Policy

A corporation that requests a motor vehicle service must be established as an organization client file provided the corporation meets the eligibility requirements.

Note:
Confirmation of registration on CORES is not required for Corporations by Statute, insurance companies or banks.

Eligibility Requirements

In order to establish an organization client file, the organization must be one of the following:

• A Corporation.
• An Extra-provincial Corporation.
• A Federal Crown Corporation.
• A Society.
• Corporations by statute.
• A Government.
• A Charitable Organization.

A client who has authority to transact business on behalf of the corporation must:

• Provide acceptable identification; see 2.05.02 Acceptable Identification/Enrolment.
• Sign the vehicle application on behalf of the corporation.

Organization Client File

Corporation names must be recorded on the organization client file using the following guidelines:

Corporations and Societies 

Must be created using the name that appears on the Corporate Registry System (CORES). Only corporations and societies with an active or start status can be created on MOVES. When the name is preceded by The, the word The is placed at the end of the name.  Example:

• Grocery People Ltd. The

Corporations

Corporations usually have one of the following words at the end of their name:

• Limited/Limitee
  • Ltd/Ltee
• Incorporated/Incorporee
  • Inc
• Corporation
  • Corp
• Unlimited Liability Corporation
  • ULC

When a corporation is registered with a French equivalent name, the corporation must be created using both names.  Example:

• Tofina Foods Inc./Aliments Tofina Inc.

 

Corporate Access Number	Legal Entity Name	French Equivalent Name	Assumed Name	Legal Entity Status	Registration Date (YYYY/MM/DD)
2338875122	TOFINA FOODS INC.	ALIMENTS TOFINA INC.		Active	2015/03/31

Extra Provincial Corporation Operating in Alberta Under an Assumed Name.

When an extra provincial corporation is operating under an assumed name, the corporation must be created using the assumed name.  Example:

• 345678 Manitoba Ltd. 

 

Corporate Access Number	Legal Entity Name	French Equivalent Name	Assumed Name	Legal Entity Status	Registration Date (YYYY/MM/DD)
219876543	SPEEDY HOT SHOT SERVICES LTD.		345678 MANITOBA LTD.	Active	2012/04/15

Corporations by Statute

A corporation by statute is a corporation that has been incorporated under a provincial or federal authority. This includes organizations such as Alberta Health Services, and condominium corporations.

• Condominium corporations must provide a copy of their filed condominium plan from Land Titles.
• Must be created using the name of the authority, or in the case of condominium corporations, created using the corporation name as displayed on the filed condominium plan from Land Titles.

Boards, Commissions, Bureaus (other extensions of government)

Must be created using the name assigned.  Example:

• Motor Transport Services (MTS)
• Canada Pension Commission

Cities, Counties, Towns and Hamlets

Must be created using the proper name, followed by the designation name.  The second line of the name may be used for a division or department of the local authority.  Example:

• Lethbridge, City of
  Parks and Recreation
• Leduc, County of
• Sherwood Park, Hamlet of

Alberta Government

Must be created using the department name, with the agency name appearing below the department.  Example:

• Service Alberta
  Motor Vehicles and Registries Administration

Crown Corporations

Must be created using the corporation name. Example:

• Alberta Opportunity Company

Federal Governments

Must be created using the name of the department. Example:

• Parks Canada

School Divisions

Must be created using their proper name followed by the designation. Example:

• Flagstaff, School Division of

The second line of the name may contain specific divisions in order to identify clients. Example:

• Boy Scouts of Canada 83
  Calgary Group

Trade or Sole Proprietorship Names

If an organization  uses one trade name, “o/a the trade name” is recorded on the MOVES demographic screen, using the first address line of the postal address field. If an organization uses more than one trade name, “o/a the trade name” is recorded using the registration address applies procedure, in the first address line; see 2.05.04 Trade or Sole Proprietorship Name.

Creating a Corporation, Society or Non-Profit Company

Prior to creating an organization client file for a corporation, society, or non-profit company, confirmation of registration with Corporate Registry is required. A registry must:

• Verify the status of the organization through CORES as active or start.
  • A simple inquiry for the corporation status will not result in a charge to the registry agent/client.
  • Detailed inquiry or search will result in a charge to the registry agent/client.
• Create the organization file using the name that appears on CORES.

Restrictions

• A corporation registered with Corporate Registry must not operate as another registered company or be a division of another registered company.
• An individual must not operate as or be a division of a registered company. Example:
  • John Smith o/a ABC Trucking Ltd.

Demographic Changes/ Amalgamation of Legal Entities

Corporations demographic changes are processed on MOVES to update the corporations:

• Name.
• Address.
• Contact name and telephone number.

Note:
All demographic changes must be made in person.

A legal entity name change does not require a new organization client MVID. A registry agent must update the existing organization client MVID with the new legal entity name (use the name that appears on CORES).

Amalgamation of two or more legal entities. A registry agent must:

• Contact Registries Assurance.
• Record the identification and capture the signature of the authorized representative from the corporation who is requesting the name change.

Date Originally Issued: Nov 14, 1989
Date Last Revised: Dec 13, 2021