Document No.: zhkj2069 version / number of modifications: A / 1
Official seal management specification
Prepared by Yan Ke reviewed by Wu leting
Approved by He Hao release date: April 22, 2022
The copyright of this document belongs to the company and cannot be copied or quoted without permission
1. Purpose
In order to ensure the compliance and safety of the seal use of Unittec Co.Ltd(000925) and its direct holding company, eliminate illegal acts and safeguard the interests of the company, this management specification is formulated in combination with the actual situation of seal use. The formulation of official seal management specifications is mainly based on the following basic principles: 1.1 controllable
The official seal and its use process shall be kept under effective control to ensure the safety and reliability of the company’s operation. 1.2 authorization
Under the framework of corporate governance structure, the management and use of official seal shall be authorized according to the predefined legal rules, and the whole authorization system shall be under control. 1.3 operability
In the process of actual management and use, work procedures shall be set reasonably according to the actual situation and conditions, and unnecessary cumbersome links shall be avoided on the premise of ensuring safety, so as to improve work efficiency and carry out work effectively. 1.4 traceability
All important information related to the management and use of official seals shall be fully recorded for post verification and evaluation. 2. Scope of application
This management specification is applicable to Zhejiang Unittec Co.Ltd(000925) Co., Ltd., its wholly-owned subsidiaries, holding subsidiaries and participating subsidiaries with actual control. Other companies can refer to it and report it to the president’s office for the record. 3. Definitions
The seal is an important voucher and tool for exercising authority and clarifying various rights and obligations of the company in the operation and management activities of the company. The seal referred to in this specification mainly refers to the seal representing the “company, department or function”, such as “company seal, board of directors seal, board of supervisors seal, special seal for contract, company Department seal (office, human resources department), legal representative seal (hereinafter referred to as legal person seal), special seal for finance and special seal for invoice”.
4. Management organization and responsibilities 4.1 applicant – responsibilities include: \uf0d8 accurate submission process to ensure complete pre process of seal application; \uf0d8 provide printing documents consistent with the approval process. \uf0d8 feed back the problems found during the implementation of management measures. 4.2 approver – responsibilities include: \uf0d8 review the printed documents to ensure compliance and approval / return process according to the jurisdiction responsibilities; \uf0d8 feed back the problems found during the implementation of management measures. 4.3 seal administrator – responsibilities include: \uf0d8 abide by confidentiality regulations, standardize the use of seals, and ensure zero mistakes in printing; \uf0d8 timely maintenance to ensure that the seal is clear and correct; \uf0d8 ensure the retention and safekeeping of printing documents; \uf0d8 feed back the problems found during the implementation of management measures. \uf0d8 adhere to the principle of prudence, abide by confidentiality regulations, and use seals in strict accordance with this specification. 4.4 seal management department – responsibilities include: \uf0d8 drafting and maintaining seal management specifications; \uf0d8 provide safe and fixed storage space for seal storage to ensure that the printing work has rules to follow. \uf0d8 continuously optimize the seal use process to make the seal use reasonable and effective. \uf0d8 feed back the problems found during the implementation of management measures. 4.5 the company’s seal shall be managed by the special person assigned by the seal management department. The special person in charge of the seal shall keep the seal and apply the seal according to the effective approval. The management departments of various seals are as follows:
Name of official seal: scope of use of responsible department process custodian and seal
Used in the name of the company
Report to state organs and governments
Important official letters and
Documents, in the name of the company
Certificates, letters, applications, joint review, review and approval issued by the president’s office, the company’s seal, the president’s office and other materials issued by the president’s office
Class I internal documents, subject to and sealed by special personnel
Signed in the name of the company
Foreign investment and guarantee
Other legal provisions
Beam force file
It is applicable to the application, joint review, review and approval of the special seal for contract designated by the president’s office in the name of the company and the daily operation signed by the president’s office
All kinds of business permits and seals related to the activities shall be specially assigned
Industrial contracts and agreements.
Issuing application, joint examination, review and approval in the name of the board of directors refers to the chapter of the board of directors and the announcement, report and document of the board of directors office
A special person shall be appointed to sign and seal the documents and letters
Issuing application, joint examination, review and approval in the name of the board of supervisors. The office of the board of directors refers to the chapter of the board of supervisors and the announcement, report and document of the office of the board of directors
A special person shall be appointed to sign and seal the documents and letters
It is applicable to the application in the name of the Department, (joint review), review, designation of the corresponding department, and the notice, report and seal issued by the corresponding department of the company
In principle, only the person who approves and seals the certificate
For internal use only.
Applicable to statutory
The legal person application, joint examination, review and approval signed by the representative refers to the legal person seal, the representative certificate of the financial management center and the legal person representative
Power of attorney and its approval and seal form of designated person
He needs to be represented by a legal person
Signed documents.
Including special seal for finance and
As the reserved seal of the bank, the application, review, approval and stamping of the financial management center refers to the special seal for finance, which is the private seal used by the financial management center. apply
Appoint a special person in the financial department of the company
Manage bank revenue and expenditure business
Bill business, etc
According to the collection flow related to finance, the financial management center refers to the special seal for invoices, and the financial management center issues invoices
A special person shall be appointed for the process
Application, review, approval and sealing
Special seal for project department contact project manager seal
4.5 the company’s seal shall be kept in accordance with the principle of “separation of examination and use and decentralized storage”. The person in charge of signing and approving the use of the seal shall not keep the seal personally. All kinds of seals of the company must be kept by a specially assigned person. Among them, the manager of the same company’s seal, contract seal and legal person’s signature seal cannot be the same person. 4.6 the personnel in charge of all kinds of seals shall ensure the safe custody and standardized use of the seals. The copies of the approval credentials for the use of seals shall be retained by the personnel in charge of seals, and shall be filed regularly for more than three years. 4.7 when the person in charge of the seal leaves, the person in charge of the seal management department shall supervise him to take the seal management as a part of the resignation and handover. The resignation procedures can be handled only after the handover procedures of the seal are completed. 1.5 the company’s seal shall be engraved and managed by the president’s office, A specially assigned person shall fill in the seal engraving (replacement) registration form (Annex 1, after being approved by the president of the company, go to the engraving department designated by the public security department to send the seal for engraving, inspection and acceptance; 5.1.2 no individual of the company shall carve the seal without authorization, carve the seal without authorization, or deliberately conceal or refuse to register the reporter. Once found, he will be investigated for responsibility in accordance with the relevant provisions of the company, and all losses and consequences arising therefrom shall be borne by the relevant parties. 5.1.3 after the seal engraving is completed, he shall be responsible for engraving the seal The relevant department shall fill in the seal filing registration form (Annex 4) and issue the opening notice, which shall specify the full name, opening date and opening impression of the seal. 5.1.4 when the seal is handed over to the user department after engraving, the seal receiving registration form (Annex 6) shall be filled in and signed by the corresponding custodian for confirmation. 5.2 management of the use of the company seal 5.2.1 if the applicant needs to use the seal, the applicant can only use the seal after submitting the seal application form (Annex 2) on OA and completing the online approval process. 5.2.2 if online approval is not adopted due to special reasons, the applicant shall submit the original signing and approval document of the company’s general manager level leader to the seal management department for the seal management personnel to complete the seal work offline, and be responsible for completing the seal use registration form (Annex 3). 5.2.3 the final approval right for the use of the company’s seal shall be implemented in the following ways:
1) The use of the seal of the board of directors shall be reviewed by the Secretary of the board of directors and approved by the chairman of the board of directors, and the use of the seal of the board of supervisors shall be approved by the chairman of the board of supervisors. With the consent of the board of directors, written rules can be set to authorize the approval authority of the chairman, otherwise it will be deemed as invalid authorization. 2) All seals used for the company’s business-related affairs are “available only after being approved by the (Executive) president in charge of relevant business”. With the approval of the president’s office meeting, written rules can be set to authorize the president’s approval authority, otherwise it will be regarded as invalid authorization. 3) The company’s seal for external guarantee matters shall be reviewed and approved by the board of directors or the general meeting of shareholders, reviewed by the Secretary of the board of directors and approved by the chairman before use. With the consent of the board of directors, written rules can be set to authorize the approval authority of the chairman, otherwise it will be deemed as invalid authorization. 5.2.4 the person in charge of the seal shall check the review seal documents and the actual seal documents submitted on the OA, and the seal can be used only after verification. 5.3 use and management of special seal for contract 5.3.1 special seal for contract is only used for signing external contracts of the company. 5.3.2 the applicant shall submit the contract agreement signing and approval process on OA, and the seal can be used only after completing the online contract signing and approval process. The custodian and seal of the special seal for contract shall be the special person designated by the president’s office. 3.2.3 in addition to the above contents, the provisions of “use management of company seal” are also applicable to “special seal for contract”. 5.4 use and management of the chapter of the board of directors 5.4.1 the chapter of the board of directors is only used for the affairs of the board of directors. 5.4.2 the use process of the board seal is: application, joint review, review, approval and seal. Among them, the applicant is the event sponsor, the joint reviewer is the director of the board office, the reviewer is the board secretary, and the approver is the chairman or authorized board secretary. The custodian and seal of the seal of the board of directors shall be designated by the office of the board of directors. 5.4.3 in addition to the above contents, the provisions of “management of the use of the company’s chapter” are also applicable to the “chapter of the board of directors”. 1. Relevant affairs of the board of directors, including all affairs for “shareholders, directors, supervisors, CSRC and its dispatched offices, exchanges and dispatched offices, securities intermediaries and securities related media”.
5.5 use and management of the chapter of the board of supervisors 5.5.1 the chapter of the board of supervisors is only used for the affairs of the board of supervisors. 5.5.2 the use process of the seal of the board of supervisors is: application, joint review, review, approval and sealing. Among them, the applicant is the event sponsor, joint reviewer and reviewer, and the chairman of the board of supervisors shall designate and approve the applicant as the chairman of the board of supervisors. The custodian and seal of the seal of the board of supervisors shall be designated by the office of the board of directors. 5.5.3 in addition to the above contents, the provisions of “management of the use of the company seal” are also applicable to the “chapter of the board of supervisors”. five point six
