Subscription and KYC administration.
Consulting on the administrative aspects of subscribing to fund positions and maintaining ongoing counterparty documentation across a limited partner's portfolio.
The administrative work that surrounds a commitment.
Subscribing to a fund is administratively involved. The subscription document set typically runs to forty or fifty pages of investor representations, suitability questions, AML and KYC declarations, FATCA and CRS forms, beneficial ownership disclosures, and wire instructions. The work is repetitive across positions but consequential — an error in tax residency declaration, beneficial ownership, or accredited status can create downstream problems that take years to unwind.
Ongoing maintenance is similarly involved. Funds re-KYC their limited partners every two to three years. Tax residency forms expire and require refresh. Beneficial ownership changes — addition of a new family member, a corporate restructuring, a trust amendment — must be communicated to administrators across the portfolio. Side letter amendments require execution coordination.
Fundtec consults on this administrative workflow as an operational function, ensuring it is performed consistently and traceably across the client's portfolio.
What the engagement covers.
Administrative and operational support across the subscription and maintenance lifecycle.
- 01New subscription support
Coordination of subscription document preparation for new fund commitments — completion of factual fields, gathering of supporting documents, coordination with the fund administrator, and execution support. The investment decision is the client's; the administrative completion is the engagement.
- 02KYC and AML documentation
Maintenance of a current KYC dossier suitable for use across multiple fund subscriptions. Periodic refresh as required by counterparties. Coordination of enhanced due diligence requests where they arise.
- 03Tax residency and reporting forms
Preparation and refresh of FATCA, CRS, W-8, W-9, and equivalent forms across the portfolio. Coordination of tax residency declarations as the client's circumstances change.
- 04Beneficial ownership maintenance
Maintenance of a consistent beneficial ownership record across fund counterparties. Coordination of changes — corporate restructurings, trust amendments, family additions — across the portfolio.
- 05Counterparty onboarding
Coordination with fund administrators, transfer agents, and prime brokers on new and ongoing relationships. Maintenance of a counterparty contact register.
- 06Side letter execution coordination
Administrative coordination of side letter execution, amendment, and refresh, where applicable. Fundtec does not negotiate side letters or advise on their terms; that work sits with the client's legal counsel.
What the client receives.
Completed subscription packs
Completed subscription document packs for new fund positions, ready for client review, signature, and submission.
Maintained KYC dossier
A maintained KYC and AML dossier in a format suitable for use across multiple fund subscriptions and counterparty relationships.
Current registers
A current register of tax forms, beneficial ownership records, and counterparty relationships, refreshed on the agreed cadence.
Refresh workflows
Periodic refresh and update workflows on agreed cadences, so re-KYC and document expirations are addressed before they become problems.
What sits with the client's other advisors.
Fundtec's role is administrative and operational. The decision to commit to any fund, the negotiation of subscription or side letter terms, the structuring of the subscribing entity for tax or regulatory purposes, and any matter of legal interpretation remain with the client's legal, tax, and investment advisors.
Common questions on subscription and KYC.
What is included in subscription support?+
Coordination of subscription document preparation for new fund commitments — completion of factual fields, gathering of supporting documents, coordination with the fund administrator, and execution support. The investment decision is the client's; the administrative completion is the engagement.
How is the KYC dossier maintained?+
Fundtec maintains a current KYC dossier suitable for use across multiple fund subscriptions, with periodic refresh as required by counterparties. Enhanced due diligence requests are coordinated where they arise.
Does Fundtec handle FATCA, CRS, and tax residency forms?+
Yes. Preparation and refresh of FATCA, CRS, W-8, W-9, and equivalent forms across the portfolio. Tax residency declarations are coordinated as the client's circumstances change.
Does Fundtec negotiate side letters?+
No. Administrative coordination of side letter execution, amendment, and refresh is in scope where applicable. Fundtec does not negotiate side letters or advise on their terms; that work sits with the client's legal counsel.
What is outside the scope of this engagement?+
Fundtec's role is administrative and operational. The decision to commit to any fund, the negotiation of subscription or side letter terms, the structuring of the subscribing entity for tax or regulatory purposes, and any matter of legal interpretation remain with the client's legal, tax, and investment advisors.
An administrative conversation.
A 30-minute discovery call to understand the structure of your positions, the state of your existing documentation, and what is prompting the conversation.