w ire & internal transfers - mufg union bank · pdf filew ire & internal transfers r e...

Transfer funds easily and securely.

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Wire & Internal Transfers U S E R G U I D E

Table of contents

Transfers 4

Creating and submitting wire transfers 4

Creating a single free-form wire transfer 5

Creating a batch of free-form wires 6

Wire Import 8

Creating wire transfers using wire import 8

Exceptions 13

Deleting a file that has been imported, but not submitted 13

Duplicate transactions 13

File templates 16

Transfers 17

International wire transfers 17

Creating a single free-form international wire transfer 17

Foreign exchange rates and contract rates 18

Foreign currency wire transfers 18

Sending wire transfers using IBAN 19

Using intermediary banks 20

International fees 20

Dodd-Frank Wires 20

Creating a wire transfer using templates 21

Intra-Bank transfers 22

Intra-Company Transfers 23

Creating an Intra-Company Transfer 23

International request for transfers 24

International wire transfers 24

Creating a single free-form international request for transfer 24

Transfers 25

Drawdown wire transfers 25

Creating a drawdown wire from a template 25

Creating a drawdown template 25

Comprehensive field definitions 27

Template maintenance 29

Creating a template from a blank form 29

Creating a template from a transfer 32

Copy another template 34

Search for templates 37

Setting up template approvers 39

Running template reports 39

Searching 41

Searching for beneficiary or intermediary bank name or ID 41

Approving wire transfers 42

Pending Items 43

Approving one or more wires at a time 44

To approve with review 44

To approve without review 45

Editing or deleting transfers in Pending Approval queue 45

Edit a single transfer 45

Edit Multiple Transfers 45

To delete with review 46

To delete without review 46

Wire transfer status 47

Setting notifications and alerts for wire transfers pending approval 47

Cutoff times 48

Transfer reports 49

Creating transfer reports or searching for transfers 49

Summary or detailed transfer reports 49

Exporting transfer reports 51

Searching for a transfer 51

User Administration 52

Creating a new user 52

Assigning wire creation entitlements 52

Signing up for alerts and notifications 53

User-controlled preferences 54

Viewing accounts in different order or nicknaming 54

Renaming accounts 54

Suppressing empty fields to reduce scrolling 54

Update Dodd-Frank disclosure (FI clients only) 55

Transfers

Creating and submitting wire transfers

Create a single or a batch of domestic and/or international wire transfers quickly and easily.• With the Create a Single Transfer function, you can create and submit one wire transfer

at a time.• When using the Create a Batch of Transfers function, you can create up to 25 wire transfers

and submit the entire batch at once.

NOTE: A batch can contain both free-form and template-based transfers of any type—including U.S. dollar and foreign currency international wires.

Select either Create a Single Transfer or Create a Batch of Transfers. Next, determine whether you will be creating free-form wire transfers or using existing templates.

Wire & Internal Transfers User Guide 4

Creating a single free-form wire transfer Click Create a Single Transfer tab.

Select Domestic Wire from the Type drop-down menu. If using a Template go to Select Template (see Template Maintenance section).

Select a Debit Account from the drop-down menu.

Enter data for each of the data fields listed (see Comprehensive field definitions for an explanation of each field).

Click Review Transfer to review or Submit Transfer to submit the transfer for processing.

• If secondary approval is not required, you will be presented with the token challenge screen.

• Enter your security token passcode and click Submit. • If a secondary approval is required for the transfers, they will be sent to the approver

(see Approving Wire Transfers for details on Security Token Passcode).

The Transfer Creation Confirmed screen displays the transfer status.

NOTE: The transfer is added to the Pending Items list, if approval is required.

Click Print to print the confirmation.


Creating a batch of free-form wires Click Create a Batch of Transfers. A transfer entry screen with a Transfer Batch window

displays. NOTE: Batch transfers that have not been submitted are listed in the Transfer Batch window to the right of the data entry fields.

Select Domestic Wire from the Type drop-down menu. If using a template, go to Creating a wire transfer using templates.


Enter data for each of the data fields listed (see Comprehensive Field Definitions for an explanation of each field).

Click Add this Transfer to Batch. The wire transfer will be added to the Transfer Batch window to the right of the data entry fields.

Repeat steps 2–5 until all wire transfers have been added to your batch. NOTE: Batch transfers not submitted by their send date are retained for 5 business days. This retention period may differ by company.


Click Review Transfer to review or click Submit Transfer to submit transfer for processing. If secondary approval is not required, you will be presented with the token challenge screen. Enter your security token passcode and click Submit.

NOTE: Your batch can contain some wire transfers that require secondary approval and some that do not. For wire transfers that require secondary approval, those transfers will be sent to the approver and displayed in the Pending Items list (see Approving Wire Transfers for details on Security Token Passcode).

The Transfer Creation Confirmed page displays the transfer status.

Select a print option for transfer confirmations from drop-down menu on the Transfer Creation Confirmed page:

• Select Print Transfers (one per page) to print each confirmation on its own page.• Select Print Transfers with Details (continuous) to print multiple confirmations on a page.


Wire Import

Creating wire transfers using wire import

Click Import Transfer File tab.

To create a Wire Import file, click on the link called “View Sample File Templates in CSV Format.” You can then select the default file template or create and download a customized file template for wire import. For an explanation of each field, see the Field Definition section.

Once the file is created, click the Browse button and choose your file to upload (see below for an example).

NOTE: Files must be uploaded by 2:45 p.m. PT on business days, except for book transfers which must be uploaded by 3:30 p.m. PT on business days. Future-dated wires must be uploaded by 11:30 p.m. PT on the day prior to the send date of the wires.

Select the name of the import file template that you are using. If you are not using a customized file template, choose Default Template.

Enter the number of transfers into the Number of Items field.


Click Import File. Any discrepancies such as an incorrect total, invalid transfer data, duplication of a file or an item will be displayed. Examples of discrepancies are noted in the Exceptions section.

Select the import file from your computer and click Open.


Click View Files Pending Submission to review, edit or submit the file(s) for approval. If you have additional files to upload, click Import Another Transfer File.

Click on the file link to review the contents of the file and to edit transfer information as needed. If there is more than one file to process, each file will have to be reviewed and submitted separately.

The file can also be deleted at this point. See the Exceptions section for deletes.


Review the details of a specific transfer within the file by checking the box next to the wire(s), or you view details on all transfers by selecting the ”Check All” box and then clicking the Review Selected.

Click Return to Imported Files to return to the Imported Transfer Files Pending Submission page. NOTE: Your file will not be submitted for approval until you click the Submit File for Approval.

To submit the file for approval, click Submit File for Approval.

NOTE: Files must be submitted for approval by 2:55 p.m. PT on business days, except for book transfers which must be submitted for approval by 3:45 p.m. PT on business days. Future-dated wires must be submitted for approval by 11:45 p.m. PT on the day prior to the send date of the wires.

Details of transfer information will display as:


Enter your security token passcode to submit the file. If additional approvals are required, the file submission request will be added to the Pending Items queue for the designated approver.

Click Submit.

Once the file has been successfully transmitted the Imported Transfer Files Submitted for Approval – Confirmation screen will display. If the file submission requires additional approvals, the number and total amount in the Imported Files Approved fields will show zero.

NOTE: The number of wires approved and the number of imported wires submitted for additional approval will be displayed with their respective wire totals.


Exceptions

Deleting a file that has been imported, but not submitted On the Imported Transfer Files Pending Submission page, click the Delete link to the right of

each file.

Confirm the request by selecting Yes to proceed with the delete or No to cancel the request.

Duplicate transactions If a duplicate(s) transfer is detected, an alert screen will display listing the duplicates. To

delete, click the Delete this transfer box next to each item or click the Select all box at the top of the screen.

Click Confirm.

Confirm the request by selecting Yes to proceed with the delete or No to cancel the request.


Field definitions

Field Name Full Field Name Example Mandatory Field Field Comments

Type Type Fed

Int

Book

IRT

Mandatory Field Choices: Fed

Int

Book

IRT

TempID Template ID FedTempl1 Mandatory Field Supports leading zeros

Alphanumeric, supports leading zeros

Debit Account 3050116009 Mandatory Field Numeric, supports leading zeros

Amt Amount 555.55 Mandatory Field Numeric, supports digits after decimal

AmtType Amount Type Credit Optional for all wire types Choice of “Debit,” “Credit” or blank (defaults to “Credit”)

CrdCurr Credit Currency EUR Optional for all wire types 3-character currency code for non-USD international wires

SendDate Send Date 12/22/2009 Mandatory Field mm/dd/yyyy date format

ValueDate Value Date 12/22/2009 Required for International wires and IRTs only; optional for other wire types

mm/dd/yyyy date format

Contract# Contract Number 123456 Optional for all wire types FX contract number for int’l wires in foreign currency debiting a USD account

FXDealRef FX Deal Reference 5648765 Optional for all wire types Alphanumeric and special characters

Instructions Code Instructions Code RTGS Required for IRTs only; optional for other wire types

Choice of “CMSW,” “CMTO,” “RTGS,” “CMZB,” “OTHR,” “PHON,” or “URGP.” “RTGS” is recommended.

Instructions Details Instructions Details Real Time Settlement Optional for all wire types Alphanumeric and special characters

BeneBankID Beneficiary Bank Swift/ ABA Number

Fed: 111101681

Int: TOSRGB21

Book: N/A

Mandatory Field Alphanumeric, show leading zeros

Alphanumeric, supports leading zeros

Beneficiary Account # 123456789 Mandatory Field Numeric, supports leading zeros

BeneName Beneficiary Account Name Bob’s Account Mandatory Field Alphanumeric and special characters

BeneAdd1

BeneAdd2

BeneAdd3

Beneficiary Address (All) 123 Any St. Suite 100 San Diego, CA 92115

Optional for all wire types Alphanumeric and special characters

BeneRef Beneficiary Reference PO12345 Optional for all wire types Alphanumeric and special characters

CustomerRef Customer Reference MT101 Request Required for IRTs only; optional for other wire types

Alphanumeric and special characters

OBI1

OBI2

OBI3

OBI4

Originator to Beneficiary Information (All Four)

Invoice # 1623534 Optional for all wire types Alphanumeric and special characters

(continued)


Field Name Full Field Name Example Mandatory Field Field Comments

PmtDetails Payment Details 1234-139A Required for International, Domestic and Book Transfers; optional for IRTs

140 Alphanumeric and special characters

RegRptg1

RegRptg2

RegRptg3

Regulatory Reporting (All Three)

BENEFRES USA Optional for all wire types Alphanumeric and special characters

OrigDrAcct# Originating Debit Account # 123456789 Originator info for FI clients (Travel rule)

Numeric, supports leading zeros

OrigName Originator Name Robert Originator info for FI clients (Travel rule)


OrigAdd1

OrigAdd2

OrigAdd3

Originator Address (All) 101 Elm St Suite 100 San Diego, CA 92108

OrigAdd1 and OrigAdd3 Originator info for FI clients (Travel rule)

OrigAdd2 Optional for all wire types


IntlFees International Fees Shared Required for International wires and IRTs only; optional for other wire types

Choice of: “Shared,” “Ours,” or “Beneficiary.”

InterBank# Intermediary Bank Number 111000012 Optional for all wire types Numeric, supports leading zeros

InterBankName Intermediary Bank Name Union Bank Optional for all wire types Alphanumeric and special characters

InterMedAdd1

InterMedAdd2

InterMedAdd2

Intermediary Bank Address (All)

100 Elm St. Suite 2000 San Diego, CA USA

Optional for all wire types Alphanumeric and special characters


File templates

Import file templates can be created at any time via the File Template sub-tab. You can download the default file template which supports domestic, international USD and book transfers or create a custom file template. Custom file templates in CSV format can be tailored to support the specific wire types and fields that you use. You can exclude optional fields which are not used.

Click Create New File Template if you wish to create a new import file template.


Transfers

International wire transfers

You can create wire transfers in U.S. dollars or a foreign currency.

Creating a single free-form international wire transfer Click Create Transfer tab to display the Create a Single Transfer entry screen.

Select International Wire from the Type drop-down menu.


Select the checkbox entitled Transfer is for personal, family or household purposes if applicable. This will result in additional fields described in the section for Dodd-Frank Wires.

Select an Amount Type and enter the Amount.

Select Currency from the drop-down menu.

Select and enter a Send Date.

Select and enter a Value Date.

If you are sending a wire transfer in foreign currency, enter the foreign exchange Contract Number with Union Bank and click Get Rate to obtain the contract rate for that currency. If you do not have an existing contract, leave the Contract Number field blank and click Get Rate to obtain a real-time foreign exchange rate from Union Bank. NOTE: If you accept the rate, you enter into a binding contract with Union Bank and a contract number will be provided.

Enter SWIFT Code or Beneficiary Bank details.

Enter the Beneficiary Account Number and Account Name.

Enter Address (optional).

Complete the Beneficiary Reference section.

Enter Payment Details (optional).

Select your method to apply fees from the International Fees drop-down menu. You can choose Shared, Ours, or Beneficiary.

If there is a Intermediary Bank, click Intermediary Bank and enter the information for the bank.

Click Review Transfer to review or click Submit Transfer to submit the transfer for processing. If secondary approval is not required, you will be presented with the token challenge screen. Enter your security token passcode and click Submit. If a secondary approval is required for the transfers, they will be sent to the approver. (See Approving Wire Transfers for details on Security Token Passcode.)

The Transfer Creation Confirmed screen displays the transfer status. NOTE: The transfer is added to the Pending Items list, if approval is required.



Foreign exchange rates and contract ratesTo obtain a real-time rate quote:

Click Get Rate. A time-sensitive rate displays in the Exchange Rate Information window.

Click Accept Rate. Accepting the rate enters your company into a legally binding Foreign Exchange contract with Union Bank. Once accepted, the rate and affected data cannot be changed.

The rate, contract number, and calculated debit amount display on your transfer entry screen.

To use an existing contract rate:

Enter the Contract Number.

Click on Get Rate. The contract rate and calculated debit amount will be displayed.

NOTE: The default Value Date shown is based on the selected Send Date and Currency. Changes to this date must adhere to rules associated with both the currency and selected account. For example, the earliest Value Date for many currencies is 2 business days after the Send Date. Additional consideration is given to international holidays for the selected currency.

Foreign currency wire transfersA foreign currency wire transfer follows many of the same rules as a domestic wire transfers for future dating with additional consideration given to international holidays. The Union Bank Wire & Internal Transfer system has a built-in holiday schedule to ensure that the permitted value dates are valid.

Certain foreign currencies have special processing rules associated with them. If this is the case, you can click the View Rules link to see processing rules and requirements specific to the foreign currency.


Sending wire transfers using IBANThe International Bank Account Number (IBAN) is typically used for payments going to any of the countries that use the Euro as their main currency. If you have a beneficiary in any of these countries, they must provide the IBAN so the international wire transfer will be processed correctly.

The IBAN is entered in the Account Number field. The View IBAN formats link will show you the IBAN format for each of the Euro Zone countries. NOTE: You should not try to reconstruct the IBAN based on the BIC code and the account number. Only your beneficiary can provide you with their correct IBAN number.


Using intermediary banksUnion Bank will choose the intermediary bank to deliver international wire payments. In some cases, your beneficiary will provide the specific intermediary bank to use for payments. NOTE: Union Bank may choose to route the wire transfer through an alternate intermediary bank to expedite processing or if the instructions provided are not correct.

To enter information for an intermediary bank:

Click Intermediary Bank to display entry fields.

Select the Type from the drop-down menu. • Text: For free-form input of Bank Name and Address fields only • ABA: For a domestic bank selection • SWIFT: For a foreign bank selection

Enter Bank Name and Address (text type) or search for a bank (ABA/SWIFT type).

International feesInternational fees (also known as commission charges) are common in many international wires. These are fees charged by intermediary banks to process a wire transfer through their bank. These charges vary and can range from $10 to $45 per bank per transaction.

Select a fee type to define which party in the transaction will pay the international fees and other bank charges incurred for each transfer. Choose from the following fee type options:• Shared: The charges are shared between the beneficiary and the sender.• Ours (Additional fees will be incurred): The sender pays all charges. NOTE: If you select this option, additional fees will be charged to your account.• Beneficiary: Beneficiary pays all charges.

Dodd-Frank WiresInternational remittance transfers that are sent for personal, family or household purposes are governed by the Dodd-Frank regulations. These transfers will require the following additional fields to be completed during wire creation:

• Sender Name is required• Beneficiary Name is required• Fees and Taxes are required. Select Get Fees and Taxes to populate this section.• International Fees are fixed to Ours


Creating a wire transfer using templates Click Create a Single Transfer tab.

Click Select Template link to display the Template Search screen.

In the Template Search screen, enter information into one or more of the listed search criteria: • Template ID: Enter all or a portion of the template ID name or leave blank for All. • Type: Select transfer type or All. • Account: Select single account or All. • Created by: Select template creator—Me (User) or All.

NOTE: Leave search criteria fields at the default settings to view a full list of available templates.

Click Search. Click template row from the search results list.

Click the selected template.

Enter the required data, if any (see Comprehensive field definitions for an explanation of each field).


Click Review Transfer to review before submitting or click Submit Transfer.

If no approval is required or if you are entering information for a real-time intra-company transfer, enter your security token passcode when prompted and click Submit.

The Transfer Creation Confirmed screen displays the transfer status. NOTE: The transfer is added to the Pending Items list if secondary approval is required.


Intra-Bank transfersIf the beneficiary is located at Union Bank, you can send an Intra-Bank (Book) transfer. Book transfers are settled on a real-time basis.

Click Create a Single Transfer tab to display the Create a Single Transfer screen.

Select Intra-Bank (Book) from the Type drop-down menu. If using a Template go to Creating a wire transfer using templates.

NOTE: Book Transfers do not require beneficiary bank details.


Intra-Company Transfers

Intra-company transfers are transfers between your Union Bank accounts. Intra-company transfers settle on a real-time basis and require a security token to complete.

Creating an Intra-Company Transfer

Click Create a Single Transfer tab to display the Create a Single Transfer screen.

Select Intra-Company from the Type drop-down menu. If using a template go to Creating a wire transfer using templates.


International request for transfers

International wire transfers

You can create international requests for transfer in U.S. dollars or a foreign currency.

Creating a single free-form international request for transfer Click Create Transfer tab to display the Create a Single Transfer entry screen.

Select International Request for Transfer from the Type drop-down menu.


Enter Amount.

Select and enter a Send Date.

If you are sending an International Request for Transfer in foreign currency, you can enter the Foreign Exchange Deal Reference if applicable.

Select a Code from the drop down for Instructions field and enter details if applicable. Real Time Gross Settlement (RTGS) is the recommended code. Select URGP for time-sensitive payments.

Enter SWIFT Code or Beneficiary Bank details.

Enter the Beneficiary Account Number and Account Name.

Enter Address (optional).

Complete the Beneficiary Reference section if applicable.

Enter relevant Customer Reference information.

Enter Originator to Beneficiary information if applicable.

Select your method to apply fees from the International Fees drop-down menu. You can choose Shared, Ours, or Beneficiary.

Enter any Regulatory Reporting if applicable.

If there is an Intermediary Bank, click Intermediary Bank and enter the information for the bank.

Click Review Transfer to review or click Submit Transfer to submit the transfer for processing. If secondary approval is not required, you will be presented with the token challenge screen. Enter your security token passcode and click Submit. If a secondary approval is required for the transfers, they will be sent to the approver (see Approving Wire Transfers for details on Security Token Passcode).

The Transfer Creation Confirmed screen displays the transfer status.

NOTE: The transfer is added to the Pending Items list, if approval is required.



Transfers

Drawdown wire transfers

Drawdown wire transfers are domestic payment requests from an account held at another U.S. financial institution capable of receiving a wire transfer. Drawdown requests have a special setup and procedure. Before initiating a drawdown request through Wire & Internal Transfers, please contact your account manager to ensure that you are set up to initiate a drawdown wire transfer request.

Drawdown wire transfers can only be initiated using a template (see Creating a wire transfer using templates). Free-form drawdown wire transfer requests are not available.

Creating a drawdown wire from a template Click Create Transfer tab to display the Create a Single

Transfer screen.

Click Select Template link. (See Creating a Wire Transfer Using Templates page to continue creating the Drawdown wire from a Template.)

Creating a drawdown template Click Templates link at the upper right hand corner of

the screen.

Click Create Template to display the entry screen.

Select transfer Type from the drop-down list.

Enter a unique identifier in the Template ID field.

Enter a Template Name (optional).

Select the Debit Account (or the Credit Account for a Drawdown Wire).

Select one of the options in the Amount section: • Allow any amount up to: Set a maximum amount

allowed when the transfer is created. • Always use this amount: Enter a fixed amount.


Enter information into data fields in the Debit (Drawdown) Bank section including: ABA, bank name, address, city, state and country. NOTE: Bank information in drawdown wire transfer templates is mandatory and cannot be changed.

Complete the Debit (Drawdown) Party section by entering Account Number and Account Name.

Select one of the options in the Payment Details section: • Always use the above text: Enter fixed text. NOTE: Click

the Allow text to be added to above (optional at entry) checkbox, if additional text is required when transfer is created (combined text not to exceed 140 characters).

• Leave blank (all text will be optional at entry): Payment details can be entered when the transfer is created.

• Disable (field will not appear on transfer): No payment details are included when the transfer is created.

Enter the Number of Approvers (required).

Click Review Template to review before submitting or Submit Template.

The Template Creation Confirmed screen displays after successful validation.

NOTE: The template is added to the Pending Items list.


Comprehensive field definitions

Template and transfer data field definitions are listed in the order they appear on the entry screens. All fields are required unless noted otherwise.

(continued)


Template maintenance

Creating a template from a blank form

Click Templates link at the upper right hand corner of the screen.

Click Create Template to display the entry screen.

Select transfer Type from the drop-down list.



Select the Debit Account (or the Credit Account for a Drawdown Wire).

Select one of the options in the Amount section: • Allow any amount up to: Set a maximum amount

allowed when the transfer is created. • Always use this amount: Enter a fixed amount.

Select the Credit Currency, if other than U.S. dollars (International Wires only).

Select one option from the Beneficiary Bank section: • Always use: Enter fixed bank data. NOTE: Drawdown

Wire templates require fixed bank information. • Leave blank (will be required at entry): Bank

information will be required when the transfer is created.


Select one option from the Beneficiary section: • Always use: Enter fixed beneficiary information.• Leave blank (will be required at entry): Beneficiary

information will be required when the transfer is created.

Select one option from the Beneficiary Reference section (Domestic Wire and International Wire only): • Always use: Enter a fixed reference. • Leave blank (will be optional at entry): Information can

be entered when the transfer is created.

Select one option from the Payment Details section: • Always use the above text: Enter fixed text. NOTE: Click

the Allow text to be added to above (optional at entry) checkbox, if additional text is required when the transfer is created (combined text not to exceed 140 characters).

• Leave blank (all text will be optional at entry): Payment details can be entered when the transfer is created.

• Disable (field will not appear on transfer): No payment details are included when the transfer is created.

Select one option from the International Fees section (if applicable, International Wires only): • Always use: Select fixed fee option from the

drop-down menu, if choosing payment method other than Shared (default).

• Allow change (will be optional at entry): Different fee option can be selected when the transfer is created.



Select one option from the Originator section (if activated):• Always use: Enter fixed origination information. • Leave blank (will be required at entry): Originator information must be entered when the

transfer is created.

Select one option from the Intermediary Bank (if applicable): • Always use: Enter fixed intermediary bank information.• Leave blank (will be optional at entry): Intermediary bank information can be entered

when transfer is created.

Click Review Template to review or Submit Template to submit the template for approval. The Template Creation Confirmed screen displays after successful validation. NOTE: The template is added to the Pending Items list.


Creating a template from a transfer

You can create a template from a free-form transfer immediately after the transfer is confirmed from the Transfer Creation Confirmed screen:

Click Create Template from this Transfer. The Create a Template screen displays values from the transfer.




Complete data field values and controls as indicated in the Create Template from Blank Form section.


Click Review Template to review or click Submit Template to submit template for activation. The Template Creation Confirmed screen displays after successful validation.

NOTE: The template is added to the Pending Items list.


Copy another template

You can copy an active (approved) template to create a new template with similar values.

Click Templates link at the upper right-hand corner of the screen.

Select Search for Template (Edit/Copy/Delete) to display the Template Search screen.


In the Template Search screen, enter information into one or more of the listed search criteria:• Template ID: Enter all or a portion of the template ID name or leave blank for All.• Type: Select transfer type or All. • Account: Select single account or All. • Created by: Select template creator—Me (User) or All.



Select a template and click the Copy link. The Create New Template from Copy screen will display values copied from the original template.




Enter changes using the steps listed in the Create Template from a Blank Form section.

Click Review Template to review click Submit Template to submit template for approval. The Template Creation Confirmed screen displays after successful validation. NOTE: The template is added to the Pending Items list.


Search for templates

Find an active template to edit, copy (to create a new template), or delete. NOTE: Access the Pending Items screen to modify or delete templates pending approval.

Click Templates link at the upper right hand corner of the screen.

Click Search for Template (Edit/Copy/Delete) to display the Template Search screen.


In the Template Search screen, enter information into one or more of the listed search criteria: • Template ID: Enter all or a portion of the template ID name or leave blank for All. • Type: Select transfer type or All. • Account: Select single account or All. • Created by: Select template creator—Me (User) or All.



To make changes to a template, select one of the following options: • Edit: Make changes and click Submit Template. • Copy: Enter a unique Template ID, Template Name (optional), and other changes needed

and click Submit Template. • Delete: Click Yes or No in response to the pop-up message confirming deletion.

NOTE: Any changes to a template must be approved by another user before the template can be used.


Setting up template approvers

The default setting requires at least one additional approver from your organization to approve templates. Only approved templates are available to create transfers. If you wish to change the number of approvers required to approve templates at your organization, please contact your Contracting Officer, Web Administrator or Union Bank Customer Service.

Running template reports

View summary or detail information for both active and pending templates:

Click Templates link from the upper right hand corner of the screen.

Select Create Template Report.

Select transfer Type from the drop-down menu or All.

To limit report to specific accounts, uncheck the Select All Accounts box and check the individual account boxes.

Enter the Template ID (or partial ID) to select a specific template or group of templates.

Select the template Status from the drop-down menu or All: • Available: Approved and available for use. • Pending: Not yet approved for use.


Select Me (user) from the Created By drop-down menu to see only the templates you created.

Enter or click calendar icon to select either Last Updated Date or Date Range (the date template was created or last edited).

Choose Report Format: • Summary Report (default): Includes transfer Template ID, Type, Beneficiary Name, and

Beneficiary Bank Name. Individual template details can be viewed. • Detail Report: All template details display.

Click View Report to display the report.

Summary Report options: • Click a column heading to change sort order. • Click a Template ID to view details. • Click Print to print report.

Detail Report options: • Click the Sort By drop-down menu to select a different display order.• Click Print to print report.


Searching

Searching for beneficiary or intermediary bank name or ID

To search for a beneficiary or intermediary bank, use the ABA and SWIFT/BIC code directory:

Enter up to four characters of the ABA number/SWIFT Code or bank name.

Click Search for a list of matching banks.

Click the bank from the list. The information for the selected bank will display on the transfer entry screen.


Approving wire transfers

Templates and transfers are subject to approval based on rules established by your organization:

Transfers: Approval requirements are defined at either a company level for free-form transfers or template level for template-based transfers. Transfers requiring secondary approval will not be submitted to the bank for processing until fully approved.

NOTE: Approvers are required to use a security token supplied by Union Bank to authorize transfers.

When approving transfers, users will be prompted to enter the security token passcode. Enter the passcode and click Submit.


Pending Items

The Pending Items status bar displays the number of transfers and templates requiring approval, or other action. Links to the Pending Items screen are activated when items exist. Your User Entitlements control the items and actions available on the Pending Items screen.

Items may include: • Transfers Pending Your Approval: Transfers that require your approval. • Transfers Pending Company Approval: Transfers that require approval from other user(s).

• Rejected Transfers: Approved transfers submitted to the bank for processing that have been rejected.

• Expired Transfers: Transfers not approved by the Send Date cutoff time. NOTE: These items are not included in the total number of transfers displayed on the Pending Items status bar.

• Approved Future-Dated Transfers: Approved transfers with a future Send Date. NOTE: These items are not included in the total number of transfers displayed on Pending Items status bar.

• Templates Pending Your Approval: Templates that require your approval. • Templates Pending Company Approval: Templates that require approval from other user(s).

Transactions submitted from the Liquidity Center will be categorized as either an Intra-Company or Intra-Bank (Book) transfer.


Approving one or more wires at a time

To approve with review Click Transfers Require Action or View All links from the Pending Items status bar to display

Transfers Pending Your Approval screen. NOTE: Selecting the Transfers Require Action link allows filtering by Import Filename when approving wires.

To select the items for approval, check each transfer individually or check the box at the top of the column for all transfers shown. NOTE: Click the arrow at the column heading to sort by Amount, Send Date, Beneficiary Name, Beneficiary Bank, or Type/ID.

Click Review Selected displays information for the first transfer. NOTE: Entitled users can edit or delete the transfer from this screen.

Click Approve Transfer or to skip approval and review the next selected transfer, click Next.

NOTE: Entitled users can edit or delete the transfer from this screen. Use the Previous and Next buttons to move through the transfers selected for review and approval.

Enter security token passcode (required only for the first approval) and click Submit. The Transfer Approval Confirmation screen displays and the transfer is sent for processing and removed from Pending Items.

Click Print to print confirmation.

Click Return to Review to review and approve the next transfer.

Repeat steps 4 through 7 for remaining transfers.

Click Return to View Pending after your last approval to return to the Pending Items screen. Transfers that are not approved will continue to be listed in Transfers Pending Your Approval. Transfers that are approved but require additional approval will be listed Transfers Pending Company Approval.


To approve without review Click Transfers Require Action or View All links from the Pending Items status bar to display Transfers Pending Your Approval. NOTE: Selecting the Transfers Require Action link allows filtering by Import Filename when approving wires.

Click the checkbox of each transfer or the top checkbox to select all transfers shown. NOTE: Click the arrow in the column heading to sort by Amount, Send Date, Beneficiary Name, Beneficiary Bank, or Type/ID.

Click Approve Selected.

Enter security token passcode when prompted and click Submit.

The Transfer Approval Confirmation screen displays a summary and status of approved transfers.

Click Print to print confirmation.

Click Return to View Pending to return to the Pending Items screen. Transfers requiring further approval are listed as Transfers Pending Company Approval.

Editing or deleting transfers in Pending Approval queue

Edit a single transfer or select multiple transfers to edit. NOTE: When you edit a transfer, its approval process starts over with you listed as the transfer creator.

Edit a single transfer Click View All link from the Pending Items status bar to display the Pending Items screen.

Click the Edit link associated with the selected transfer to display the Edit Transfer screen.

Make changes and click Submit Transfer. A refreshed Pending Items screen displays.

Edit Multiple Transfers Click View All from the Pending Items status bar to display the Pending Items screen.

Click the checkbox of each transfer to select or the top checkbox to select all. NOTE: Click the arrow in the column heading to sort by Amount, Send Date, Beneficiary Name, Beneficiary Bank, or Type/ID.

Click Review Selected. The first selected transfer displays.

Click Edit. The Edit Transfer screen displays.

Make changes and click Submit Transfer. The next selected transfer displays.

Repeat steps 4 and 5 for remaining transfers. NOTE: Use Previous/Next to move through transfers you have not edited. A refreshed Pending Items screen displays after you edit the last selected transfer.


To delete with review Click View All from the Pending Items status bar to displays Pending Items screen.

Click the checkbox of each transfer or the top checkbox to select all. NOTE: Click the arrow in the column heading to sort by Amount, Send Date, Beneficiary Name, Beneficiary Bank, or Type/ID.

Click Review Selected. The first selected transfer displays.

Click Delete.

Click Yes or No in response to the pop-up message confirming deletion: • Yes: Transfer is deleted and the next selected transfer displays. • No: The transfer remains on screen.

Repeat steps 4 and 5 for remaining transfers. NOTE: Use Previous/Next to move through transfers you have not deleted. A refreshed Pending Items screen displays after you delete the last selected transfer. Deleted transfers are no longer listed.

To delete without review Click View All from the Pending Items status bar to display the Pending Items screen.

Click Delete on the selected transfer.

Click Yes or No in response to the pop-up message confirming deletion: • Yes: Transfer is deleted and Pending Items screen is refreshed (transfer no longer listed). • No: The Pending Items screen remains the same.


Wire transfer status

See Creating a Report to view the status of a transfer. The status types are:• Requires Approval: Not yet submitted to the bank for processing. • Submitted to Bank: Fully approved and submitted to the bank for processing. • Deleted: Deleted from the Pending Items list. • Expired: Not approved by the Send Date cutoff time. • Rejected: Approved and submitted to the bank, but rejected during processing. • Confirmed: Transfer was successfully executed by the bank. • Pending Confirmation: Executed by the bank and awaiting status of either Confirmed or

Rejected. NOTE: This is the final status for Drawdown Wires unless rejected.

Setting notifications and alerts for wire transfers pending approval

The Online Business Center allows Contracting Officers and Web Administrators to enroll users for alerts about important account information through the Administration Console. There are several alert types that can be selected for wire transfer notifications. Among them is:

Transfers pending your approval: Notifies you when a wire transfer is awaiting your approval for release.

Sign onto the Online Business Center.

Go to Administration Console. Click on Alerts – Online Business Center.

Choose the first account for which you want to add alerts.

Select the Transfers pending your approval.

Click Submit Alerts.

Once the alert has been assigned, users can access the Alerts and Notifications Help section:

Click Change Your Profile from Online Business Center.

Select Change My Alerts Delivery Options.

Click Submit.


Cutoff times

Transfers must be approved and submitted to the bank by the cutoff time, defined by transfer type, on the Send Date:

Transfer Type Cutoff Time (Pacific Time)

Domestic Wire Transfer 3:00 p.m.

International Wire Transfer 3:00 p.m.

Drawdown Wire Transfer 3:00 p.m.

Intra-Bank (Book) Transfer 4:00 p.m.

Intra-Company Transfer 9:00 p.m.

Transfers not approved by the Send Date cutoff time are listed as Expired Transfers on the Pending Items screen to be edited or deleted.

NOTE: International wire transfers sent for personal, household or family purposes must be approved by 2:15 p.m. PT as these wires have a 30-minute cancellation period.


Transfer reports

Creating transfer reports or searching for transfers

Summary or detailed transfer reportsView summary or detail information for selected transfers.

Select Transfer Reporting tab to display the Create Transfer Report selection criteria screen.

Select transfer Type from the drop-down menu.

To limit report to specific accounts, click/uncheck the Select All Accounts checkbox and then click/check the individual account checkboxes.

Select the transfer Status from drop-down menu, if other than All: • Requires Approval: Not yet submitted to the bank for processing. • Submitted to Bank: Fully approved and submitted to the bank for processing. • Deleted: Deleted from the Pending Items list. • Expired: Not approved by the Send Date cutoff time. • Rejected: Approved and submitted to the bank, but rejected. • Confirmed: Successfully executed by the bank. • Pending Confirmation: Executed by the bank and awaiting status of either Confirmed or

Rejected. NOTE: This is the final status for Drawdown Wires unless rejected.

Select Me (User) from the Created By drop-down menu to select only transfers you created, or select All.


Enter date or click calendar to select date for either: • Entry Date: See the report on transfers created on a specific date—from today through

the last 60 calendar days. • Send Date: See the report on transfers with a specific Send Date—including the current

business day, last 60 calendar days, and 30 business days in the future. NOTE: To view transfers over a range of dates, use the Search for Transfer feature.

Choose Report Format:• Summary Report: Transfer Type/ID, Beneficiary Name, Amount, Currency, Send Date, and

Status display with summary totals. Individual transfer details can be viewed.

Click a column heading to change sort order.

Click a transfer Type/ID to view details.

Click Download. Report is printable from the downloaded format application.

• Detail Report: All transfer details display.

Click Sort By drop-down list to select a different display order.

Click Download. Report is printable from the downloaded format application.

• Consumer International Transfer Report: Transfer details are displayed in PDF format with disclosures required by the Dodd-Frank regulations (where applicable).

Click View Report.


Exporting transfer reportsRepeat steps 1 through 8 for Creating a Transfer Report then:

From the Download to drop-down menu, select an export format and click the arrow.

From the File Download screen, select Open or Save.

If Save is selected, choose your location in the next window.

Searching for a transferTo find a specific transfer or group of transfers to view:

Click Transfer Reporting tab.

Click Search for Transfer to display the Transfer Search criteria screen.

Select transfer Type to limit your search.

Select a Search Date type: • Entry Date: Transfers created on a specific date or within a date range. NOTE: Today and

the last 7 calendar days are available for this search type. • Send Date: Transfers sent on a specific date or within a date range. NOTE: The current

business day, last 5 business days, and 30 business days in the future are available for search.

• Value Date: Transfers arriving at the beneficiary on a specific date or within a date range. NOTE: The current business day, last 5 business days, and 30 business days in the future are available for search.

Enter Date or Date Range or click the calendar to select date(s).

Enter an Amount or Amount Range (minimum/maximum). NOTE: Only numbers and decimal (if applicable to the currency) are allowed. Leave blank to search for transfers of all amounts.

Enter a single Sequence Number or Number Range. NOTE: This is the system-generated number unique to your company that was assigned when the transfer was created. Leave blank if a search on sequence number is not needed.

Select Me (User) from the Created By drop-down list to limit search to transfers you created, or select All.

Click/uncheck the Select All Accounts checkbox to limit search to specific accounts and then click/check the individual account checkboxes.

Click Search. A list of matching transfers displays.

Click a transfer to view details. NOTE: Click column heading to change sort order.


User Administration

Creating a new user

Make changes to user access from the Administration Console.

Go to the Online Business Center at unionbank.com.

Enter User ID and click Next.

Enter password and click Submit.

Click Admin Console from the navigation at the left side of the screen.

Click Create a New User link.

Enter the required information.

Designate the User as either a Web User or Web Admin. (Web Admins have the authority to add/delete/edit User profiles and to issue temporary passwords.)

Click Submit to complete the request.

A temporary password will be emailed to the new User and you will return to the Administration Console page. To Assign Wire Creation Entitlements continue below.

Assigning wire creation entitlements

From the Administration Console, locate the new user and locate Wire & Internal Transfers column, and click Enroll.

Click Copy Another User.

Select the user you want to copy and click Continue.

This user’s wire entitlement/accounts/functions will be displayed.

Add or remove the entitlements/accounts/functions you want for this new user.

Click Submit.

If you make the user a wire approver, you may also be prompted for information about the user’s security token.


Signing up for alerts and notifications

From the Administration Console, locate the user and click on Enroll.

Select Copy Another User.

Select the user you want to copy and click Continue. Or, select the accounts that you want to set up, click Select Accounts, and proceed to step 5. This user’s wire entitlement/accounts will be displayed.

Add or remove the entitlements/accounts you want for this user, if using copy. If not using copy, select the entitlements.

Click Submit.


User-controlled preferences

Viewing accounts in different order or nicknaming

Define the account order displayed in drop-down menu for easier selection.

NOTE: Reordering accounts does not affect the view of other users or the account display in reports.

Click Set Preferences.

Click Reorder Accounts. The Account Reordering screen displays.

Click Always Sort By to select sort order: • Account Number: Accounts are listed in ascending account number order. • Account Name: Accounts are listed alphabetically.

NOTE: To place your most frequently used accounts at the top of drop-down menus, choose the order and then Rename Accounts so they appear first.

Click Save New Account Order. A confirmation screen displays.

Renaming accounts

Customize account names displayed in drop-down menus for easier identification and selection. NOTE: Renaming accounts does not affect the view of other users or account display in reports.


Click Rename Accounts. A list of accounts displays with a Preferred Account Name entry box next to each.

Enter new account names in the Preferred Account Name entry boxes.

NOTE: To keep to an account‘s actual (default) name, leave the entry box blank.

Click Save Preferred Account Names. A confirmation screen displays.

Suppressing empty fields to reduce scrolling

Fields that contain no data were left blank by the wire’s originator. Showing or hiding these fields will impact your Review screen and Reports.


Click Show/Hide Fields that Contain No Data.

To hide unused fields, select Hide unused fields and click Save Show/Hide Setting.

To show unused fields, select Show unused fields and click Save Show/Hide Setting. A confirmation screen displays.


Update Dodd-Frank disclosure (FI clients only)

The standard disclosure covering rights to cancellation as required under the Dodd-Frank regulations can be updated here.


Click Update Dodd-Frank Disclosure for Approved Wires or Update Dodd-Frank Disclosure for Pending Wires.

Update the disclosure language for approved wires and pending wires as required.

Save the disclosure language for approved wires or pending wires. A confirmation screen should appear.

For questions and more information about Wire & Internal Transfers Call Global Treasury Management Services at 800-322-2778 7:00 a.m.–6:00 p.m. PT, Monday through Friday, excluding federal holidays.


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