic signature on this document.”
- Step 3: The person submitting the electronic signature must add the date and time that the electronic signature was used to assist with authenticity.
Alternatively, electronic signature software that captures authentication may be used.
- Step 4: When there are multiple signatories for a form the approach set out in paragraphs 1-3 (above) should be used:
- Each person must sign a copy of the entire form.
- These forms will be collated and read together to create a single form.
- The person submitting the collated forms should ensure that the forms as signed have the same information (i.e. not be amended by any of the signatories) prior to submission.
GUIDANCE ON HOW TO GET FORMS WITNESSED REMOTELY
When a form needs to be officially witnessed (e.g. statutory declarations, PFSI or offsetting declarations) this may be done remotely.
Steps to take
- The signature is witnessed by AV link;
- The document would then sent to the witness to sign;
The witness ensures the document is identical to the one they witnessed being signed.
Te Uru Rākau acknowledges that participants may feel they are unable to comply with legal requirements as a result of COVID-19. In these cases, participants should contact Te Uru Rākau with any concerns or queries they have.