UOB Bulk GIRO / FAST Quick Guide

UOB Bulk GIRO / FAST Quick Guide Group Transaction Banking - Bulk GIRO / FAST Quick Guide (10.17) United Overseas Bank Limited Co. Reg. No.193500026Z

Content 1. Introduction... 3 2. Overview... 3 2.1 Create Bulk Transaction... 3 2.2 Submit Bulk Transaction... 4 2.3 Check Bulk Transaction Status... 4 3. Bulk Collection (Direct Debit)... 5 3.1 Direct Debit Authorisation (DDA) Application Form... 5 3.2 DDA Setup Procedure... 6 3.3 Proceeds of Collection... 8 3.4 Termination of DDA... 8 3.5 DDA Conversion... 8 4. Bulk Payment/ Payroll Transaction... 9 4.1 Procedures of Payment... 9 5. Stop Bulk GIRO Processing... 9 6. Contingency... 9 7. Contact Us... 9 8. Appendix...10 8.1 Appendix A Bulk GIRO/ FAST Cut-off Time...10 8.2 Appendix B GIRO Form Template...11 8.3 Appendix B1 Sample GIRO Form...12 8.4 Appendix C Cover Letter for GIRO Applications...13 8.5 Appendix D1 Stop Bulk GIRO File Processing...14 8.6 Appendix D2 Stop Bulk GIRO Item Processing...15 8.7 Appendix E1 Payment Advice Sample...16 8.8 Appendix E2 Payment Return Advice Sample...17 8.9 Appendix E3 Collection Advice Sample...18 8.10 Appendix F DDA Termination Report Sample...19 2

1. Introduction The purpose of this guide is to provide information on UOB Bulk GIRO / FAST (Fast And Secure Transfers) service and how it should be implemented. 2. Overview You can effect bulk SGD transfers electronically via our electronic channels (echannels) such as Business Internet Banking Plus (BIBPlus) using the GIRO or FAST processing modes for Payment, Payroll and Collection transactions. 1. Create Bulk Transaction 2. Submit Bulk Transaction 3. Check Transaction Status Generate UOB Bulk Transaction File using 3rd party software or UOB ODIS Online creation via BIBPlus Submit via echannels before cutofftime Online Enquiry via BIBPlus Download transaction status file via echannels Hardcopy return advice via mail 2.1 Create Bulk Transaction Bulk transactions can be prepared by creating a bulk transaction file using any of the following modes. The file format must conform to UOB file specifications. BIBPlus - for BIBPlus users, bulk transactions can be created via online entry using the Online Creation screen. UOB Offline Data Input Software (ODIS) - ODIS runs locally on your PC and no connection to UOB is required while you prepare the bulk transaction file. Third-party or in-house software (e.g. payroll or accounting software) - for this mode, we would require you to perform at least one round of file validation test with us before submitting it for processing. For information on: UOB file specifications - please refer to the Bulk FAST/ GIRO File Format Guide available in Guides and Resources after login to BIBPlus. BIBPlus - please refer to the UOB BIBPlus User Guide (Cash) available in Guides and Resources after login to BIBPlus. ODIS - please refer to the user and installation guides relating to ODIS available in Guides and Resources after login to BIBPlus. Participating banks for GIRO and FAST - please refer to The Association of Banks in Singapore (ABS) website (abs.org.sg) under Consumer Banking > GIRO or FAST. 3

2.2 Submit Bulk Transaction Bulk transaction can be submitted via various UOB echannels for the Bank s processing:- For BIBPlus users:- o If the file is created via Online Creation, it can be submitted directly via BIBPlus. o If the file is created using ODIS or other software, the file should be submitted using the File Upload function. For other echannels, you may refer to your Implementation Advisor for details. Bulk Transactions must be submitted before the cut-off time based on the value date, service type (Express or Normal) and processing mode (GIRO or FAST). Service Type Express Normal Requirements All receiving accounts in the Bulk Transaction must be SGD accounts maintained with UOB Singapore. Receiving accounts can be maintained with any GIRO/ FAST participating bank, including UOB Singapore. For information on: BIBPlus cut-off time, please refer to Appendix A. 2.3 Check Bulk Transaction Status After the transactions are processed, the transaction status will be available for your reconciliation. The availability of transaction status depends on the processing mode (GIRO or FAST). Processing Mode GIRO FAST Status Availability (via BIBPlus) 2 working days from transaction value date, by 8am Same day as transaction value date. Timing depends on when the transaction is processed. Available Format Online enquiry of transaction status Transaction status file in UOB file specifications (download via BIBPlus) Hardcopy GIRO Payment Return/ Collection Advice sent via mail Note: If you do not wish to receive any hardcopy GIRO advices, please contact our Customer Service Officer. Online enquiry of transaction status. Transaction status file in UOB file specifications (download via BIBPlus) Note: No hardcopy advices are available. 4

For information on: Enquiry of transaction status via BIBPlus - please refer to the UOB BIBPlus User Guide (Cash) available in Guides and Resources after login to BIBPlus. UOB file specifications for transaction status file - please refer to Bulk FAST/ GIRO File Format Guide available in Guides and Resources after login to BIBPlus Sample GIRO advices - please refer to Appendix E. Availability of transaction status file via other echannels - you may refer to your Implementation Advisor for details. 3. Bulk Collection (Direct Debit) Bulk Collection allows Billing Organisation (BO) to collect payment from their customers by debiting their account. Before a collection can be initiated, the BO must obtain Direct Debit Authorisation (DDA) from their customer and ensure that the DDA is setup successfully by the customer s bank. 3.1 Direct Debit Authorisation (DDA) Application Form The BO should provide a DDA form to their customer to obtain their authorisation for direct debit arrangement. DDA form is also typically known as GIRO form. BO should adopt the DDA form template published by The Association of Banks in Singapore (ABS). It is preferable that BO pre-prints the following on their DDA form:- i. BO Name in Part 1 ii. BO s Bank SWIFT BIC and Account Number to be credited in Part 2 iii. BO s return address in Part 3 BO can send a copy of their DDA form to our Customer Service Officer via email for it to be validated before publishing it. For information on: The GIRO form template, please refer to ABS website (abs.org.sg) under Consumer Banking > GIRO > GIRO Application Form. You may also refer to a copy under Appendix B of this guide. 5

3.2 DDA Setup Procedure BO are to follow the below procedure for DDA setup before performing collection. It is estimated that the DDA setup will take minimum 15 working days to complete. 1. Customer Completes DDA form and submits to BO. 4. Billing Organisation Update status to their system Inform customer of the application status 2. Billing Organisation Checks application and assign reference Batch forms to customer's bank 3. Customer's Bank Verify account holder details and setup DDA Return application status to BO 6

SN Process 1 Customer completes Part 1 of the DDA application form provided by the BO and submits it to the BO. 2a Upon receiving the completed DDA form from customer, BO to check that the information provided by the customer is complete. Any amendment/cancellation must be counter-signed by customer. 2b BO sends the original DDA form via mail to the respective customer s bank DDA processing team. BO to check with respective customer banks for the address of their DDA processing team. 3a Customer bank will verify the account holder information and signature and setup the DDA for each approved application. 3b Customer bank will send DDA application status and rejected DDA forms (if any) back to BO via mail. 4 BO updates the DDA application status to their system and inform customer of the DDA application outcome. Estimated Total Duration: Estimated Duration (working days) 2 days Remarks 2 days BO to complete Part 2 of the form which includes: i. Assigning a unique BO Customer Reference ii. Completing the SWIFT BIC & Account to be debited BO Customer Reference will be used as the Mandate Identifier/ DDA Reference during the creation of Bulk Transaction. 2 days BO is to provide a cover letter for each batch of forms sent to the respective customer s bank. BO should make a copy of the DDA form as the customer bank will retain the original DDA form if it s approved. 7 14 days Customer bank will complete Part 3 of the DDA form. 2 days 2 days BO can proceed to perform collection on accounts where the DDA have been setup successfully at customer s bank. Min. 15 working days For DDA forms where UOB is the customer bank, please send them to the following address. United Overseas Bank Ltd Channel Operations Centre (AMG) DDA Processing & Admin Services 396 Alexandra Road #23-00 Singapore 119954 For queries relating to DDA forms processing, you may contact our Customer Service Officer. For a sample of the batch cover letter mentioned in step 2b above, please refer to Appendix C. 7

3.3 Proceeds of Collection When BO performs collection from their customers, the customer s bank will debit the payer s account on the day indicated under the Value Date of the Bulk Transaction. BO s account will be credited one business day after the Value Date for all successful transactions. For details on the timing of processing, please refer to Appendix A. For details of return/rejected items, please refer to Appendix E3 3.4 Termination of DDA Customer must notify the BO and customer s bank in writing if he wishes to terminate his DDA arrangement. The termination will only be effective after the written notice is received and processed successfully by the customer s bank. For DDA termination where UOB is the customer s bank, UOB will send the BO a report via mail at the end of the month consisting of the details of the DDA. Report will include DDA terminated due to account closure. For a sample of the DDA termination report, please refer to Appendix D. 3.5 DDA Conversion For BO who is migrating their BO Bank to UOB, UOB will work with the BO and all customers banks involved to convert the existing DDA over to UOB. Customers banks are required to update the BO bank details for each customer s DDA before BO can perform collection via UOB. For BO who wishes to update the DDA reference or BO name of their existing DDA with their customers, UOB will also be able to assist with such conversion. For details on DDA conversion, please contact our Customer Service Officers. 8

4. Bulk Payment/ Payroll Transaction Bulk Payment allows you to transfer funds to your beneficiaries who maintain bank accounts in Singapore. It can also be used for disbursement of employee s payroll. 4.1 Procedures of Payment For Bulk Payment/Payroll, there is no need for beneficiary to provide authorisation (i.e. DDA forms). You are however required to obtain the following beneficiary s account details in-order to create the Bulk Transaction. i. Name of Beneficiary Bank in Singapore ii. Bank Account Number iii. Beneficiary s Full Name When you perform a Bulk Payment or Payroll transaction, your account will be debited in lump sum, one business day before the date indicated as the Value Date of the Bulk Transaction. The beneficiary accounts will be credited on the Value Date. Depending on the respective beneficiary bank s processing, funds are usually available one day after the Value Date. Hence for Payroll, the Value Date of your Bulk Transaction must be one day before the pay day for your employees. For details on the timing of processing, please refer to Appendix A. 5. Stop Bulk GIRO Processing Bulk transactions that have been submitted to Bank may be stopped if it has not been processed. You can either stop the whole Bulk transaction file or item within the file by completing the Stop Bulk GIRO form. The form must be signed by an Authorised Signatory and faxed to UOB by 11am, at least one business day before the value date of the bulk transaction file. The original form must be sent to UOB within the 2 working days. Stop Bulk GIRO Processing instruction will be executed on best effort basis. For the Stop Bulk GIRO Processing forms, please refer to Appendix D. 6. Contingency If you are unable to submit your Bulk Transaction via our echannels due to unforeseen circumstances, UOB allows an alternate mode of submission as a contingency. Please contact our Client Service Officer if such situation arises. 7. Contact Us If you have any questions, please feel free to contact our Customer Service Officer at 1800 226 6121(Singapore) or +65 226 6121(overseas), from 9am to 6:30pm from Mondays to Fridays excluding publish holidays. 9

8. Appendix 8.1 Appendix A Bulk GIRO/ FAST Cut-off Time Payment Type Cut-off Date Cut-off Date falls on Cut-off Time Remarks GIRO - Normal (UOB and other banks accounts) 1 business day before Value Date Mon Fri 6.00 pm For GIRO Normal, Value Date cannot fall on Sat, Sun or PH. For GIRO Express, Value date cannot fall on Sun and PH. Mon - Fri 11:30 am For Normal Payment/ Payroll, account will be debited around 8pm, one business day before Value Date including Sat. GIRO - Express (UOB accounts only) Value Date Sat 6:00 am For Express Payment/ Payroll, account will be debited around 2:30pm on Value Date (Mon Sat). For Normal Collection, account will be credited by 6pm one business day after Value Date. For Express Collection, account will be credited by 6am one business day after Value Date. Value Date can be any day including Sat, Sun and PH. FAST Value Date Mon Fri 12:00pm For Value Date on Sat, Sun or PH, the cut-off date will be one business day before the Value Date. Payment amount up to SGD50,000 per transaction. Note: Cut-off Date is the latest day the bulk transaction file must be submitted to the bank. Business Day is Mon Fri. 10

8.2 Appendix B GIRO Form Template PART 1: FOR APPLICANT S COMPLETION (Please fill in the all fields. Incomplete forms may not be processed) Date: To: My/Our Bank ( Bank ) Name of Billing Organisation ( BO ) Billing Organisation s Customer s Reference No: Payment limit (Maximum amount to be deducted per transaction): Note Expiry date of this authorisation: NOTE (a) (b) (c) I/We hereby instruct the Bank to process the BO s instructions to debit my/our account. The Bank is entitled to reject the BO s debit instruction if my/our account does not have sufficient funds and charge me/us a fee for this. The Bank may also at its discretion allow the debit even if this results in an overdraft on the account and impose charges accordingly. This authorisation will remain in force until (i) the Bank s written notice sent to my/our address last known to the Bank; (ii) upon the Bank s receipt of my/our written revocation; or (iii) upon the Ban s receipt of the notice of expiry from the BO. NOTE : BOs should print and make clear whether this option is applicable or available to their customers. My/Our Name (s): My/Our Account Number: My/Our Contact (Tel/Fax) Number(s): My/Our Company Stamp/Signature(s)/Thumbprint(s)*: (As in Financial Institution s records) PART 2: FOR BILLING ORGANISATION S COMPLETION SWIFT BIC Billing Organisation s Account No Billing Organisation s Customer Ref No SWIFT BIC Account No. To Be Debited PART 3: FOR FINANCIAL INSTITUTION S COMPLETION To: BILLING ORGANISATION This Application is hereby REJECTED (Please tick ) for the following reason (s): Signature/thumbprint # differs from Financial Wrong Account Number Institution s records Signature/thumbprint # incomplete/unclear # Amendments not countersigned by customer Account operated by signature/thumbprint # Others Name of Approving Officer Authorised Signature Date * For thumbprints, please go to the branch with your identification. # Please delete where inapplicable 11

8.3 Appendix B1 Sample GIRO Form Date: PART 1: FOR APPLICANT S COMPLETION (Please fill in the all fields. Incomplete forms may not be processed) 1 Sep 2016 ABC Company Name of Billing Organisation ( BO ) To: My/Our Bank ( Bank ) UOB Payment limit (Maximum amount to be deducted per transaction): Note $1,000 Billing Organisation s Customer s Reference No: A12345 Expiry date of this authorisation: NOTE These are optional fields. BO may exclude from their form if not required. (a) (b) (c) I/We hereby instruct the Bank to process the BO s instructions to debit my/our account. The Bank is entitled to reject the BO s debit instruction if my/our account does not have sufficient funds and charge me/us a fee for this. The Bank may also at its discretion allow the debit even if this results in an overdraft on the account and impose charges accordingly. This authorisation will remain in force until (i) the Bank s written notice sent to my/our address last known to the Bank; (ii) upon the Bank s receipt of my/our written revocation; or (iii) upon the Ban s receipt of the notice of expiry from the BO. Part 1 of the form is to be completed by customer NOTE : BOs should print and make clear whether this option is applicable or available to their customers. My/Our Name (s): Tan Ah Hock 9876 5432 My/Our Account Number: 123-456-789-0 Ah Hock My/Our Contact (Tel/Fax) Number(s): My/Our Company Stamp/Signature(s)/Thumbprint(s)*: (As in Financial Institution s records) PART 2: FOR BILLING ORGANISATION S COMPLETION SWIFT BIC Billing Organisation s Account No Billing Organisation s Customer Ref No UOVBSGSGXXX 1112223334 A12345 SWIFT BIC Account No. To Be Debited UOVBSGSGXXX 1234567890 Part 2 of the form is to be completed by BO after verifying the customer information To: ABC Company, 1 Raffles Place #16-00 (S)048616 PART 3: FOR FINANCIAL INSTITUTION S COMPLETION This Application is hereby REJECTED (Please tick ) for the following reason (s): Signature/thumbprint # differs from Financial Wrong Account Number Institution s records Signature/thumbprint # incomplete/unclear # Amendments not countersigned by customer Account operated by signature/thumbprint # Others Part 3 will be completed by the customer bank Name of Approving Officer Authorised Signature Date * For thumbprints, please go to the branch with your identification. # Please delete where inapplicable 12

8.4 Appendix C Cover Letter for GIRO Applications Note: To be prepared on billing organisation's letterhead. Date: Address of Receiving Bank Dear Sir/Madam APPLICATION FOR GIRO We enclose herewith a batch of GIRO Application Forms. It would be appreciated if you could let us know the outcome of your processing of the attached application forms by completing the lower portion of this form and returning it together with the rejected applications within 7 working days from the date of receipt to the following address: (Please indicate Address and Name of Officer and Department where necessary) If you have any queries, please contact (name) at (office tel/mobile tel). Thank you very much for your kind assistance and cooperation in this matter. Yours faithfully,... Authorised Signature Name: Designation: FOR BANK'S COMPLETION: Number of Approved Forms: Number of Rejected Forms: Name & Signature of Bank Officer: Date of Return: 13

8.5 Appendix D1 Stop Bulk GIRO File Processing To: The Officer-In-Charge Fax: 6272 5507 United Overseas Bank IBG Section 396 Alexandra Road, #22-00 Singapore 119954 INSTRUCTION TO STOP BULK GIRO FILE PROCESSING Dear Sir/ Madam We hereby authorise you to Stop Processing of the following file on best-effort basis: Stop Processing File Details Originating Account Number: Total $ Amount for *Payment / Collection: Total No. of Records: Value Date: *delete where applicable Please contact (name) at (office tel/mobile tel) if you need further assistance or clarification. Thank you very much for your kind assistance and cooperation in this matter. Yours faithfully,... Authorised Signature Name & Designation : Company Name & Stamp : Important Notes: a) Stop Processing Instructions are only accepted on business days, and not accepted on Saturdays, Sundays and Public Holidays b) The instructions should reach IBG Section by 11am on (V-1) for Normal GIRO File or by 11am on (V) for Express GIRO File c) Please use separate Stop Processing Instruction Form for each file d) All forms to be signed by at least one authorised signatory e) A charge of S$5 is applicable for each file successfully stopped f) All Stop Processing Instructions are always done on best-efforts basis Please fax the instruction to UOB IBG Section and call the officers at 65989129 / 65989139 / 65989132 to ensure receipt of instruction. The Original Stop Processing Instruction Form will also need to be sent to UOB IBG Section. 14

8.6 Appendix D2 Stop Bulk GIRO Item Processing To: The Officer-In-Charge Fax: 6272 5507 United Overseas Bank IBG Section 396 Alexandra Road, #22-00 Singapore 119954 INSTRUCTION TO STOP BULK GIRO ITEM(S) PROCESSING Dear Sir/Madam We hereby authorise you to Stop Processing of the following item(s) on best-effort basis: Stop Processing Item Details Originating Account Number: Total $ Amount for *Payment / Collection: Total No. of Records: Value Date: Total No. of Stopped *Payment / Collection (as listed below): Name of Receiving Account Receiving Account Number (Bank/ Branch/ Account No.) Amount ($) *delete where applicable Please contact (name) at office tel/mobile tel) if you need further assistance or clarification. Thank you very much for your kind assistance and cooperation in this matter. Yours faithfully,... Authorised Signature Name & Designation : Company Name & Stamp : Important Notes: a) Stop Processing Instructions are only accepted on business days, and not accepted on Saturdays, Sundays and Public Holidays b) The instructions should reach IBG Section by 11am on (V-1) for Normal GIRO File or by 11am on (V) for Express GIRO File c) Please use separate Stop Processing Instruction Form for item(s) in each file d) All forms to be signed by at least one authorised signatory e) A charge of S$5 is applicable for each item successfully stopped f) All Stop Processing Instructions are always done on best-efforts basis Please fax the instruction to UOB IBG Section and call the officers at 65989129 / 65989139 / 65989132 to ensure receipt of instruction. The Original Stop Processing Instruction Form will also need to be sent to UOB IBG Section. 15

8.7 Appendix E1 Payment Advice Sample [048624B] GIRO COC/000001 ABC PTE LTD Page : 1 of 1 1 RAFFLES PLACE Date : 22 Dec 2016 #16-00 Our Ref : UOB GIRO SECTION SINGAPORE 048616 Originating A/C No : 351-344-701-7 Attn : Service Desc : Dear Sir/Madam, Originating Account Advice for GIRO Payments We are pleased to confirm your GIRO payments as follows: Description No. of Items Amount $ GIRO Payments 1 $180,000.00 Entity # : 2016122200000030732 Value Date : 22 Dec 2016 Reference : INV1234 Less Stop Payments 0 $0.00 Sub Total $180,000.00 Plus GIRO Processing Charges 1 $0.20 Stop Payments Charges 0 $0.00 Thank you. Sub Total $0.20 Grand Total $180,000.20 Yours faithfully Channel Operations Centre This is a computer-generated letter and does not require any signature. 16

8.8 Appendix E2 Payment Return Advice Sample [768205F] GIRO COC/000001 ABC PTE LTD Page : 1 of 1 1 RAFFLES PLACE Date : 22 Dec 2016 #16-00 Our Ref : UOB GIRO SECTION SINGAPORE 048616 Originating A/C No : 351-344-701-7 Attn : Service Desc : Dear Sir/Madam, Originating Account Advice for GIRO Payment Return Items We are pleased to confirm your GIRO payment return items as follows: Description No. of Items Amount $ GIRO Returns 2 $28.00 Less GIRO Return Charges 2 $2.00 IBG Return Charges 0 $0.00 Total $26.00 Return Details : Value Date : 21 Dec 2016 Entity No : 2016122000000030709 Reference : 1612200001 Bank Rec A/C No. End to End ID Rec A/C Name Reference Rtn Reason Tran Amount $ 1 DBSSSGSGXXX 320490234 INVOICE NUM 323232016 DAVID LEE Other Reason Payment $11.00 2 DBSSSGSGXXX 230472034 REF326542016 JOHN TAN Other Reason Payment $17.00 Thank you. Yours faithfully Channel Operations Centre This is a computer-generated letter and does not require any signature. 17

8.9 Appendix E3 Collection Advice Sample [048624B] GIRO COC/000001 ABC PTE LTD Page : 1 of 1 1 RAFFLES PLACE Date : 22 Dec 2016 #16-00 Our Ref : UOB GIRO SECTION SINGAPORE 048616 Originating A/C No : 351-344-701-7 Attn : Service Desc : Dear Sir/Madam, Originating Account Advice for GIRO Collections We are pleased to confirm your GIRO collections as follows: Description No. of Items Amount $ GIRO Collection 3 $1,105.86 Entity # : 2016111400000030201 Value Date : 21 Dec 2016 Reference : GIRO COL 2016111 Less Stop Payments 0 $0.00 Sub Total $1,105.86 Less GIRO Processing Charges 3 $0.00 Stop Payments Charges 0 $0.00 Sub Total $0.00 Less GIRO Returns 3 $1,105.86 GIRO Return Charges 0 $0.00 IBG Return Charges 0 $0.00 Return Details : Sub Total $1,105.86 Total $0.00 Bank Rec A/C No. End to End ID Rec A/C Name Mandate ID Rtn Reason Amount $ 1 DBSSSGSGXXX 212345678 GIRO Payment to ABC School DAVID LEE REF001 Other Reason $64.64 2 UOVBSGS0XXX 3523001238 GIRO Payment to ABC School JOHN TAN REF002 No such DDA $976.90 3 UOVBSGS0XXX 3523001254 GIRO Payment to ABC School MARY GOH REF003 No such DDA $64.32 Thank you. Yours faithfully Channel Operations Centre This is a computer-generated letter and does not require any signature. 18

8.10 Appendix F DDA Termination Report Sample [111111Z] GIRO COC/000001 ABC Company Page : 1 of 1 Address Date : 22 Sep 2015 Singapore 111111 LCG DDA TERMINATION REPORT ORIGINATING ACCOUNT BIC: UOVBSGSGXXX ORIGINATING ACCOUNT NO.: 1112223334 SERVICE PROVIDER : BILLING PURPOSE DEBITING ACCOUNT BIC-NO MANDATE IDENTIFICATION DEBITING ACCOUNT NAME TERMINATION DATE UOVBSGS0XXX-1011102013 1122334455 TAN AH HOCK 4 Sep 2015 TOTAL NUMBER OF ITEMS : 1 This is a computer-generated letter and does not require any signature. Correspondence address : Channel Support Centre Robinson Road P.O.Box 1282 Singapore 902532 * End of Report * 19

Group Transaction Banking - Bulk GIRO / FAST Quick Guide (10.17) United Overseas Bank Limited Co. Reg. No.193500026Z 20