UBO register: mandatory annual confirmation
by Debby Pauwels
In addition to the annual closing and tax returns, there is another obligation that may generate slightly less enthusiasm among entrepreneurs: the annual confirmation of the UBO register. However, this does not have to become an administrative burden, provided you clearly understand what is required.
What exactly is the UBO registry?
UBO stands for Ultimate Beneficial Owner. These are the natural persons who ultimately exercise direct or indirect control over an organization.
Depending on:
the degree of control,
the function or role within the organization,
and the type of entity,
different categories of UBOs can be identified.
Through the UBO register, the FPS Finance collects and manages data on the individuals who are ultimately behind an organization.
Why does this register exist?
To increase transparency
To combat money laundering and fraud
To clarify the actual ownership structure
Do you have a Belgian company, non-profit organization (NPO), foundation, or other legal entity? If so, you are required to register your UBO data and keep it accurate and up to date.
Annual confirmation: mandatory even without changes
A common misconception is that action is only required when there are changes in the structure or shareholding. This is not correct.
Even if all information remains exactly the same, you are legally required to explicitly confirm each year that the registered information is still accurate and up to date.
Failure to complete this annual confirmation may result in administrative fines ranging from €250 to as much as € 50,000.
When must you confirm?
The deadline depends on your most recent confirmation. For example, if you confirmed on February 15, 2025, the next confirmation must be completed no later than February 15, 2026.
You can easily check this date via MyMinfin:
Go to “My tax return” (or My declaration)
Open “My UBO registration files”
Consult your company’s UBO record
There you will find the relevant information for each entity.
How do you complete the confirmation?
The procedure is fully digital:
Go to MyMinfin or directly to the UBO register
Log in using your eID, itsme, or another accepted method
If you hold multiple mandates, select the correct entity
Open the UBO record
Carefully verify that all information is still accurate
Click “Annual Confirmation” at the bottom
Download or print the confirmation document and forward it to your accountant
Using eStox?
Do you use eStox, the secure digital securities register? In certain cases, the annual UBO confirmation is automatically processed via the digital share register. Nevertheless, it is advisable to check with your accountant or file manager to ensure everything has been completed correctly.
In short
The annual confirmation of the UBO register is mandatory, even if there are no changes.
Check the confirmation deadline for your entity(ies) in time.
Late confirmation may result in administrative fines.
Unsure? We are happy to assist you with the registration and confirmation process.
Feel free to contact your account manager or complete the contact form below. This way, you avoid unpleasant surprises and remain fully compliant from an administrative standpoint.
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Debby Pauwels
Quality & Education Manager debby.pauwels@crowevdl.be
Disclaimer
In our opinions, we rely on current legislation, interpretations and legal doctrine. This does not prevent the administration from disputing them or from changing existing interpretations.
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