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FAQ Guide

Please refer to Link's Frequently Asked Question Guide to assist you with any enquiries you may have.

General

What do brokers do?

Brokers provide a variety of services to their clients. Primarily, they facilitate securities trading - that is, the buying and selling of shares. If you want to buy or sell shares you need to do so via your broker or you need to find a broker to do this for you.

To find a broker, visit the NZX website, or check the Yellow Pages.

How secure is the information I provide to you? Who else can view what?

Link understands that privacy is important to you. Link is subject to the requirements of the Privacy Act, which governs, among other things, how organisations handle personal information. Our Privacy Policy is available for you to read in this help section.

My documentation has been stolen - what do I do?

If you think that your Securities Transaction Statement, Payment advice, or FIN advice has been stolen, you should notify Link immediately by:

Email: enquiries@linkmarketservices.com or
Phone: 09 375 5998
Fax: 09 375 5990
Mail: PO Box 91976, Auckland 1142

We will assist you with an urgent replacement of your documents and we will make arrangements with you to have a new FIN issued.

How can I get information about the company in which I invest?

For information about the company in which you invest you can;

  • Visit the NZX website; and
  • Visit the website of the company.
How can I obtain the Annual Report, Or Interim report of a Company?

Companies post their reports on their website. Past reports are also available on the company's website. Investors will receive a section 209 notice from the company they have invested in each year. Investors can elect to have a hardcopy of the annual report mailed to them each year by completing the section 209.

Can minors have shareholdings?

Some issuers may specifically preclude holdings being registered in a minor's name. Where not specifically precluded, minors are able to hold securities in their name, however this may present several impracticalities and legal constraints. The following problems could occur;

  • The contract to purchase the securities may not be valid.
  • They may not be legally entitled to sell securities or sign any transfer out of their name.
  • They are not legally allowed to appoint a proxy or vote at investor meetings.
  • They may not be allowed to issue instructions regarding change of address, payment instructions and dividend elections.

Following are some guidelines to assist with transferring securities registered in the name of a minor:

  • Securities to be held for a minor should be registered in the name of a parent or guardian, with a designation for the minor for identification purposes. For example Mr Edward Sample A/C Master Johnathan Sample.
  • To transfer the securities into the name of the parent or guardian, please complete a Minor(s) Statement and Indemnity Form and a Off Market Transfer Form. All forms should be submitted with a certified copy of the minor's full birth certificate or documentation that appoints you as the guardian.

If you have any questions regarding the above please contact Link Market Services by
Email: enquiries@linkmarketservices.com or
Phone: 09 375 5998
Fax: 09 375 5990
Mail: PO Box 91976, Auckland 1142

What is a Common Shareholder Number (CSN) and or Holder Number?

Common Shareholder Number: All investors who purchase securities listed on the NZX through a broker, will be allocated a CSN which will be your common holder number across all NZX listed securities (all New Zealand registrars will hold that single number as your holder number).

Holder Number or Shareholder Number: The Registrar for the issuer in which you hold your securities under which you hold your securities, allocates this number to you. You will have a different number given to you from each registry, unless you apply for a CSN across all registries through a Broker. A holder number / share holder number is allocated to you when you become the owner of securities by any other means than buying them through a broker.

Either your CSN or a holder number will appear on your Securities Transaction Statements, Payment Advices and other related documents you may receive.

Important note - your Common Shareholder Number (CSN), Holder Number and Identification Number (FIN) identify you as the owner of your securities and should be stored securely.

What is a Identification Number (FIN)?

This is a four-digit number, similar to your PIN on your bankcard. You will need to quote your FIN number to your Broker when you trade (buy or sell) your securities. It should be stored in a secure place and not be divulged for any other purpose than trading your shares.

If you are unable to locate your FIN please contact Link Market Services by
Email: enquiries@linkmarketservices.com or
Phone: 09 375 5998
Fax: 09 375 5990
Mail: PO Box 91976, Auckland 1142

Please be aware that for security purposes, FIN numbers will not be disclosed over the phone by Link Market Services staff. Instead, a replacement FIN advice will be despatched to you to your mailing address as held on the register. You can download and print a Lost / Forgotten FIN Form from this website and mail the completed form to Link Market Services Limited, PO Box 91976, Auckland 1142.

What are my shares currently worth?

To find out the value of your securities you multiply the number of securities (holding balance) by the current market price for the security.

Current market prices are available on the NZX Website.

What is a 'certified copy'?

A certified copy is a copy of an original document that has been certified as a true and correct copy by a person who is authorised to witness a statutory declaration. Persons who are authorised to witness statutory declarations (under the Oaths and Declarations Act 1957), are;

  • Justice of the Peace
  • A solicitor of the High Court
Who can I contact if I have a complaint?

If you have a complaint regarding Link Market Services, you may contact our Complaints Manager.

Our contact details are:
Phone (Investor contact line): 09 375 5998
Email: enquiries@linkmarketservices.com

In writing
Complaints Manager
Link Market Services Limited,
P O Box 91976
Auckland 1142
New Zealand

By facsimile: 09 375 5990

How do I put a stop trade on a holding?

Link Market Services can only place a stop trade on a holding if specifically instructed under legal authority (eg: under court order), or if documents relating to your holding have been lost or stolen. If your FIN advice has been stolen, please contact the registry immediately and they will make arrangements for a new one to be issued to you.

Email: enquiries@linkmarketservices.com or
Phone: 09 375 5998
Fax: 09 375 5990
Mail: PO Box 91976, Auckland 1142

What are the terms and conditions of my employee share plan?

For information regarding the terms and conditions of your employee share plan, please contact your share plan administrator at your place of employment.

I am in the employee share plan and I have resigned, what happens now?

For information regarding the terms and conditions of your employee share plan, please contact your share plan administrator at your place of employment.


Selling and Transferring Securities

How do I sell my securities?

To sell your securities, you will need to contact your Broker or Financial Adviser. If you do not have a Broker, you can obtain details via the NZX website ( click on market participants for a list of the members of NZX member firms).

Please ensure you have your CSN or Holder Number, and your FIN (Identification Number) when you place your order to sell your securities.

I have several holder numbers. How do I amalgamate / merge my two (or more) holdings?

To amalgamate your holdings all holdings must have identical names, addresses, IRD numbers and /or payment instructions. If your payment instructions are different please advise correct bank account instructions for the amalgamated holding. Simply download, print and complete the Merge Multiple Holdings Form, quoting your Common Shareholder Number (CSN) or Holder Number. Please nominate the Holder Number you wish to retain.

The names, addresses, IRD numbers and / or banking instructions of all holdings must be identical before we can amalgamate your holdings. You can compare and amend most of these details via the Investor Service Centre.

Can I transfer my securities to someone else (private transfer of sale)?

If you wish to transfer or sell your securities to another party under a private arrangement, you will need to print and complete an Off Market Transfer Form.

Easy to follow instructions are attached to the Transfer form. Please ensure that all parties involved sign the transfer form and that the signatures are appropriately witnessed. You will be required to complete a transfer form for each security you wish to transfer and for each person that the securities are being transferred to.

You will need your Common Shareholder Number (CSN)/Holder Number to be stated on the transfer form. Transfers must be validly completed and signed, and must meet the issuer's conditions of transfer.

If you are signing under a power of attorney, a certified copy of the original power of attorney must be lodged with Link Market Services for noting (if not already noted).


Updating your Details

I recently sent in some instruction forms to update my holding details. How can I tell if this has been done?

Information such as address details, payment instructions and annual report elections can be confirmed online by logging into the Link Investor Centre. Changes requested by mail may take up to three working days to be processed. If your change request has not been affected after this period, please contact Link Market Services

Email: enquiries@linkmarketservices.com or
Phone: 09 375 5998
Fax: 09 375 5990
Mail: PO Box 91976, Auckland 1142

Why can I update some elements of my holdings online, but have to complete a form for others?

Link takes the security of your holdings very seriously, therefore there are restrictions on the extent of changes that may be conducted online. Availability is based on several factors, including industry regulations, transaction type and shareholding value. If the update you require is not available online, please complete and sign the relevant form and forward it to us for processing of your instruction.

How do I record/change my IRD Number?

Holder's can record or change their IRD number by logging into the Link Investor Centre or completing the IRD Number and Tax Election Notification Form.

Or you can advise Link Market Services of the details by

Email: enquiries@linkmarketservices.com or
Phone: 09 375 5998
Fax: 09 375 5990
Mail: PO Box 91976, Auckland 1142

How do I record/change my withholding tax rate?

If you provide Link Market Services with your with holding tax rate this rate will apply to all your interest payments. Dividend payments will be taxed ant the company tax rate not your personal tax rate

You can update your payments online logging into the Investor Centre or completing the IRD Number and Tax Election Notification Form.

Alternatively you can contact Link Market Services by

Email: enquiries@linkmarketservices.com or
Phone: 09 375 5998
Fax: 09 375 5990
Mail: PO Box 91976, Auckland 1142

How do I change my address?

You can update your address details for Individual, Joint and Company holdings by logging in the Link Investor Centre and selecting 'Update Address' under the 'Communications' section. This change can be applied to one or multiple holdings.

If you are using the 'Single Holding' login then you will only be able to update your address details if you have an 'Individual' holding.

Alternatively you can send your instructions by mail or fax to:

Fax: 09 375 5990
Mail: PO Box 91976, Auckland 1142

For security reasons a holding relating to a deceased estate will not be able to be updated online and you will need to download a Change of Address Form from the 'Forms' section. NZ Post supplies free of charge, a change of address card. As New Zealand law does not yet recognise electronic signatures, we are unable to accept change of address details via email.

All change of address details are to be signed by all holders. If you are signing under a power of attorney, a certified copy of the original power of attorney must be lodged with Link Market Services for noting (if not already noted).

How do I change my name?

How you change your name on your holding will depend upon your individual circumstances.

You can change your name by completing the Name Correction Form . Please note that we are unable to accept requests by facsimile, email or phone.

The form should be completed and signed correctly and accompanied by relevant supporting documentation. If you are signing under a power of attorney, a certified copy of the original power of attorney must be lodged with Link Market Services for noting (if not already noted). Supporting documentation requirements differ, depending on the reason for the change of name;

  • Change of name by marriage - Please supply a certified copy of your marriage certificate;
  • Change to maiden name - if you wish to revert to your maiden name, please supply a certified copy of your marriage certificate;
  • Change of name by Deed Poll - Please supply a certified copy of the deed poll;
  • Change of Company Name - Please supply a certified copy of the Certificate of Registration of Change of Name.
How can I correct the spelling of my name on the register?

In most cases this simply requires completion of a Name Correction Form. Alternatively please contact Link Market Services by

Email: enquiries@linkmarketservices.com or
Phone: 09 375 5998
Fax: 09 375 5990
Mail: PO Box 91976, Auckland 1142

How do I change my bank account number?

You can update your bank account details for Individual, Joint and Company holdings by logging intothe Link Investor Centre and selecting 'Update Payment Instructions' under the 'Payments & Tax' section. This change can be applied to one or multiple holdings. For security reasons if a holding relates to a deceased estate then you will not be able to update this online and you will need to complete the Request for Direct Credit of Payments Form from the 'Forms' section.


Payments

Can you tell me if I have any unpresented dividend/interest/distribution cheques?

To enquire about any outstanding payments owed please contact Link by

Email: enquiries@linkmarketservices.com or
Phone: 09 375 5998
Fax: 09 375 5990
Mail: PO Box 91976, Auckland 1142

I haven't received my dividend/interest/distribution cheque. Can you send me a replacement cheque?

Please contact Link Market Services to request a cancellation and documentation to facilitate the reissue of your payment by

Email: enquiries@linkmarketservices.com or
Phone: 09 375 5998
Fax: 09 375 5990
Mail: PO Box 91976, Auckland 1142

Replacement payments will be direct credited directly into your New Zealand Bank account. Not only is payment by direct credit much more secure, it is faster - payments are credited to your account as cleared funds, allowing you to access them on payment date.

What happens if the bank rejects my direct credit?

Banks will reject direct credits if your bank account details are incorrect or your bank account has been closed. Link notifies all investors in writing of payments that have been rejected by the bank and a updated bank account will be requested to enable payment. All future payments will be credited to the updated bank account provided.

What do I do if my dividend/interest/distribution cheque has been stolen or lost?

If your cheque has been lost or stolen, please notify Link Market Services immediately by

Email: enquiries@linkmarketservices.com or
Phone: 09 375 5998
Fax: 09 375 5990
Mail: PO Box 91976, Auckland 1142

to request a cancellation and reissue of your payment (charges may apply). You will be sent a cheque cancellation and indemnity form, to complete and return. You will be required to supply your current bank account details.

Future payments (and in some cases, the outstanding payment) may be direct credited directly into your New Zealand bank account.

Not only is payment by direct credit much more secure, it's faster - payments are credited to your account as cleared funds, allowing you to access them on payment date.

I have lost my dividend/interest/distribution cheque. How can I arrange a replacement cheque?

Please contact Link Market Services to request a cancellation and reissue of your payment

Email: enquiries@linkmarketservices.com or
Phone: 09 375 5998
Fax: 09 375 5990
Mail: PO Box 91976, Auckland 1142

My dividend cheque(s) has gone stale. How do I get a replacement?

Please mail your stale cheque with a cover letter to Link Market Services to request a cancellation and reissue of your payment or contact Link Market Services by

Email: enquiries@linkmarketservices.com or
Phone: 09 375 5998
Fax: 09 375 5990
Mail: PO Box 91976, Auckland 1142

What dividends/interest/distributions have I been paid?

Your dividend history and advices are available online at the Link Investor Centre and details the net amount paid to you.

All investors are mailed a payment advice at the time the payment was made.

Alternatively please contact Link Market Services by

Email: enquiries@linkmarketservices.com or
Phone: 09 375 5998
Fax: 09 375 5990
Mail: PO Box 91976, Auckland 1142

Can I have dividends/interest/distributions credited to someone else's bank account?

Some issuers allow dividends/interest/distributions to be paid into third-party accounts - that is, a bank account in a name that is different to that of the registered holder.

In all cases, the dividends/interest/distributions of joint holdings can be credited into the account of any one of the joint holders.

For information regarding a particular issuer's payment policies, please email Link Market services by

Email: enquiries@linkmarketservices.com or
Phone: 09 375 5998
Fax: 09 375 5990
Mail: PO Box 91976, Auckland 1142

What happens to payments I haven't received or remains unclaimed?

Payments remain in the Issuers dividend account until such time that they are paid out to the security holder. Any unclaimed monies will be treated according to the unclaimed money legislation after 7 years. If you suspect that you have not received a payment, or to obtain details of unpresented cheques or rejected direct credits for your security holding please contact Link Market Services by

Email: enquiries@linkmarketservices.com or
Phone: 09 375 5998
Fax: 09 375 5990
Mail: PO Box 91976, Auckland 1142

Link will send you an indemnity form to be completed and returned before we can reissue you with your outstanding payments (charges will apply).

Future payments may be banked directly into your New Zealand Bank account. Not only is payment by direct credit much more secure, it's faster - payments are credited to your account as cleared funds, allowing you to access them on payment date.

How do I know if a company has a Dividend Investment Plan?

Dividend Re-investment Plan (DRP) details are available on a company's website

Alternatively contact Link Market Services to find outif the company has a DRP and to obtain a copy of the Plan details by

Email: enquiries@linkmarketservices.com or
Phone: 09 375 5998
Fax: 09 375 5990
Mail: PO Box 91976, Auckland 1142

What are the terms and conditions of the Dividend Reinvestment Plan?

Copies of the Dividend Reinvestment Plan (DRP) Rules are frequently available on the issuer's website. Issuer contact details can be accessed from the menu on the left.

Alternatively, please contact Link Market Services by

Email: enquiries@linkmarketservices.com or
Phone: 09 375 5998
Fax: 09 375 5990
Mail: PO Box 91976, Auckland 1142

Where do I find information regarding tax implications?

For information regarding the tax implications of security ownership, please consult your tax adviser or accountant. Alternatively, visit www.ird.govt.nz

What is a Supplementary Dividend and who gets this

A supplementary dividend is a credit passed on by the payer of an imputed dividend to non-resident investors to offset the effects of double taxation (where the non-resident is subject to both company income tax and NRWT).

What is Imputations Credits and why is this paid?

Imputation is a mechanism that a company can use to pass on credits for tax it has paid on its profits, to its shareholders when it pays them dividends. These imputation credits offset the amount of tax that the resident shareholders would otherwise be liable to pay on those dividends, so they don't have to pay "double tax".

How do I declare my dividend/interest/distribution on my tax return?

For information regarding how to complete your tax return in relation to payments you received, please contact your tax advisor or the IRD www.ird.govt.nz

In which tax year do I report my dividend/interest/distribution received?

Payments received must be declared in the same tax year in which they are paid. The New Zealand tax year is 1 April through to 31 March.

You will find all the payment information required to complete your annual tax return (e.g. resident withholding tax, imputed tax credits, net payment, etc.) on your payment advices which was mailed to you at the time the payment was made.

If you have invested in a trust and have received distributions, your annual tax statement provides all the information required to complete your annual tax return.

If you are unable to locate your advices, please contact Link by

Email at enquiries@linkmarketservices.com or
Phone: 09 375 5998
Fax: 09 375 5990
Mail: PO Box 91976, Auckland 1142

To order replacement copies (charges apply). Payment history can be viewed by accessing the Link Investor Centre.

I would like to obtain a annual tax summary of all the payment received form issuers managed by Link Market Services.

Link Market Services can provide you with an annual tax summary. Charges will apply. To request your tax summary please contact Link by:

Email at enquiries@linkmarketservices.com or
Phone: 09 375 5998
Fax: 09 375 5990
Mail: PO Box 91976, Auckland 1142


Deceased Estate

What is required if a holder dies?

When a holder dies, their securities they hold form part of the assets of their estate. The administration of an estate can be complex, time consuming and sometimes distressing. If you are the administrator for an estate, Link Market Services has created a comprehensive guide of Estate Administration Services to assit you when dealing with an estate.

Alternatively, please contact Link Market Services by

Email at estates@linkmarketservices.com or
Phone: 09 375 5998
Fax: 09 375 5990
Mail: PO Box 91976, Auckland 1142

What is probate?

A grant of probate is obtained from the court when the value of an estate exceeds a certain amount. (See Administration Amendment Act 1998). Probate is a court order saying that the will is valid and that the executor has the right to administer the estate.

What do I do if Probate or Letters of Administration is not granted in New Zealand?

Probate is required to be resealed in NZ where the total value of the securities of the estate exceeds a specified amount. (See Administration Amendment Act 1998) Forward to the registry the resealed Probate along with completed Estate Transmission Form for each security held by the Estate

What does intestate mean?

If the deceased has not left a will, one of the beneficiaries should apply for Letters of Administration. The estate is then administered under the law relating to intestacy (i.e. dying without a will or dying intestate).

Do I need professional assistance? (eg. Trustees or Solicitors)

Not necessarily, however, executors often enlist the help of a solicitor to administer the estate. Sometimes – e.g. when an estate is intestate – an experienced professional can provide valuable assistance.

Should I send original documents?

No, do not send the original documents. All legal documents provided should be certified copies only. A certified copy is a photocopy that has been certified as a true and correct copy of the original, signed by a person authorised to witness a statutory declaration (such as a Justice of the Peace or Solicitor of the High Court).

Who can complete the relevant forms?

The necessary forms must be completed and duly signed by the authorised signatories of the Estate. For example the Executor(s) or Administrator(s)

What documentation do I need to send to the Registrar to change the name on securities of a deceased Person?

Please read the requirements relating to what documentation are required in the Deceased Estate Administration Guide.

It covers the following scenarios:

  • Single Ownership – Where Probate/Letters of Administration have been granted
  • Single Ownership – Where No Probate/Letters of Administration are required
  • Single Ownership – No Will (Intestate)
  • Joint Ownership
Where can I find the relevant forms?

Forms can be downloaded from this website. Alternatively, you can obtain the necessary forms by contacting Link Market Services by

Email: estates@linkmarketservices.com or
Phone: 09 375 5998
Fax: 09 375 5990
Mail: PO Box 91976, Auckland 1142

Please note that Transmission/Estate Transfer forms must be completed for each different issuer and each different class within that issuer. The division of the holding between multiple beneficiaries will also require a separate form for each beneficiary.

How can I sell the securities after the Estate Administration has been completed?

Please ensure that the registry has noted all the required documentation for the estate before attempting to sell the Estates Securities. To sell the shares held in the name of the deceased, you will need to contact your sharebroker or financial adviser. If you do not have a broker, you can obtain details of brokers in your area, via the NZX website visit www.nzx.com and click on "market participants" for a list of the members of NZX member firms.

Please ensure you have the CSN (Common Shareholder Number) or Holder Number, and FIN Transfer of holding details and instructions from Estates holding to Beneficiary. When a holding is transmitted into the name(s) of the beneficiary or beneficiaries, a new holding is created.

Instructions previously provided (by the deceased and/or the other holders), such as IRD number or exemption, dividend and/or reinvestment plan details, annual report elections, etc. are not carried over to the new holding. Therefore, when lodging the request for transmission into the name(s) of the beneficiary or beneficiaries, new instructions are required to be submitted.

Estate tax considerations

  • It is the executors/administrators task to obtain the necessary tax advice and lodge a tax return for the estate as at the date of death. The executor of the estate is also responsible for completing a tax return every year that the estate receives income.
  • For further information on taxation responsibilities speak to a tax advisor or contact the New Zealand Inland Revenue Department or online at www.ird.govt.nz

Investor Centre

Access and manage your online portfolio.
>Investor login

General Investor Enquiries

Phone:

+64 9 375 5998

Fax:

+64 9 375 5990

Email:

enquiries@


Postal Address:
PO Box 91976
Auckland, 1142

To locate the contact
details for a specific
issuer please click here