COL User Establishment Form
Reset form Westpac Banking Corporation ABN 33 007 457 141 Australian Financial Services Licence: 233714 Corporate Online User Establishment New / Amend User Complete one copy of this form for each User being established in Corporate Online. If a list doesn’t have enough space, complete a Corporate Online Form Annexure and attach it to this form Only applications, features, accounts, services, authority models and levels that have been nominated at the Organisation level can be nominated for this User 1. Organisation Details Full Name of Organisation: 1a. Establishing your Customer Number in Corporate Online Complete this section if you are an existing Westpac personal banking customer. Not available to New Zealand residents. If you have previously been identified at a Westpac branch please insert your customer number. 8-digit customer number: Your existing personal customer number will not give you access to your personal accounts via Corporate Online 1b. User Details Complete this section for all new Users. All fields are mandatory. Given Name(s): Surname: Title: Email Address: Business Phone: Mobile: Primary Office Name: (Corporate Online Primary Office used is for mailing & billing purposes) Please nominate the required session timeout period for this user in Corporate Online. Session timeout period - displayed in minutes 10 15 20 30 45 60 90 120 150 180 240 (default) Please nominate the times you want this User to be able to access Corporate Online. Nominated times are AEST. Hours of availability 24 hour, 7 day a week access Limited Access (If no times are selected standard times of 8am to 5pm will be given) Availability Monday to Friday (select times below) Monday Tuesday Thursday Friday Wednesday (select times below) Finish Time: N/A N/A 12:00am Nominated times must be on the half hour e.g. 8.30am to 5.00pm Start Time: 1d. Personal Information This information is used for security verification purposes by your Organisation’s Corporate Online Administrators and/or when you call the Corporate Helpdesk, for example when you request a password reset. Residential Address: Town/Suburb: Country: AUSTRALIA State: Postal code: Date of birth: Corporate Online User Establishment (May 2015) Page 1 of 11 2. Corporate Online Applications for this User Always complete this section. Choose the Applications you want to be available to this User in Corporate Online. Application ( tick) Description Instruction Administration Enables Administrators to act on behalf of the Organisation in respect of all Users and all Accounts, Receipt services, Payment services and Agency services nominated for access through Corporate Online. Complete sections 3, 12 and 14 Accounts Enables you to view and/or export balance and transaction details for all the accounts nominated, stop payment on cheques for applicable accounts and view and/or export monthly billing statements. Complete sections 4 and 12 or 13 Receipts Enables you to view and/or export receipt details for Inward Dishonours, Direct Entry Returns, RECall, EFTPoS and Commercial Card reporting if nominated. Complete sections 6 and 12 or 13 Payments Enables you to make domestic and international payments and BPAY® payments using a range of methods including creating a payment file within Corporate Online, by entering a payment transaction manually, using a template or importing a payment file. Complete sections7, 12 or 13 and 14 (if authoriser and company (if company holds New Zealand accounts section 14 must be completed) holds New Zealand accounts section 14 must be completed) Online FX Enables you to view FX deals as they happen, check, settle and authorise deals online, obtain live quotes, request live process and execute spot and forward deals. Complete sections 8 and 12 or 13 Deposits Enables you to obtain quotes for term deposits, open a term deposit and provide maturity instructions. Complete sections 9. and 12 or 13 3. Administrator User Profile Complete this section only if the User will act as an Administrator for the Organisation. Administrators may act as a Verifying Officer on behalf of the Organisation and are authorised to identify, add, amend or delete Users, assign accounts and services to Organisations, Offices and Users, reset passwords, lock and unlock Users, manage billing statements, enable tokens for authenticating Users along with amend an existing Daily Channel limit. Administrators must be employees of the Organisation or a Related Company. 3a. Administrator Authority Level Choose the authority level for this User relating to Administration tasks performed in your Organisation. (Select one only) Creator only (default) Primary authoriser only Secondary authoriser only Creator and primary authoriser Creator and secondary authoriser 3b. Administrator Role Choose the Administrator role for this User. (Select one only) Super Administrator Ability to manage all Offices and Users or create new Offices and Users within your Organisation Local Administrator Ability to manage existing Users or create new Users, and assign access within the assigned Offices (default) The Local Administrator manages the following Offices (list Office Names for this Administrator in table below): Corporate Online User Establishment (May 2015) Page 2 of 11 4. Accounts Complete this section if you selected the Accounts application above. 4a. Accounts Features and Authority Levels Choose the Accounts features you want to be available to this User and the corresponding authority level. Accounts Features ( tick) Description of Feature Transaction information Account and transaction data available at a glance Current Data update Real time access to transactions that have occurred on the current business day Account Statements Previous 12 months of account statements are stored electronically and are available for retrieval Voucher images Retrieve images of paper vouchers related to transactions where available Export and export schedule maintenance Account and transaction data available in a variety of exportable formats Amalgamate multiple data schedules into a single file for download Merge export files Manage stop cheques Request a stop payment to be placed on an un-presented cheque Authority Level (tick one) Not Applicable Not Applicable Creator only (default) Primary authoriser only Creator and primary authoriser View, print and export billing statements Access the previous 12 months of billing statements Not Applicable View and print account segmentation information 18 months of data for segmented accounts available at a glance Not Applicable Adjustments Initiate transactions to adjust balances between segments within an account’s segment layer Move transactions Reallocate a transaction from one segment to another segment within an account Split transactions Allocate a single transaction across multiple segments within an account Manage segment level segmentation set-up Maintain the rules for individual segments within an account Maintain the rules for accounts with segmentation Manage account level segmentation set-up Not Applicable Export account segmentation information 18 months of data for segmented accounts available in a variety of exportable formats Not Applicable Prepare segment accounts for export Request Westpac to prepare data in exportable format for download to an accounting software package Not Applicable 4b. Account Groups available to this User For each Office the User has access to, list the Account Group Names this User may access within that Office (alongside the Office Name). Office Name Account Group Name (indicate All or list individually by Office name) (indicate All or list individually by Group Name) Corporate Online User Establishment (May 2015) Page 3 of 11 5. Billing Statements Complete this section for Billing Statements to be loaded to Corporate online. Add Delete 6. Statement Ref Add Delete Statement Ref Receipts Complete this section if you selected the Receipts application above. 6a. Receipts Features Choose the Receipts features you want to be available to this User in Corporate Online. Receipts Features ( tick) Description of Feature View and print receipt information Balance and transaction information is available to view and/or print Retrieve images of paper vouchers related to transactions where available Voucher images Authorisation Model (tick one) Not Applicable Commercial Cards View and print Commercial Card information Not Applicable Export Balance and transaction information can be made available overnight to download to accounting software Not Applicable Amalgamate multiple data schedules into a single file for download Merge export files 6b. Receipt Services available to User List the Receipt services you want to be available to this User via Corporate Online. Office Name (indicate All for this Office or list specifically) Service ID (Please supply the relevant information for each service as show in columns to the right eg: AUPOS – BSB and Account No.) Corporate Online User Establishment (May 2015) AUDER AUICD AUPOS Direct Entry Return Reporting Inward Cheque Dishonours EFTPOS Reporting Specify a 6-digit Direct Entry ID + BSB & Account No. Specify the BSB & Account No Specify an 8digit Merchant ID + BSB & Account No. AURRP AUCCS RECall Remittance Processing Commercial Cards Specify a 6-digit RECall ID Specify a 6-digit RECall ID Page 4 of 11 7. Payments Complete this section if you selected the Payments application above. 7a. Payments Features and Authority Levels Choose the Payments features you want to be available to this User in Corporate Online and the corresponding authority level. Payment Features ( tick) Description of Feature Transfer Move funds between multiple Westpac accounts of the same currency held by the Organisation Move funds from your AUD accounts with Westpac to your Commercial Cards with Westpac Commercial Cards Authority Level (tick one) BPAY® Initiate bill payments to BPAY® billers and manage biller details Existing beneficiary payments Initiate payment to third parties using previously saved beneficiary details including tax payments New beneficiary payments Initiate payments to third parties not previously saved as beneficiaries Manage beneficiary details Save and store the payment details for third parties you frequently pay Cross-currency payments (all available currencies) Initiate payments in different currency than that of your OR Select allowable currencies below AED ARS AUD BDT BND BRL CAD CHF CLP CNH CNY DKK EUR FJD GBP GRD HKD IDR ‘from’ account INR JPY KRW LKR MYR NOK NZD PGK PHP PKR SAR SBD SEK SGD THB TOP TWD USD Manage templates Save and store payment details of groups or third parties you frequently pay using payment files Import payment files Process payment files you have generated using your own accounting systems Create payment files with templates Generate payment files using your previously saved file templates Create payment files without templates Generate payment files to third parties not already saved as file templates Extendable cut-offs Creator only (default) Primary authoriser only Secondary authoriser only Creator and primary authoriser Creator and secondary authoriser Note: If any authoriser authority level is selected above and the company holds New Zealand accounts section 14 MUST be completed. VND VUV WST XPF ZAR The authority level selected below will apply to all the features selected on the left. Allow authorisers to request that Westpac accept a payment or file after the standard cut-off time 7b. Payments Authorisation Limits Complete this section if you have nominated this User to be an authoriser for Payments above. The amounts nominated below must be in line with the Daily Channel limit nominated at the Organisation level Payment daily limit: Payment transaction limit: File daily limit: File individual transaction limit: $ The maximum this User will be allowed to authorise for any calendar day relating to BPAY® payments, beneficiary and/or tax payments. Future dated payments are taken into account on the day they are authorised not the value date of the payment $ The maximum this User will be allowed to authorise for any single transaction for BPAY®, beneficiary and tax payments $ The maximum this User will be allowed to authorise for any calendar day relating to payment files (both imported and created) $ The maximum this User will be allowed to authorise for any single transaction within a file (both imported and created) Corporate Online User Establishment (May 2015) Page 5 of 11 7c. Payment Accounts available to User List the Payment accounts you want to be available to this User along with the name of the Office you want the User to access the account through. BSB and Account number (s) Office Name (s) (indicate All or list individually by account number) (indicate All or list individually by Office name) 7d. Trade Finance Agreement for Payments Complete this section if you selected the Payments application above. Do you want this User to access the Organisation’s Trade Finance facility to fund Payments? Yes No If yes, list the Office Name you want the User to access the facility from 7e. Payment Services available to User List the payment service ID(s) and service type you want to make available to this User along with the name of the Office you want the User to access the service through. Office Name Service ID* (List specifically) (Please supply the relevant information for each service eg: AUDES six digit Direct Entry ID No.) 8. AUDES AUPPS AUCCP Australia Direct Entry Services Australia Payment Processing Service Australian Commercial Cards Online FX Complete this section if you selected the Online FX application above. 8a. Online FX Features and Authority Levels Choose the Online FX features you want to be available to this User in Corporate Online. Online FX Features ( tick) Description of Feature Deal outright Request the purchase or sale of a currency for delivery on a selected date Extend deals Extend the value of a deal (or part of a deal) beyond its current date Pre-deliver deals Bring forward the value date of a deal (or part of a deal) to before its current date Confirm deals View and confirm the status of any deals you have already executed Corporate Online User Establishment (May 2015) Authority Level (tick one) Not Applicable Page 6 of 11 9. Deposits Complete this section if you selected the Term Deposit application in above. 9a. Deposit Features and Authority Levels Choose the Term Deposit features you want to be available to this User in Corporate Online and the corresponding authority level. Accounts Features ( tick) Description of Feature Get quotes for Term Deposits Request a new interest rate quote for a term deposit. Manage Term Deposits Open, provide maturity instructions and terminate a term deposit. Disburse principal to other Bank at maturity Authority Level (tick one) Not Applicable Creator only (default) Primary authoriser only Creator and primary authoriser Allow the principal of a maturing term deposit to be disbursed to an account at another Bank. Not Applicable Not Applicable View and Print Evergreen / Notice Saver View and print Notices of Withdrawal Manage Evergreen / Notice Saver Create or cancel Notices of Withdrawal As Above Authority Level for Manage Term Deposits 9b. Term Deposit Authorisation Limits Complete this section if you have nominated this User to disburse the principal for Term Deposits above. Principal disbursement daily limit: Principal disbursement transaction limit: $ The maximum this User will be allowed to authorise for any calendar day relating to the disbursement of the Term Deposit principal to another Bank. $ The maximum this User will be allowed to authorise for any single transaction relating to the disbursement of Term Deposit principal to another Bank. 10. Nominate Administrator to receive token Always complete this section. Please nominate the name of the Administrator to receive the token (if applicable) for this User. * Full Name of Nominated Administrator: If the User being created requires a token to access applications within Corporate Online, the nominated Administrator will receive this token and associated paperwork. 11. Authorisation and Acknowledgement Administrator/User Privacy Statement Always complete this section Administrators/Users are to read and sign this section Administrator/User Privacy Statement Personal information We collect personal information from you to process your application, provide you with your product or service, and manage your product or service. We may also use your information to comply with legislative or regulatory requirements in any jurisdiction, prevent fraud, crime or other activity that may cause harm in relation to our products or services and help us run our business. If you do not provide all the information we request, we may need to reject this application. We may disclose your personal information to other members of the Westpac Group, anyone we engage to do something on our behalf, and other organisations that assist us with our business. We may disclose your personal information to an entity which is located outside Australia. Details of the countries where the overseas recipients are likely to be located are in our privacy policy. As a provider of financial services, we have obligations to disclose some personal information to government agencies and regulators in Australia, and in some cases offshore. We are not able to ensure that foreign government agencies or regulators will comply with Australian privacy laws, although they may have their own privacy laws. By using our products or services, you consent to these disclosures. We are required or authorised to collect personal information from you by certain laws. Details of these laws are in our privacy policy. Our privacy policy is available at westpac.com.au or by calling 132 032. It covers: how you can access the personal information we hold about you and ask for it to be corrected; how you may complain about a breach of the Australian Privacy Principles or a registered privacy code and how we will deal with your complaint; Corporate Online User Establishment (May 2015) Page 7 of 11 how we collect, hold, use and disclose your personal information in more detail. We will update our privacy policy from time to time. We will use or disclose your personal information to contact you or send you information about other products and services offered by the Westpac Group or its preferred suppliers. Please call 132 032 or visit any of our branches if you do not wish to receive marketing communications from us. The personal information we have collected on these forms will be used to register you as an Administrator/User of Corporate online. It may be disclosed to your organisation’s Corporate online administrators, to subsidiaries of the Westpac Group, to service providers who do things on our behalf (e.g. mailing house), or to other third parties where it is required or allowed by law or where you have otherwise consented. You can access the personal information we have collected, if we have retained it, by calling the Corporate Helpdesk on 1300 134 291. OTHER ACKNOWLEDGMENTS AND CONSENTS We may confirm the details of the information provided in this application which includes contacting your employer. Where you have provided information about another individual, you must make them aware of that fact and the contents of the Privacy Statement. DEFINITIONS "We", "our", "us" means Westpac Banking Corporation ABN 33 007 457 141. "Westpac Group" means Westpac Banking Corporation and its related bodies corporate. Given Name: Signature: Surname: Date: sign the paper copy date the paper copy 12. Administrator Authorisation Complete this section if this User will act as an Administrator for your Organisation. Authority must be received by the Organisations Executive Officers to enable this User to undertake this responsibility. This section must also be completed if an Administrator is being downgraded to a User and as such this User will no longer act as an Administrator for this Organisation. Executive Officers of this Organisation are to read and sign this section We nominate and authorise the individual nominated as an Administrator and whose signature appears on Page 8, to be an Administrator/Verifying Officer on behalf of the Organisation in respect of all Users and all Accounts, Receipt services, Import services and Agency services nominated for access through Corporate Online. We authorise the Administrator to: Identify, add, amend or delete Users; Add, amend or delete Offices; Nominate billing accounts for new Offices; Add and assign accounts and services; Amend the existing daily channel limit for the Organisation; Enable tokens for Authenticating Users; Amend account access (via Accounts and/or Payments); Manage billing statements (via Accounts); Reset passwords, lock and unlock Users. We have been advised of the Bank’s Verifying Officer Criteria and we certify that the Organisation is eligible under those criteria to nominate Administrators/ Verifying Officers for the purpose of authorising Users. We undertake to advise you as soon as practicable should the authorisation/nomination of the Administrator/Verifying Officer be revoked or the individual cease to be an employee, agent or contractor of the Organisation. Where we have indicated on page 1 to downgrade an Administrator to a User, we acknowledge that by signing the below section the functions of an Administrator listed above will no longer be available to this User. Where a preferred option is required to be selected and a selection has not been made, we accept the stated default setting on this form as our chosen option. We undertake to ensure that the Administrator will inform each User of the Privacy Statement located in Section 11. By a legally constituted meeting of the Organisation or Directors of the company as the case may be, authority was given to the person named to act in terms of the nomination. All Super and Local Administrators need to be Westpac identified before they can be established on Corporate Online. Before sending this form to Westpac please ensure that the User has been identified by Westpac. Please contact your Westpac Representative should you require further information on the identification process. Signed for and on behalf of the Organisation Executive Officer # 1 Executive Officer # 2 Duly authorised signatory (e.g. Director, Trustee, Partner) (Director, Partner, Trustee, Company Secretary) Name: Name: Position: Position: Signature: Date sign the paper copy date the paper copy Corporate Online User Establishment (May 2015) Signature: Date sign the paper copy date the paper copy Page 8 of 11 13. User Authorisation Complete this section if this User will not act as an Administrator for your Organisation. Authority must be received by the Organisations Administrators to enable this User access to Corporate Online as nominated on this form. Authorised Administrators for this Organisation are to read and sign this section I/We certify that I/we are satisfied that the individual nominated as a User and whose signature appears on Page 8 is authorised by the Organisation to access the Corporate Online applications selected above in respect of Accounts, Receipt and Import services (if applicable) indicated on this form. I/We undertake to advise you as soon as practicable should the nomination of this User be revoked or the individual ceases to be an employee of the Organisation. Administrator # 1 Administrator # 2 Verifying Officer (i.e. the person(s) nominated by your Organisation to identify Users of Corporate Online) If required by your Organisation Name: Name: Position: Position: Signature: Date sign the paper copy date the paper copy Corporate Online User Establishment (May 2015) Signature: Date sign the paper copy date the paper copy Page 9 of 11 14. User Identification Requirements If the organisation holds New Zealand Accounts all Administrators and Payment Authorisers must be identified as per New Zealand AML requirements as per the below. New Zealand Certified Copy Certificate - Corporate Online Customer Identification Documents (To be completed for all Australian and Pacific Corporate Online (COL) users who are having New Zealand domiciled accounts assigned.) This form is to be used by an employee of Westpac Banking Corporation to certify the identity of an individual for the purposes of transacting on New Zealand domiciled accounts via Corporate Online. If the individual is unable to meet with a Westpac employee they can get a copy of their relevant identification document/s certified by a Trusted Referee, for details refer to: www.westpac.co.nz/AML Part A: Applicant Details Given names Title (Mr/Mrs etc) Surname Date of birth Residential Address: Town/Suburb: State: Country: AUSTRALIA Postal code: Full Name of Organisation Relationship to Customer (Job role) Signature of applicant (to be signed in the presence of the certifier or Trusted Referee) sign the paper copy in front of certifier The personal information collected on this form and copies of relevant supporting documentation, will be held by Westpac Banking Corporation ABN 33 007 457 141 (“Westpac”) and made available to Westpac New Zealand Limited. The relevant privacy policies are available at www.westpac.co.nz/wib (Westpac New Zealand) and www.westpac.com.au/privacy/ (Westpac). Part B: Details of the identification document to be certified (by Westpac or Trusted Referee) One identification document from the table below must be copied and certified. Certify the first page of the identification document copy with "Original sighted" followed by the certifier's name, title, signature, the date and place of signing. Initial any subsequent pages. The identification document must be current unless specified otherwise. If any identification document is written in a language other than English, it must be accompanied by an English translation prepared by an accredited translator. Identification documents – please tick () which document has been certified. Document Australian licence/permit (can either be a driver licence, learner permit, boat licence or taxi licence)* Australian passport (can either be current or expired within the last 2 years but must not be cancelled, defaced or mutilated)* Foreign passport issued by a foreign government, the United Nations or an agency of the United Nations (must not be cancelled, defaced or mutilated)* Foreign travel document issued by a foreign government, the United Nations or an agency of the United Nations (must not be cancelled, defaced or mutilated)* Birth card issued by an Australian State/Territory Registrar of Births, Deaths and Marriages Certified 18+ Proof of age card issued by an Australian State or Territory (includes NSW RTA Photo card)* National identity card issued by a foreign government, the United Nations or an agency of the United Nations* * Must contain a photograph and signature. Other types of identification acceptable under Westpac’s ID&V standard will need to be escalated to Westpac New Zealand Limited for approval under its AML Exceptions process. Corporate Online User Establishment (May 2015) Page 10 of 11 Checklist for Certifier (must be completed by the certifier i.e. Employee of Westpac Banking Corporation or Trusted Referee) Please review each item and tick () to confirm completion. All parts of this form have been completed. Identification document has been certified as ’Original sighted’. The identification document certified contains the applicant’s full name and date of birth. This form was signed by the applicant in your presence. The certified copy is attached to this form. Part C: Certifier/Trusted Referee Details Note: The certifier must be an employee of Westpac Banking Corporation or a Trusted Referee (as defined under the NZ AML/CFT and as set out on www.westpac.co.nz/AML). Certifier full name Position Business area Business fax number Business address (not a PO Box) Business phone number Email address Signature of Certifier I am an employee of Westpac Banking Corporation or a Trusted Referee. I have examined the originals of all the identification documents which are set out in Part B of this form. The document copy of the attached identification document is a true and correct copy of the original document examined by me. The applicant signed this form in my presence. If User is not a Westpac customer an 8 digit customer number must be created with a valid IDV number and supplied below. Date The following is Mandatory and MUST be completed by employees of the Westpac Banking Corporation Applicant 8 digit customer number Applicant Customer IDV Number (if applicable) Scan and email this form and verified copy of the identification document to ‘COL NZ Helpdesk’ NZ Bank Use Only Note: Must be completed by an employee of Westpac New Zealand Limited. Bank officer’s name Salary number Department Signature Date Related Party NZ CRS number Next steps: 1. 2. Load the individual as a Related Party to the organisation in Part A. Write the CRS Number on the certified copy of the identification document(s) and this form and send via internal bag to ‘Transaction Operations’. Corporate Online User Establishment (May 2015) Page 11 of 11
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