agency clearing service user guide for sterling cheque and

Agency Clearing Service User Guide for Sterling Cheque and Credit Clearing Services

Image Clearing System (ICS) Version 3.0

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1 Contents

Contents

1 Contents 2

2 Cheque Image Clearing – Scheme Overview 3

3 Barclays Indirect Participant Service Overview 3

3.1 Features 3

3.2 Advantages 3

3.3 Overview of Service/Solution components 4

3.3.1 iPortal 4

3.3.2 Agency Pay 4

3.3.3 Cheque and Voucher Image Archive 4

3.3.4 Data Files 4

3.4 Credit In clearing – Tactical Solution 5

4 Procedures – Debit in-clearing 5

4.1 iPortal 5

4.1.1 Accessing iPortal 5

4.1.2 User Roles and Admin Control 5

4.2 Agency Pay 6

4.2.1 Accessing Agency Pay 6

4.2.2 Making a payment decision 6

4.2.3 Viewing an image of the cheque 8

4.2.4 Checking a duplicate 9

4.2.5 Making bulk pay decisions 11

4.2.6 Resetting 12

4.2.7 Submission 12

4.2.8 Exporting data 13

4.3 Settlement and Default Decisioning 13

4.3.1 Settlement 14

4.3.2 Default Decisioning 14

4.3.3 Funds Availability 14

4.4 Fraud Reporting 14

4.5 Current Account Switching Service (CASS) 15

4.5.1 You are the New Paying Bank 15

4.5.2 You are the Old Paying Bank 15

4.6 Image Archive 15

4.7 Data Files 15

4.7.1 File delivery mechanism 16

4.7.2 File Naming Convention 16

4.7.3 Connectivity Guides 16

4.7.4 File Timing 16

4.7.5 File Split 16

4.8 Service Level Controls (SLCs) 16

4.9 Dual Running 17

4.9.1 Transition period 17

4.9.2 Duplicate Checking 17

5 Credit In-clearing Transitional Solution 17

5.1 Credit In-clearing 17

6 Research and Adjustments 17

6.1 ICS approach 17

6.2 Process 18

6.2.1 Information Required when Calling the R&A Help Desk 18

7 Contingency 18

7.1 Incidents within your own systems and infrastructure 18

7.2 Service Incidents with Barclays Image Clearing Service 19

7.3 Contact Points 19

8 Appendices 19

8.1 Agency Pay Screens 19

8.1.1 Summary screen 19

8.1.2 Payment decision screen 20

8.1.3 Payment decisions 22

8.1.4 View details screen 24

8.1.5 Compare duplicates screen 25

8.2 Standard unpaid answers 25

8.3 Industry Service Level Controls (SLCs) 26

8.4 Reference Documents 27

9 Glossary 27

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2 Cheque Image Clearing – Scheme Overview

With nearly half a billion cheques written in 2016, it is vital that the UK’s Cheque clearing

process is robust, reliable and secure. With this in mind, and to ensure that the future of

the Cheque is protected for as long as customers want to use them, the Cheque and Credit

Clearing Company (C&CCC) is introducing a new and quicker way of clearing Cheques that

uses 21st century technology.

Called the Image Clearing System (ICS), the proposed new method will revolutionise how

cheques are cleared in the UK. It will mean that cheques will be cleared using a digital image of

the cheque rather than via the current paper-based clearing system where the physical paper

cheque is transported around the country to be cleared.

The new system is due to go live with some banks and building societies from 30 October 2017.

Then, at some stage during the second half of 2018, all of the UK’s banks and building societies

will clear all cheques via the image-based system to the faster timescale.

One of the main benefits of an image-based system is that the cheque clearing process is

faster than the paper-based clearing, so cheque recipients will have access to the money in

their accounts more quickly. However, this does also mean, the person or business who wrote

the cheque will find that the money will leave their account in a faster timescale too.

The ICS will speed up the time it takes a cheque to clear from six weekdays to the next

weekday (bank holidays excluded). This means that if a cheque is paid in on a weekday (before

the collecting bank’s cutoff time) the cheque must be cleared by 23:59 on the next weekday

(bank holidays excluded). The high level overview of the scheme is as follows:

• Items (cheques and credits) are deposited into the image clearing scheme on Day 1 by the

“Collecting Participant”

• The “Paying Participant” is required to make a pay / no pay decision on all debit items on

Day 2 *

• “Beneficiary Participants” must make funds available to their customers no later than 23:59

on Day 2 for value and withdrawal. At the same time the customer receives “certainty of

fate”.

*exceptions: there are two NI Bank Holidays (St Patricks Day and Orange Day) where payment

decisions from banks located in Northern Ireland will be delayed by one day.

This guide outlines the process that you need to follow to be compliant with the ICS scheme

rules as an indirect in-clearing participant i.e. acting as a “Paying Participant” and/or a

“Beneficiary Participant” for eligible items deposited at locations other than your own.

3 Barclays Indirect Participant Service Overview

Barclays Agency Clearing Service is available to financial institutions, and as an agency

customer enables you to use a unique sort code, clear cheques, and in turn offer your own

customers an account on which cheques can be drawn, paper credits received and automated

entries passed. In return, as a customer of the Agency Clearing Service you take on the

responsibility of complying with the C&CCC regulations and Barclays own rules contained

within this document.

3.1 Features

• You are issued with your own sort code number(s) from the Barclays range

• The service provides full access to the UK clearing bank network

• You carry out your own final processing, unless other arrangements have been made,

including the debiting/crediting of your customers’ accounts

• Cheques are printed with your own design/logo.

3.2 Advantages

• Improves corporate image

• An agency customer projects the image of being a full UK clearing bank in its own right.

No mention of the Barclays name is required on cheques, credits or other stationery

• The service avoids additional costs associated with full membership of the clearing system

• Although you avail yourself of all the clearing services, Barclays is actually acting as your

“sponsor”

• You are able to offer services such as bank accounts and cheque books directly to your

customers.

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• view a summary of the cheques requiring payment decisions today (both number and

value)

• view how far through the current day’s clearing process you are.

3.3.3 Cheque and Voucher Image Archive

The Cheque and Voucher Image Archive gives you online access to images of cheques that

have already passed through clearing. This is a standard service available through iPortal, but

will include images of cheques that are cleared through the ICS. The service allows you to:

• View images of cheques that have been through clearing

• Print and save the images of these cheques.

3.3.4 Data Files

You have the option to receive data files with your debit and credit information to support

automation of processes at your end.

The data files will be in the ICS Industry format (XML file format), however If you are already

registered to receive data files for the paper scheme, you have an option to receive the image

item data in Standard Barclays format (flat file format) as well.

The industry format provides more information relevant to the ICS scheme. Refer to the

Data File Specifications for more details.

The following data files are available:

• Debit in file (XML and Standard Barclays format)

• Credit in file (XML and Standard Barclays format)

• Payment Response file (XML File format only)

The data files will be delivered by 02:30; day 2 for Debit and Credit in. The payment response

files be available latest by 16:30 on day 2

3.3 Overview of Service / Solution components

3.3.1 iPortal

iPortal is Barclays’ single point of access to Digital services for our Corporate customers.

It provides a consolidated work-list for a single view of outstanding tasks, alerts and secure

communication supplementing our personal relationship model; and a gateway to specialised

solutions, all from a single login.

In terms of Agency Bank in-clearing services under the ICS, you will require access to iPortal

which will provide:

• Access to the online components of the Agency Bank solution, Agency Pay and the Cheque

and Voucher Image Archive

• Access to tools that allow you to manage how you use and control the service

• The ability for you to control what your individual business users have access to

• A single sign-on for your business’ users giving access to all the services you have given

them access to.

3.3.2 Agency Pay

Agency Pay provides you with the mechanism to make payment decisions on cheques issued

by your customers or by yourself using your agency sort code and cleared under the ICS.

This is an online service accessible through iPortal and provides the ability to:

• View data and images for all cheques on which payment decisions must be made on the

current day

• make payment decisions on each cheque

• quickly set the payment decision for a large number of cheques to ‘Pay’

• trigger when Barclays return payment decisions to the ICS

• separate who makes the payment decisions and who triggers the payment decisions being

returned to the ICS

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• Decision Maker – as viewer plus can make individual payment decisions and bulk

pay decisions

• Enhanced Decision Maker – as decision maker plus can export data

• Submitter – as viewer plus can submit items to Barclays (so trigger responses being sent

to ICS and debits being applied to the NOSTRO/settlement account based on paid items

included in the submission).

4.1.2.2 Custom Role Profiles

Custom role profiles allow the creation of roles that vary from the default profiles. The most

significant difference between default and custom profiles is the ability to control role access to

sort codes with custom profiles.

For example, where a customer has two sort codes that are managed by different areas within

the business, custom profiles will allow the administrator to create different profiles for different

business areas so they can only make decisions on the items they are responsible for.

Custom role profiles can be built combining a set of access rights:

• VIEWER – allows navigation through Agency Pay and view only access to all cheques the

user has rights to see. Base requirement and needs to be included in all custom roles

• MAKE PAYMENT DECISION – allows the user to make individual payment, bulk pay

decisions and use the ‘Reset all’ function

• EXPORT – allows the user to export data based on search/filter criteria

• SUBMITTER – allows the user to submit items to Barclays which triggers payment decisions

being returned to the industry switch and debiting the Agency Bank NOSTRO/Settlement

account based on the value of items paid as part of the submission.

3.4 Credit In clearing – Transitional Solution

The launch of the full credit in-clearing service is expected to commence in March 2018.

A manual process will therefore be introduced from 30th October 2017 until the full service is

introduced (Section 5).

4 Procedures – Debit in-clearing

The operating instructions which follow include relevant provisions of the Cheque and Credit

Clearing Company Image Clearing System Rules. All reference to the ‘settlement account’ refers

to the account to which entries are debited and credited.

4.1 iPortal

4.1.1 Accessing iPortal

iPortal is your single access point to your digital banking products and services.

To access iPortal please follow the link -

https://iportal.barclays.com/olb/portalauth/login.do#/showdevice

4.1.2 User Roles and Admin Control

As Agency Pay is delivered as a service through iPortal, access control is managed following the

standard iPortal approach. This means that you will have your own administrator who:

• Allocates roles to business users

• Can create custom role profiles.

Agency Pay has 2 types of role profiles, default profiles and custom profiles.

4.1.2.1 Default Role Profiles

Default profiles provide access to all sort codes linked to the legal entity. The profiles are:

• Full Access – can perform all tasks available in Agency Pay

• Viewer – can navigate through Agency Pay, view details of all cheques that need payment

decisions made for that day

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4.2.2 Making a payment decision

4.2.2.1 Basic payment decision process

1. From the Summary screen, click on ‘Search’, highlighted, which takes you to the Filter screen.

2. Enter the details of your search in the filter screen and click ‘Search’, highlighted, which will

then display items that match the criteria set.

4.2 Agency Pay

4.2.1 Accessing Agency Pay

Agency Pay is a service delivered through iPortal. Therefore, to access the service, log into

iPortal and select Agency Pay from either Quick Links on the homepage, or from the ‘Create

and amend’ menu.

This takes you to the Agency Pay Summary screen.

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6. To save the payment decision, either click ‘Apply’ to stay on the same page or ‘Apply & Exit’

which returns you to the Summary screen.

4.2.2.2 Using the workflow process

Agency Pay supports:

• Different checks being performed by different individuals/teams

• The ability to review and only make payment decisions on exception items (those most

likely to be no paid) and bulk pay the non-exceptions.

This is provided by including four optional dropdowns per cheque that allows the outcome of

that check to be recorded. You do not need to use these check boxes, they are there to support

your processing if needed.

The four checks are:

• Stop check – has the cheque been stopped

• Fraud/duplicate check – is the cheque fraudulent or has it already been through the

clearing

• Participant duties check – has the cheque been completed correctly

• Funds check – does the drawer have sufficient funds to cover the value of the cheque.

By default, each of these process checks will be set to ‘Pending’ but following internal checks

you may want to change them to:

• Pass – this indicates that a review has been undertaken of an individual item or the bulk

change from Pending to Pass has been actioned and therefore stops, fraud / duplicate,

participant duties or funds (as appropriate) do not result in a no pay decision

• Fail – this check shows a cause to make a no pay decision

3. For each item displayed you can make a payment decision by changing the Pay/No Pay drop

down from ‘Pending’, the default status, to either ‘Pay’ or ‘No Pay’

4. If the decision is set to ‘No Pay’, you will need to select a no pay reason from the ‘No Pay

Reason’ drop down that is now displayed.

5. If the No Pay Reason is set to ‘Suspected Fraudulent/Counterfeit Cheque discovered within

the clearing cycle’ then a fraud reason must be selected from the ‘Fraud Reason’ drop down.

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3. The view details screen automatically shows the front of the cheque

4. You can view the rear of the cheque by clicking ‘Rear View’

• Hold – means a decision cannot currently be made, so has to be deferred to later in the day.

1. To update any of the process check values on an item, follow steps 1 and 2 from the basic

payment decision process.

2. Select a new value in the appropriate drop down list.

3. Then follow steps 3 to 6 of the basic payment decision process.

4.2.3 Viewing an image of the cheque

1. In order to view the image of a cheque, follow steps 1 and 2 from the basic payment decision

process.

2. Clicking the ISN value, highlighted blue, takes you to the View Details screen

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2. To find any items that Barclays has flagged as suspect duplicates select ‘Suspect Duplicate’

in the filter criteria and then click search.

3. If there are no suspect duplicates, no cheques will be returned and an information window

will advise that no items matched the filter criteria.

4. Suspect duplicate items are displayed in the same way as other items except the Suspect

Duplicate field will be set to ‘Yes’. This will be highlighted blue and when clicked will take you

to the Compare Duplicates screen.

5. Exit the page by clicking ‘Back’ at the bottom of the page.

4.2.4 Checking a duplicate

Under ICS it is possible the physical cheque may not be deposited with a bank but collected by

the payee using a mobile or remote imaging solution, so there is a risk that the same cheque

may be presented to clearing more than once. Barclays performs duplicate detection against

every cheque for which we receive a request to pay message. The system will flag a suspect

duplicate where the:

• Sort code

• Account number

• Serial number and value

all match the current item that has been presented.

It is possible for multiple matching items to be identified. If any suspect duplicates are

identified, the item will be flagged as a suspect duplicate within Agency Pay. The following

steps show you how to compare the current cheque image to the previous cheque image(s)

to determine whether it is a duplicate.

1. Follow step 1 of the basic payment decision process.

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1. Account Details – shows the sort code and account number of the current cheque requiring

a payment decision and the old cheque being displayed.

2. Previous cheque details – shows basic details of the cheque that may be a duplicate that

has already passed through the clearing. This will include the date of deposit and, where

available, the channel the item was presented through and the payment decision.

3. Previous cheque image – an image of the previous cheque.

4. Front View/Rear View – allows toggling between viewing the image of the front of the

cheque and the rear of the cheque

5. Rotate Left/Rotate Right – allows the cheque image to be rotated 90o left or right.

6. Zoom in/Zoom out – allows zooming in and out of the cheque image.

7. Current Cheque Details – shows basic details of the current cheque.


cheque and the rear of the cheque.



11. Back – navigates back to the Payment Decision screen.

5. The suspect duplicate screen will display the current cheque and up to four other cheques

that were identified as suspect duplicates.

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2. Clicking ‘Set to Pass’ will change all currently ‘Pending’ items to ‘Pass’ for the process check

(which can be seen if you find the item on the Payment Decision screen).

3. When you want to bulk pay items, click the ‘Set to Pay’ button.

4. You will be asked to confirm you wish to proceed before the changes are applied.

5. The summary section of the Summary screen will update to show which items now have a

‘Pay’ decision but have not yet been submitted.

6. When you have decided whether the current cheque is a duplicate or not, click ‘Back’ to

return to the Payment Decision screen where you can record your decision.

4.2.5 Making bulk pay decisions

Bulk pay decisions allow you to avoid having to review and update each individual item with

Pay/No Pay decision. Having identified the items that require a review and you are therefore

more likely to No Pay, the remaining items which do not need a review can be quickly set to Pay.

This is achieved in two stages:

• Changing the process check flags from ‘Pending’ (showing the item has not been updated

yet) to ‘Pass’ (indicating the check has been completed and there is not a reason to ‘No Pay’

the cheque)

• Changing the ‘Pay/No Pay’ decision from ‘Pending’ to ‘Pay’ where all four of the process

checks are set to ‘Pass’.

This is achieved by:

1. When all the exceptions for a particular process has been completed click the appropriate

‘Set to Pass’ button.

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• The debit will be applied to the NOSTRO\Settlement account associated with the

sort code

• The summary section of the Summary screen will be updated with

• the number and value of ‘Pay Items Awaiting Submission’ being added to the

‘Pay Items Submitted’ totals, and

• the number and value of ‘No Pay Items Awaiting Submission’ will be added to the

‘No Pay Items Submitted’ totals.

• Successfully submitted items will be locked so can no longer be updated.

A number of factors determine how quickly this process completes (how many items need

to be processed, how busy the Barclays Clearing Hub is, how busy the ICS is). The on-screen

completion is acknowledgement the request has been received and will be processed. The

actual processing continues after you have received the acknowledgement.

A funds check is also performed on submission and if there are insufficient funds to cover the

total value of the ‘Pay’ items you will be notified and the submission rejected. As mentioned

above, this will take place after we have acknowledged the request to submit and you will

receive a notification. All items that were submitted will revert to their pre-submission status,

so are open to be updated or re-submitted (Section 4.3.3).

4.2.6 Resetting

There is also an option to ‘Reset All’ items on the Summary screen.

When ‘Reset All’ is clicked, all items that have not yet been submitted will have their values

reset to the start of day values. That means:

• All process check values will be reset to ‘Pending’

• All Pay/No Pay values will be reset to ‘Pending’

• The summary will update and the number and value of ‘Pay Items Awaiting Submission’

and ‘No Pay Items Awaiting Submission’ will revert to 0 and the values previously held will

be added back into the ‘Pending Items’ values.

When you click ‘Reset All’ you will be asked to confirm you want to proceed.

4.2.7 Submission

Submission is an action available from the Summary screen by clicking ‘Submit’.

Submission triggers a number of actions:

• All ‘Pay Items Awaiting Submission’ and ‘No Pay Items Awaiting Submission’ will be

submitted to Barclays

• Barclays will send the payment decisions to the ICS for onward transmission to the

beneficiary bank

• Barclays will debit your NOSTRO\Settlement account for all the items that have a

‘Pay’ decision. The debit will be:

• A single debit per sort code (per submission) (Section 4.3)

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The export includes the following data items:

• Processing date

• ISN

• Debit Sort Code

• Debit Account number

• Debit Serial number

• Value

• Suspect duplicate flag (pre-populated)

• Suspect fraud flag (pre-populated)

• Stops check flag

• Fraud/Duplicate check flag

• Participant duties check flag

• Funds check flag

• Payment decision

• No pay reason code

• Submission status

• Beneficiary details

• Collecting bank

• Collecting channel

• Collecting outlet

• Switched account

• Old sort code

• Old account number

4.2.8 Exporting data

Agency Pay provides the option to export the current day’s data into a Comma Separated

Variable file, a text format that can be loaded directly into most spreadsheet programmes.

The export is available as part of the filter criteria on the Payment Decision screen

The data exported is based on the Filter Criteria that have been set. If you want all the current

day’s data to be included, do not set any criteria.

The data covers items that need payment decisions to be made on the current processing day.

The data shows the current state of the item (e.g. if any process checks have been completed,

if there has been a payment decision made) and therefore changes throughout the processing

day. The data is also available after the cut-off time so can be used to maintain a record of

all the payment decisions that have been made. NB: the data is only available for the current

processing day.

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• Where we are able to identify a No Pay decision with a ‘No Pay’ reason code we will submit

a ‘No Pay’ response.

• For all other items a default pay decision will be applied (Please see section 4.3.3 Funds

Availability)

4.3.3 Funds Availability

On receipt of a submission of ‘Pay’ responses or application of the default process at

15:00 a check on available funds will be undertaken on your settlement account. If there

are insufficient funds the following will occur depending on the time the funds check is

undertaken:

• Submission of responses prior to 15:00 – you will be notified of the rejection of the

submission to allow the issue to be resolved Once funds are available you will need to

re-submit your responses. NB you may update individual ‘Pay’ and ‘No Pay’ decisions prior

to re-submission

• Default decision applied at 15:00 – all un-submitted payment decisions will default to

‘No Pay’ regardless of the status within Agency Pay, i.e. if there are sufficient funds the

default decision will be changed from Pay to No Pay. No pay reason of code 47 (Agency

Bank payment prevented) will be applied to each item. These ‘No Pay’ decisions will be

irrevocable.

4.4 Fraud Reporting

Items that are returned unpaid with an appropriate fraud reason will be automatically updated

within Kappa.

Where you have paid an item which subsequently is confirmed to be a fraudulent item, or you

have returned an item with a fraud reason that is subsequently discovered not to be a fraud you

must advise us using the email address listed in the contact points (section 7.3).

Details required are:

• Item paid but subsequently confirmed as a fraudulent item, or Item not paid as a fraudulent

item but subsequently confirmed a genuine item

• Date of presentation

• Sort Code

4.3 Settlement and Default Decisioning

4.3.1 Settlement

During the dual running period the settlement process for items presented through the paper

clearing process will not change i.e. a single net amount will be passed to your settlement

account held with Barclays, representing the settlement for your Paper and Bacs in-clearings.

For items presented via ICS your settlement account will be debited for each submission

through Agency Pay that includes one or more Pay decisions.

For all defaulted pay decisions – see section 4.3.2 (NB reliance on applying default decisions on

a business as usual basis is not recommended).

Settlement for ‘Pay’ decisions will be applied to your settlement account for the total value of

each submission. Multiple submissions will lead to multiple settlement entries.

For Agency Banks with multiple sort codes, separate entries will be passed per sort code.

For example, if you have two sort codes: Where a submission in Agency Pay includes 10 ‘Pay’

payment decisions which includes:

• 8 ‘Pay’ decisions for sort code 1, total value of £80

• 2 ‘Pay’ decisions for sort code 2, total value of £100

• This will lead to 2 debits on the Settlement account, one for £80 and one for £100

4.3.2 Default Decisioning

The ICS scheme requires a ‘Pay’ or ‘No Pay’ response for every item on the day of presentation.

Failure to submit a ‘Pay’ or ‘No Pay’ decision will lead to a default decision being applied. It is

not recommended to rely on the default decision being applied.

To meet the scheme cut off and avoid the ICS applying default decisions all payment decisions

must be recorded and submitted to Barclays by 15:00.

At 15:00 Barclays will review any items that have not been submitted.

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You will need to:

• login to the Filehive service

• download the Cheque Re-direction Information form

• investigate whether the cheque has previously been paid or stopped

• update the Cheque Re-direction Information form

• upload the updated form back onto the Filehive service

4.6 Image Archive

Cheque & Voucher Image archive is a standard service available through iPortal that provides

access to images of all cheques and vouchers that have passed through clearing in the

previous 90 days.

The service provides the ability to view, print and save a copy of the images. If you are unable

to view these images please check your browser settings.

NB your payment decisions are not included with these images. Please refer to 4.2.8 Exporting

Data to record the payment decisions on the day of presentation.

If you need to access an image that is older than 90 days, you will need to contact your Barclays

support team who can arrange for a copy of the image to be retrieved. Images will be retained

for six years in accordance with legal requirements.

4.7 Data Files

The following data files will be available to support image clearing,

1. Image based debit in-clearing (XML or Flat file formats)

2. Image based credit in-clearing (XML or Flat file formats)

3. Image based payment response file (XML format only).

These files will be separate to the current paper clearing files. If you are signed up to receive

paper files you will continue to do so until the paper scheme is withdrawn.

• Account Number

• Serial Number

• Amount

4.5 Current Account Switching Service (CASS)

Where you are a member of CASS, the ICS will flag items that are account switched and route

them to the new bank based on the information held by CASS. ICS is working with the CASS

scheme to implement a permanent solution, but until this is delivered a temporary solution

has been implemented across the CASS participants. This section explains the temporary

processes where you are either the ‘old’ or ‘new’ participant.

This section will be updated when the ICS implements its permanent solution.

4.5.1 You are the New Paying Bank

Account switched items will be flagged within Agency Pay by setting CASS to ‘Yes’ (Sections

8.2.3 and 8.2.4). To assist with identifying items that have been switched you can filter on the

CASS field within Agency Pay.

Upon identification of an item that has been redirected to you as the New Bank you will need

to complete a Cheque Re-direction Information form and send it to the old participant by using

the C&CCC Filehive site by 10:00 at the latest. When the Old Bank receives the form, they will

have to check to see if the cheque presented to the New Paying Bank has been:

• Stopped, or

• Previously paid

The Old Bank will complete the form and send it back to you using Filehive. This response

will assist you with making a payment decision which should be submitted using Agency Pay.

You should receive the updated form from the Old Bank by 13:00.

4.5.2 You are the Old Paying Bank

When you are the old Bank, you will receive a notification by email from the Filehive service for

a cheque drawn on an account that has now switched away from you. NB the cheque will not

be displayed within Agency Pay.

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• Image based credit in-clearing (XML or Flat file formats) – by 02:30 (Day 2)

• Image based payment response file (XML format only) – by 16:30 (Day 2)

Barclays will meet these timings provided all credit and debit transactions files (MSG 05 & MSG

06) from the ICS would have reached Barclays clearing hub by 00:30 on Day 2 and by 16:00 on

Day 2 for Payment response file (MSG 13).

4.7.5 File Split

Due to size restrictions, the data files in xml format will be split after every 2400 records. The

file names will be unique for each file.

You have an option to receive multiple files for different combination of sort codes.

4.8 Service Level Controls (SLCs)

There is an overall scheme requirement that all presented items must have a payment decision

returned on Day 2 of the clearing cycle without exception. If a payment decision is not received

at the ICS by 15:30 then the ICS applies a default ‘Pay’ decision. (Section 4.3.2 and 4.3.3)

With the move to the ICS, the industry has set out a set of Service Level Codes that will be

monitored, and to which participants must adhere. The SLCs Barclays Agency Banks must

adhere to are:

SLC cut-off time Payment decisions to be at Barclays

09:301 70%

11:30 85%

14:00 95%

14:30 99%

15:002 100%

1. The 09:30 SLC will only apply to customers where the average daily volume of items is greater

than 2,000.

2. These SLCs are imposed by the ICS. If any items have not had decisions submitted in

Agency Pay at 15:00 a default decision will be applied (Section 4.3.2 and 4.3.3).

The detailed technical specification for XML format can be found in the document Image

clearing data file specifications - Detailed v1.0.

The detailed technical specification for flat file format can be found in section 6 of the

document DirectData Customer Manual.

Barclays can provide both data file formats (XML AND Flat file) for image items if required.

(Please note separate charges will apply for these files)

4.7.1 File delivery mechanism

4.7.1.1 Protocols

You have an option to receive the files in via the following protocols.

• Connect Direct

• SFTP

• FileAct SwiftNet.

4.7.1.2 Barclays Infrastructure for file delivery

Your connectivity can be set up either via the Barclays Filegateway interface or the DTU interface.

Your on-boarding manager/implementation manager can provide you more details on which

set-up best suit your needs.

4.7.2 File Naming Convention

The file name will be an alphanumeric character and can have the date of file creation in the file name.

If you receive paper files, Barclays will ensure the names are unique for paper and image based files.

4.7.3 Connectivity Guides

Refer to our file connectivity guides for the details on the file naming convention.(Section 8.4

Reference documents).

4.7.4 File Timing

• Image based debit in-clearing (XML or Flat file formats) – by 02:30 (Day 2)

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• Items submitted via the Image Scheme and subsequently via the Paper Scheme will be

notified to you by email. The paper cheque will be delivered to you via the current Paper

process. The image will be available via the ‘Cheque and Voucher Image Archive’. Confirmed

duplicate must be returned unpaid using the existing Paper Scheme process but using the

no pay reason code “Stop-Duplicate cheque” (while not a reason within paper clearing,

C&CCC have requested this code be used for paper duplicates during the transition period).

NB: Keep in mind a duplicate may be a re-presented item.

5 Credit In-clearing Transitional Solution

5.1 Credit In-clearing

On launch of ICS it is not anticipated many, if any, credit-out items will be submitted by Barclays

or other banks. A full in-clearing service will be implemented in due course, but prior to this we

are implementing a transitional credit-in clearing solution to ensure that any credits that we do

receive are advised to you.

The transitional process will be:

• We will notify you of any credit in clearing item we receive for you by secure email

• We will post an uncleared credit to your settlement account

• We will notify you when we receive the payment decisions relating to the items deposited

with the credit, at the latest by 16:30 on day 2.

In the event of a ‘No Pay’ decision, we will post a reversing debit to your settlement account.

6 Research and Adjustments

6.1 ICS approach

The ICS will implement a permanent solution but from the go live date will be using a

transitional solution which is effectively continuing with the current processes.

This means:

• Settlement will continue as today (strategic settlement is likely to be on a case by case basis)

Cases will be managed outside of the ICS.

4.9 Dual Running

4.9.1 Transition period

When ICS goes live there will be a transition period of up to a year where both paper and image

clearing schemes run in parallel. Initially low volumes will be processed through ICS gradually

increasing through the transition period until all cheques and credits are processed through the

image scheme and the paper scheme will close.

This approach means there are a number of impacts:

• Settlement for the image and paper clearing will be different. Paper settlement will

continue as at present but image settlement will accelerate and create separate entries.

Please see section 4.3 for further details

• New channels for collecting cheques will be introduced, some of which may (such as

mobile) mean the customer retains the physical cheque. This means it is possible for the

cheque to be deposited through multiple channels (whether deliberately or accidentally) so

duplicate checking becomes important.

4.9.2 Duplicate checking

Duplicates can arise for items being cleared through the image scheme or the paper scheme.

Barclays will perform a check against code line and amount for all cheques passing through

paper or image clearing and will flag items that are suspected to be duplicates to you.

• Items submitted multiple times via ICS will be flagged within Agency Pay. The image of

the duplicates will be available within Agency Pay. Confirmed duplicates must be returned

unpaid, using no pay reason code “Stop-Duplicate cheque” (Section 4.2.4)

• Items submitted via the Paper Scheme and subsequently via the Image Scheme will be

flagged within Agency Pay. The image of the cheque presented via the Image Scheme

will be available within Agency Pay while the image of the cheque presented through the

paper scheme will be available within the Cheque and Voucher Image Archive. Confirmed

duplicates must be returned unpaid within Agency Pay, using no pay reason code “Stop-

Duplicate cheque” (Section 4.2.4)

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• Caller’s details

– Name

– Telephone Number

– Fax Number

• Your reference number (assigned by you)

• Copy of the item to be sent to the Help Desk

Supporting information should be faxed immediately after the call to the following Help Desk

fax number: 01604 665 425 or 01604 665 477

The Agency Bank should include the following information on the fax:

• iPSL Case Number

• The Agency Query Reference Number

• Copy of the front and back of the item

7 Contingency

7.1 Incidents within your own systems and infrastructure

The ICS requires a payment response on every item presented for payment on Day 2 of the

clearing cycle and it is not possible to hold these over. In the event you are unable to access

Barclays’ systems due to an incident with your own systems and infrastructure such that you

cannot access the Barclays Image Clearing service, you have to ensure that you take adequate

steps to restore service within the same clearing cycle. You must immediately notify Barclays of

any incidents if you consider you:

• May breach the allocated SLCs

• Have breached the allocated SLCs

• May impact the ability of other participants to meet SLCs.

6.2 Process

If you have paid an item which requires adjustment, you should raise an R&A case as follows:

• Contact the R&A Help Desk at iPSL by 12:00 with your “Response to Clearing” notification.

• The R&A Help Desk will create a case in their case management system and provide you

with a unique case number.

• If applicable (see table below) supporting documentation should be faxed to the Help Desk

(fax no. 01604 665 425 or 01604 665 477) quoting the case number provided during the call.

• All adjustments that are reported by 12:00 will be passed to the Agency Bank’s account by

15:00 the same day.

• If you report an adjustment after 12:00 the correcting entry may not be passed until the

following day by 15:00.

• Any query on an adjustment should be reported to the R&A Helpdesk, quoting the Case Number.

• Escalation is via the normal BAU process into the Barclays Servicing Team.

• The original settlement value will be retained and a second entry will be passed for the

amount of the adjustment only.

6.2.1 Information required when calling the R&A Help Desk

When calling the R&A helpdesk you will require the following information:

• Agency Bank Name

• Purpose of Call (e.g. type of case)

• Presentation date

• Detail of the item including:

– Sort code

– Account Number

– Serial Number

– ISN

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8 Appendices

8.1 Agency Pay Screens

8.1.1 Summary screen

7.2 Service Incidents with Barclays Image Clearing Service

You will be notified of any incidents within Barclays that impact Agency Clearing Services.

Incidents will be managed on a case by case basis but the key scenarios are listed below.

7.3 Contact Points

Data Files - In case of any issues with the delivery of data files please contact our File Gateway

specialist support team on 0330 156 0011.

iPortal/Agency Pay - For any issues with the Agency Pay application please use your current

service lines with Barclays to report the incident.

Reporting fraudulent items to KAPPA - [email protected]

Research & Adjustments – (Tel Number) 01604 665 220

Research & Adjustments – (Fax Number) 01604 665 425 or 01604 665 477

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8.1.1.5 Reset All (5)

Clicking ‘Reset All’ will reset the Pay/No Pay decision and the four process check status flags

back to ‘Pending’ for all items the user has access to that have not already been submitted

8.1.1.6 Submit (6)

Clicking the ‘Submit’ button triggers the following actions:

• Submits payment decisions to the ICS for onward transmission to the Beneficiary

Participant

• Locks the submitted item as any decision sent to the switch is irrevocable

• Debits the Agency Bank NOSTRO/Settlement account for all the items where the Pay/No

Pay decision is set to ‘Pay’

• One debit is posted per sort code per submission

• Sort codes will be linked to a NOSTRO/Settlement account

• Where there are multiple sort codes, each sort code can be linked to the same or different

NOSTRO/Settlement accounts

• The debit is applied to the NOSTRO/Settlement account linked to the sort code

• A funds check is undertaken to ensure that the NOSTRO/Settlement account(s) have

sufficient funds to cover the value of all the items set to Pay. If that is not the case, you will

receive a subsequent notification and all items included in that submission will be unlocked

within Agency Pay allowing the decisions to be amended and the items to be resubmitted.

In order that the user is not kept on a screen waiting the action to lock the items within

Agency Pay is completed immediately. If there are any issues with the submission, you will be

contacted.

8.1.2 Payment decision screen

8.1.2.1 Search/Filter Panel

8.1.1.1 Today’s RTP Items (1)

This is a summary table that shows the number and value of cheques that need payment

decisions made on them for the current processing day. The table updates as payment

decisions are made and items submitted over the course of the processing day.

A user can see all the cheques that relate to sort codes they have access to. This can be

all the sort codes linked to the legal entity set up in iPortal, or a subset as specified by the

organisation’s administrator.

8.1.1.2 Make Payment Decision (2)

This section includes the ‘Search’ button that allows the user to search for items they have

access to.

8.1.1.3 Bulk Pay Decisions – Process checks (3)

There are four main processes that determine if a cheque will be paid or not:

• Has the cheque been stopped?

• Is it fraudulent or a duplicate item?

• Does the drawer have sufficient funds?

• Is the cheque completed correctly?

Clicking any of the ‘Set to Pass’ buttons will change the check status to ‘Pass’ for all items that

are ‘Pending’ and have not yet been submitted.

8.1.1.4 Bulk Pay Decisions – Pay (4)

Clicking ‘Set to Pay’ will set the Pay/No Pay decision to Pay for all items that:

• The user has access to

• Have not been submitted

• The Pay/No Pay status is set to ‘Pending’, and

• Have all four process checks set to ‘Pass’.

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iv. >=

v. <=

vi. Between.

b. If a check is selected in the drop down, the first text box must always include a 6-digit

serial number.

c. If ‘Between’ is selected a second 6-digit serial number, greater than the first text box,

must be entered.

5. Amount – the ability to search on the value of the cheque.

a. The drop down allows different checks to be selected:

i. =

ii. >

iii. <

iv. >=

v. <=

vi. Between.

b. If a check is selected in the drop down, the first text box must always include a numeric value.

c. If ‘Between’ is selected a second numeric value, greater than the first value must be entered.

6. Suspect Fraud – this field allows you to filter on whether the item has been flagged as a

suspect fraud or not. Selecting this filter will automatically default the criteria to search for

items where the flag has been set to ‘Yes’. This can be manually changed to look for items

where the flag is set to ‘No’.

7. Suspect Duplicate – this field allows you to filter on whether the item has been flagged as a

suspect duplicate or not. Selecting this filter will automatically default the criteria to search

for items where the flag has been set to ‘Yes’. This can be manually changed to look for

items where the flag is set to ‘No’.

The Filter Criteria allows you to view a specific item or a number of items that match the

specified criteria. Each criterion specified reduces the number of items that will be returned.

You do not need to enter any filter criteria, but this will return all the current days’ items.

1. Hide Filter – hides the filter panel on the page.

2. Select Sort Code – this is a drop down that lists all sort codes that the user has access to.

If a sort code is not selected, all accessible sort codes will be used in the filter.

3. Select Account Number – a free format text field where you can enter a single account number.

4. Select Serial Number – the ability to search on cheque serial number(s).

a. The drop down allows different checks to be selected:

i. =

ii. >

iii. <

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8.1.3 Payment decisions

1. Filter Criteria – how the Filter Criteria panel looks when hidden. Clicking ‘Show Filter’ will

display the filter panel as shown in the previous section.

2. Sort – allows the items returned based on the filter criteria to be sorted based on one of the

following fields:

a. Account Number

b. Serial Number

c. Amount.

3. Apply – will save any changes made on the Payment Decision screen.

4. Apply & Exit – will save any changes made on the Payment Decision screen and return to

the Summary screen.

8. CASS (Current Account Switching Scheme) – this field allows you to filter on whether the

item has been flagged as account switched or not. Selecting this filter will automatically

default the search to ‘Yes’ but this can be manually changed to search for ‘No’.

9. Stop Check/Suspect Fraud/Duplicate Check/Funds Check/Participant Duty Check –

these fields allow you to filter based on the current status of any of the process checks. The

first drop down allows you to select if the search is ‘Equal To’ or ‘Not Equal To’. The second

drop down allows you to select any of the allowable values for these fields:

a. Pending

b. Pass

c. Fail

d. Hold.

10. Payment Decision – allows you to search for items with a specific Pay/No Pay flag:

a. Pay

b. No Pay

c. Pending.

11. Submission Status – allows you to set criteria on whether the item has been submitted or

not. The values can be:

a. Not Submitted.

b. Submitted

c. Defaulted – the Pay/No Pay value set by Barclays where an item has had to have a default

decision applied as a decision was not submitted prior to the cut off.

12. Reset Filter – resets all filter criteria to their initial position.

13. Export – will return a comma separated variable text file based on the specified filter criteria.

For details see 4.2.8.

14. Search – applies the filter criteria and returns results to the screen that match the criteria.

15. Back – returns to the Summary screen.

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a. Pass – not fraudulent or duplicate

b. Fail – fraudulent or duplicate

c. Hold – can’t make a decision at the current time.

15. Participant Duties Check – a drop down that allows the user to record whether this item has

passed or failed participant duty checks which determine if the cheque has been completed

correctly. The drop down will default to ‘Pending’ but can be changed to:

a. Pass – passed the participant duty check

b. Fail – failed the participant duty check


16. Funds Check – a drop down that allows the user to record whether the drawer has sufficient

funds in their account to cover the value of the cheque. The drop down will default to

‘Pending’ but can be changed to:

a. Pass – there are sufficient funds

b. Fail – there are insufficient funds


17. Pay/No Pay – a drop down that allows the payment decision to be record. By default, this is

set to Pending but can be changed to either ‘Pay’ or ‘No Pay’.

18. No Pay Reason – a drop down that allows a no pay reason to be recorded for every cheque

that is not paid. The No Pay reason list displayed is an industry list that directly translates

into codes that need to be included in any no pay payment decision responses to the ICS.

If an item is set to No Pay, then this becomes a mandatory field.

19. Fraud Reason – a drop down that allows a fraud reason to be recorded for every cheque

that is not paid due to fraud. The list provided is an industry list of fraud reasons and

become mandatory for any item that is set to no pay and has a no pay reason of fraud.

20. If an item is updated, then the top right hand corner of the card changes from grey to

amber to give a clear visual indication the item has been updated but not yet saved. When

the changes are applied the amber changes to green.

5. ‘Edited’ – this shows how many items match the filter criteria specified and how many of

those have been updated.

6. Page navigation – if sufficient items match the filter criteria that span multiple pages

(a maximum of 25 items can be displayed per page) then the user can move to the next,

previous or a specific page.

7. ISN – a unique reference for each debit and credit. This field is also a link that, when clicked,

will take you to the View Details screen.

8. Sort code, account number and serial number are code line details of the cheque. If an item

has been account switched, the values will be for the new account.

9. Amount – the value of the cheque

10. Suspect Fraud – shows whether the Kappa process considers the item to be suspected of

being fraudulent.

11. Suspect Duplicate – shows whether the duplicate detection process considers the item to

be suspected of already having been presented through the clearing. If the value is set to

‘Yes’ this is also a link that when clicked will navigate to the Compare Duplicates screen.

12. CASS – shows whether the cheque is drawn on account that has been switched through

the Current Account Switching Scheme.

13. Stop Check – a drop down that allows the user to record whether this item has been

stopped or not. The drop down will default to ‘Pending’ but can be changed to:

a. Pass – no stop applied

b. Fail – stop applied


14. Fraud/Duplicate Check – a drop down that allows the user to record whether this item is

considered to be either fraudulent or a duplicate. The drop down will default to ‘Pending’

but can be changed to:

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1. Debit/Credit – allows to switch between viewing details of the debit and related credit.

2. An image of the cheque.




5. Zoom in/ Zoom out – allows zooming in and out of the cheque image.

6. Print – displays a page that contains only the front and back images of the cheque that can

be printed using the capabilities of the users’ browser. If the user can save to PDF, then the

images can be saved.

7. Basic cheque information, including whether the item has been flagged as suspect fraud or

duplicate

8. Current details of the payment decision for this item, including the status of the four process

checks.

9. If an item has been drawn on an account that has been switched under the Current Account

Switching Scheme the old bank’s sort code and account number will be displayed.


8.1.4 View details screen

8.1.4.1 Debit details

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1. Account Details – shows the sort code and account number of the current cheque requiring

a payment decision and the old cheque being displayed.

2. Previous cheque details – shows basic details of the cheque that may be a duplicate that

has already passed through the clearing. This will include the date of deposit and, where

available, the channel the item was presented through and the payment decision.

3. Previous cheque image – an image of the previous cheque.





7. Current Cheque Details – shows basic details of the current cheque.






8.2 Standard unpaid answers

Not Paid Reason Code

Description Valid for ICS

Represent Allowed

1 Refer to Drawer Yes No

2 Refer to Drawer - Please Represent* Yes Yes

4 Not signed in Accordance with Mandate Yes No

5 No Mandate Yes Yes

6 Payment Stopped Yes No

7 Payment Stopped - Theft Reported Yes No

8.1.5 Compare duplicates screen

11

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Fraud reason codes:

Fraud Reason Description

Counterfeit Non-valid cheque

Forgery Genuine cheque, not written by authorised account representative

Altered Debit Genuine cheque altered post issue

Conversion Genuine cheque paid into account opened until false pretence

Conversion - Account Take over Genuine cheque paid into account which has been taken over by a fraudster

Altered Credit - Codeline or Payee Name Genuine cheque - credit altered (either codeline or name)

Debit and credit payee name mismatch Required for MI validation during assessment period

Duplicate Debit Cross Scheme Duplicate

8.3 Industry Service Level Controls (SLCs)

The Service Level Controls that you need to abide by are detailed in section 4.8. For information

only, the volume SLCs set by the industry are:

SLC cut off time Payment decisions to be at the ICS

10:00 70%

12:00 85%

14:30 95%

15:00 99%

15:30 100%

The 15:30 cut-off is a hard cut-off and if any payment decisions are outstanding at this time,

the ICS will apply a ‘Pay’ decision to the item.

Not Paid Reason Code

Description Valid for ICS

Represent Allowed

8 Payment Stopped - Awaiting Confirmation – Please Represent Yes Yes

9 Payment Prohibited by Legal Order Yes No

10 Payment Prevented - Insolvency Act Proceedings Yes No

12 Drawer Deceased Yes No

13 Suspected Fraudulent/Counterfeit Cheque discovered within the clearing cycle Yes No

14 Account Closed Yes No

16 No Account Yes No

17 Non clearing Item Yes No

18 Post Dated Yes Yes

19 Out of Date Yes No

20 Words and Figures Differ Yes No

21 Alteration Requires Drawer’s Signature Yes No

22 Payee’s Discharge Required/Irregular Yes No

23 Cheque Incomplete Yes No

34 Advice of Drawing Required - Please Represent Yes Yes

39 Payment Prevented: Drawer’s Bank in insolvency or administration procedure. Yes No

42 Poor Image Quality Yes – NEW

CODENo

43 Stop – Duplicate Cheque Yes – NEW

CODENo

44 Default No Pay Yes – NEW

CODEYes

45 Payee, courtesy or legal amount not legible Yes – NEW

CODENo

46 Wrongly Delivered Yes – NEW

CODENo

47 Agency Bank Payment Prevented Yes Yes

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Credit in-clearing file A data file delivered to the beneficiary bank which details the

individual credit in-clearing items that can be uploaded into

the agency bank’s systems (MSG06).

Day of deposit (Day 1) Day the cheque is deposited into the ICS.

Day of presentation (Day 2) Day a debit item is presented to you via Agency Pay for

a Pay/No Pay decision.

Debit in-clearing The processing of cheques to be paid/not paid by your

institution as the paying bank.

Debit in-clearing file A data file delivered to the paying bank which details the

individual debit in-clearing items that can be uploaded into

the agency bank’s systems (MSG05).

Debit out-clearing The processing of cheques into the clearing system by your

institution as the collecting bank.

Default pay/no pay decision A decision applied to all cheques where a pay/no pay decision

has not been made by a given time.

Eligible items Items that can be processed via the ICS. This includes

cheques, banker’s drafts, building society cheques, postal

orders, travellers cheques, dividend warrants, government

warrants and payable orders.

ICS Industry Format XML data file format built following ICS industry standards

Image Clearing System (ICS) The C&CCC administered image cheque clearing system.

Industry settlement The daily transfer of funds between settlement participants at

the Bank of England.

iPortal Barclays internet portal delivering services to our Corporate

customers.

8.4 Reference Documents

Copies of the following documents are available from your Relationship Team:

• Barclays File Gateway - ConnectDirect Connectivity Guide v3.0.pdf

• Barclays File Gateway - FTPS Connectivity Guide v3.0.pdf

• Barclays File Gateway - SFTP Connectivity Guide v3.0.pdf

• Barclays SWIFTNet FileAct Connectivity Guide v1 5.pdf

• DirectData Customer Manual.pdf

• Image clearing data file specifications – Detailed

• Image clearing data file specifications – Summary

9 Glossary

Agency Pay The web-based interface offered by Barclays to manage

interaction with the ICS.

Available funds The point at which the beneficiary may utilise the proceeds of

the cheque.

Beneficiary bank The ICS participant that holds the payee’s account.

CASS Current Account Switching Service

Cheque and Credit The industry body that manages cheque clearing in

Clearing Company (C&CCC) England, Wales and Scotland.

Collecting bank The ICS participant where the cheque is deposited.

Credit in-clearing The processing of credits where the beneficiary bank is your

institution.

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ISN Item Sequence Number.

Kappa A cheque fraud detection system.

Lockbox A service provider that receives and prepares cheque

transaction sets for entry into the clearings.

Participant duties Obligations that all participants undertake to ensure that

(formerly bankers duties) cheques that are processed in the clearing are in order.

Paying bank The ICS participant on which the cheque is drawn (MSG13).

Payment Decision A Pay or No Pay response to be returned for every debit item

on day of presentation.

Payment response file A data file delivered to the beneficiary bank which details the

pay/no pay decisions made by the paying bank.

R&A Research and Adjustment (for resolution of clearing

differences).

Settlement Account (NOSTRO) An account held with Barclays for the settlement of ICS

credits and debits.

Settlement bank A bank that holds an account at the Bank of England which is

used for industry settlement.

Standard Barclays Format A flat file data format.

Third party provider A non-bank participant of the ICS.

XML Extensible Markup Language – mechanism to deliver

structured data in a text file.

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You can get this in Braille, large print or audio by calling 0800 400 100* (via Text Relay or Next Generation Text Relay if appropriate). Barclays also welcomes calls via SignVideo for BSL users. Visit barclays.co.uk/signvideo *Calls to 0800 numbers are free from UK land lines and personal mobiles, otherwise call charges may apply. Please check with your service provider. To maintain a quality service we may monitor or record phone calls. Lines are open 7 days a week, 7am to 11pm.

Barclays is a trading name of Barclays Bank PLC and its subsidiaries. Barclays Bank PLC is authorised by the Prudential Regulation Authority and regulated by the Financial Conduct Authority and the Prudential Regulation Authority (Financial Services Register No. 122702). Registered in England. Registered number is 1026167 with registered office at 1 Churchill Place, London E14 5HP.

Item Ref: 9915396. November 2017.

http://barclays.co.uk/signvideo