Each year, we stress the importance of annual entity updates to allow your business to remain in good standing, preserve liability shields, avoid corporate veilpiercing claims, memorialize business activities, and to take some time to evaluate the businesses’ strategic position moving forward. Small corporations and LLCs – including those with a single owner – often ignore corporate formalities due to time and cost, yet these enterprises are often most vulnerable to claims by creditors, vendors, and customers. The IRS is also in the game, increasingly making use of various arguments to recapture income, estate and gift tax revenue, and evaluate whether independent contractors are really employees.
So, what does a small business need to address in terms of corporate formalities? This list will help you prevent potentially catastrophic mistakes that endanger your corporate standing and liability protections.
Maintain Corporate Records. Corporate minutes provide the paper evidence that establishes the separateness of the owners and the company. Yes, even a single owner must maintain these records. All key actions, activities and plans should be recorded in the corporate minutes. As a key part of the historical record of the corporation, accurate minutes can make or break the standing of future legal claims as well as the company’s valuation for sale proposes. All businesses and even single owners should have an “annual meeting” with the other owners and/or trusted advisors.
Maintain Corporate Financial Records. Failure to maintain separate finances is not only a key factor in veil piercing claims, it also makes good business sense. Companies must document all of their financial activities and maintain a current balance sheet separate from the owner’s personal finances. The company must also keep detailed records of all its financial transactions and to the extent possible, keep payroll and dividend payments consistent.
Separate Personal and Business Assets. While it’s not uncommon for a sole proprietor to grab some petty cash for expenses, it is never okay for owners or officers of a corporate entity to use company assets for personal use, or to pay a personal bill from a corporate account. All loans and distributions must be documented in the financial records of the company. If a business owner needs to use personal funds to cover payroll or other necessary business expenses, the owner should document the additional funds as either a loan from or an investment in the company. In addition, a clear record of separate finances may keep you from having to file personal bankruptcy in the event your business fails.
Ensure Adequate Capitalization. Without adequate funding, there really is no financial basis for the corporation to be a considered a separate entity. Although there is no minimum standard for a corporation’s capital requirements, it must be enough to provide the company with a reasonable chance of success. Deliberate undercapitalization is fraught with liability – such as when corporate debt is knowingly incurred when the company is already insolvent.
Keep the Corporation in Good Standing. A business owner appears in court to defend against veil piercing claims, realizing only then that their corporate standing been revoked by the state for failing to file an annual renewal, which is free if timely and only $35.00 if late. It’s a simple process to complete your annual renewal online at http://mblsportal.sos.state.mn.us/. But, this is only the first step in protecting your entity.
Properly Sign Corporate Documents. If documents are not signed correctly, what you thought was a corporate contract can in fact become a personal liability. Always properly identify the company and the signer’s role. In the example below, there is no doubt that the person signing is doing so as a corporate representative.
ABC Services, Inc.
By: ____________________
Its ____________________
In addition, make sure that all corporate representatives with signing authority look closely for language that may extend the contract to include a parent company or subsidiary. The company entering into the contract needs to be clearly defined in order to protect any related business entities from liability.
Identify the Business as a Corporation or LLC. It’s important that people know you are doing business as a corporation and not as an individual – especially if they are going to be extending credit. If you take out a loan for your business or purchase any products or services on credit, sign your name and write your corporate title next to your signature. This is proof that you aren’t purchasing as an individual but as an agent for a business. This keeps collection agents or others with an interest in your assets from saying that you misrepresented yourself as an individual.
Operate Related Entities Independently. If you have more than one corporation, it is essential to operate them separately. Meetings, records, bank accounts, etc. should all be maintained separately. Where closely related businesses operate from the same location and use the same employees, the lines can become even more blurred, leading to “horizontal piercing.” Don’t allow your corporation to procure labor, services or merchandise for another person or entity. For instance, claims against a solvent parent company, affiliates or even individual officers or stockholders are not uncommon when a creditor has a direct claim against a subsidiary that is facing insolvency. There is nothing inherently wrong with two subsidiaries conducting business, but it must be documented.
Maintain Arm’s Length in Relationships among Related Entities. Some business owners run multiple businesses from a single entity or multiple entities, which often leads to the commingling of assets, finances and employees. This can easily create a conflict of interest and prevents you from engaging in “arm’s length transactions” with related business entities. It is important to determine if an agreement was freely entered into to show that the price, requirements, and other conditions were fair and real. By forming separate entities for separate businesses, you prevent commingling and establish yet another level of liability protection.
Annual Entity Updates Decrease Risk, Increase the Value of Your Business. Complete and accurate adherence to corporate formalities is a sign of a healthy business. Not only are well run businesses more likely to be successful and survive lean times, an accurate, fully documented record showing the history and growth of a company will impress potential buyers and provide the leverage to negotiate the best purchase price possible.
We offer our Annual Entity Update service for an affordable annual flat fee of only $300.00. Annual Entity Update Program information, forms and other resources are now available in our new online Forms Center.