Financial Institutions Reporting Guide · 2020. 11. 2. · Field Name XML Object Name Mandatory Max Length Account Holder Name / Instrument Purchaser Yes

Financial Institutions Reporting Guide November 2020

Issued: November 2020 Unclaimed Properties Office

Funds Management and Banking Department Page 2 of 32

Guidelines FI Reporting Guide

Table of Contents

TABLE OF CONTENTS .............................................................................................................................. 2

OVERVIEW ........................................................................................................................................... 3

THE FINANCIAL INSTITUTION REPORTING PORTAL .......................................................................................... 4 Registering as a reporting portal user ...................................................................................................... 4 Submitting unclaimed balances reports ................................................................................................... 4 Managing your reports ............................................................................................................................. 6 Managing your users ................................................................................................................................ 6

PAYMENT INSTRUCTIONS ........................................................................................................................ 8 Funds forwarded via LVTS payment: ........................................................................................................ 8 Funds forwarded via Electronic Fund Transfer (EFT): ............................................................................... 8

LIST OF UNCLAIMED BALANCE DATA ELEMENTS .......................................................................................... 10

DETAILED DATA SPECIFICATIONS ............................................................................................................. 11

FREQUENTLY ASKED QUESTIONS (FAQS) .................................................................................................. 17 Reporting Portal Account Management ................................................................................................. 17

What is a Primary User? ..................................................................................................................................... 17

How do I add other users? .................................................................................................................................. 17

Why would I add other users? ............................................................................................................................. 17

How do I change someone else to be the Primary User? .................................................................................... 18

How can I reset my password?............................................................................................................................ 18

How do I update my account information?......................................................................................................... 18

Submitting Reports ................................................................................................................................. 18 How can I delete a report that I uploaded in error? ............................................................................................ 18

Can I submit reports for more than one organization? ....................................................................................... 18

UNCLAIMED PROPERTIES OFFICE - CONTACT US .......................................................................................... 19

APPENDIX 1: XML SCHEMA DEFINITION ................................................................................................... 20

APPENDIX 2: SAP COUNTRY CODES ......................................................................................................... 25




Overview These guidelines are intended for use by Financial Institutions (FI) and Trust Companies when preparing and submitting Unclaimed Balances (UB) data to the Bank of Canada (BOC) as per the Bank Act and/or the Trust and Loan Companies Act.

UB Data is to be filed annually. For the Bank of Canada to process submissions for year end, we request that UB data and its associated payment be received by the Bank of Canada no later than the December 11, 2020.

The submission of information on unclaimed balances does not relieve the originating financial institution of the current statutory requirements for the maintenance of internal records before and after the transfer of funds to the Bank of Canada.




The Financial Institution Reporting Portal Unclaimed Balances data reports, in the form of an XML file, must be submitted via the Unclaimed Balances Reporting Portal website, located at https://fiubmswww.bank-banque-canada.ca.

**Note: The Financial Institution (FI) Reporting Portal will be accessible from November 9 to December 11, 2020**

Please see Appendix 1 for the XML file specification.

Registering as a reporting portal user You must be a registered user of the reporting portal before you can use it to submit UB files to the Bank.

There are two paths to registering:

1. You have received an email from the Bank of Canada inviting you to register as a Primary User on behalf of your organization; or

2. You have received an invitation to register from your organization’s Primary User.

As part of the registration process, you will be required to provide the following information:

• Name of Bank/Institution submitting the balances (i.e. your Organization)

• Your name, title and contact details

Once registered, you can sign in each year using the same credentials. You must keep your personal profile on the portal up to date.

For additional information on the registration and user management process, please refer to the Frequently Asked Questions section of this document.

Submitting unclaimed balances reports When you have successfully logged in, the portal displays a list of the reports that your organization has loaded and/or submitted for the current and previous year, starting with the 2018 submission. If there are one or more reports in the list that have not been submitted, you may take any follow-on steps required from this screen, i.e., completing the submission process or deleting a report.

If no reports have been submitted, you may begin the submission process by selecting either Create new report from the main screen or by selecting Reports and then Create report.

https://fiubmswww.bank-banque-canada.ca/https://fiubmswww.bank-banque-canada.ca/




After making your selection, select Browse, and then locate and choose the UB file you will be submitting to the Bank. Once you’ve chosen it, select Upload. The portal then performs some basic validation checks on the XML file. If errors are detected, the file will be rejected, and a list of errors and their corresponding line numbers will be provided in a separate, downloadable text file. Refer to the Detailed Data Specifications within this guide for a description of the errors that may be encountered.

Once any errors have been corrected, repeat the steps to browse, upload and submit the revised .xml file.

If no errors are detected, proceed with report submission by reviewing and confirming that the following information is correct on the displayed screen:

1. Financial Institution Name 2. Institution Number 3. Reporting Year 4. Total Reported.




Upon selecting , then , select the method of payment; Large Value Transfer System (LVTS) or Electronic Fund Transfer (EFT). Detailed payment instructions are then displayed based on the payment method selected. Payment instructions are also contained within this guide.

Managing your reports Reports pass through three stages of submission:

1. Not submitted – the report has been uploaded error free but has yet to be submitted. 2. Submitted – the report has been submitted, but the method of payment has not been

selected so the process has yet to be complete. 3. Report complete – the method of payment has been selected and the user has selected

to the report.

Once a report has been submitted, it can no longer be deleted. It is important to carefully review the report summary information displayed prior to completing the submit step in the process.

The reporting portal provides a three-year viewing history of the reports that have been submitted by your organization, starting with the 2018 submission.

If the Bank of Canada receives a report that does not exactly match the LVTS or EFT payment amount, the person who submitted the report will be contacted to resolve the imbalance.

Managing your users The reporting portal allows an organization to self-manage its list of authorized users. This is accomplished through privileges available to your organization’s Primary User. The Primary User is, unless changed, the first user to have registered for an Organization. It is the responsibility of the Primary User to maintain the list of users for their respective organzation.

A Primary User may:

• Invite others to become Secondary Users.




• View the list of Secondary Users.

• Change a Secondary User to a Primary User.

o Note: this reverts the initiating Primary User to a Secondary User. Only one Primary User is permitted for each organization.

• Delete a Secondary User.

Both Primary and Secondary Users can submit files.

If you are a Primary User, it is important that you regularly review the list of users in your organization that have access to the reporting portal.

User Permissions Primary User Secondary User

View list of users for an Organization Allowed Not Allowed

Invite other users to create an account for an Organization

Allowed Not Allowed

Promote a Secondary User to be the Primary User Allowed Not Allowed

Delete a Secondary User Allowed Not Allowed

Submit FI Holder Report files Allowed Allowed




Payment Instructions Following the reporting portal data submission, funds are to be provided via Large Value Transfer System (LVTS) payment or by Electronic Fund Transfer (EFT) no later than the December 11, 2020.

Funds forwarded via LVTS payment: Financial Institutions are to instruct their payment operations to provide an LVTS payment to the Bank of Canada, ensuring the following fields are completed as indicated below:

BIC: BCANCAW2

Beneficiary / Payee: 177-15

BANK OF CANADA

234 WELLINGTON STREET

OTTAWA, ON

Bank to Bank Information: (Field 72) /BNF/TRANSFER OF

UNCLAIMED BALANCES FOR [insert current year]

Funds forwarded via Electronic Fund Transfer (EFT):

Please send an email to Unclaimed Balances with payment details including expected payment date, amount of payment and number of records.

Note: Financial Institutions are to notify the Unclaimed Properties Office at the Bank of Canada by sending an email to Unclaimed Balances 1 day prior to transfer of funds and are to forward

mailto:[email protected]:[email protected]




payment as early as possible the following day. All LVTS transfers after 3 p.m. (ET) will not be accepted.




List of Unclaimed Balance Data Elements The table below lists the data elements to be transferred with each balance. For further details, refer to the Detailed Data Specifications section.

Field Name XML Object Name Mandatory Max Length

Account Holder Name / Instrument Purchaser

Yes 50

Additional Account Holder Name No 50

Payee Name Conditional 30

Joint Account Relationship Code Conditional 2

Account / Deposit or Instrument Number

Yes 17

Balance Type Yes 2

Date of Last Transaction Yes 8

Balance Amount Yes 10

Street Address 1 No 40

Street Address 2 No 40

City No 30

Province No 2

Postal Code No 10

Country Code No 2

Institution Number Yes 5

Transit/Branch Number Yes 5

Branch Address1 Yes 40

Branch Address2 No 40

Branch City Yes 30

Branch Province Yes 2

Branch Postal Code Yes 7

Internal Institution Cross-Reference Data

No 15




Detailed Data Specifications The table below describes detailed information for each data element that is associated to an unclaimed balance record. No punctuation or special characters are to be used unless specifically stated. Within the Details section for each element, sentences that are {bordered by curly brackets and bolded} are validation checks that will be enforced through the unclaimed balances reporting portal.

Field Name Mandatory Max Length Contents Object Name

Account Holder Name / Instrument

Purchaser

Yes 50 Alphanumeric

Details: • {Mandatory, with a maximum length of 50 characters}. • The actual name of the holder of the account or the original instrument purchaser. • For individuals, surname must appear first, followed by given names or initials (with punctuation)

separated by a comma.

• Words such as “Estate of” or “In trust” should be enclosed in brackets and follow the given name or initials.

• For a business account, the full name should be given. • Where no recorded account name is known by the financial institution report “Unknown”.


Additional Account Holder

Name

No 50 Alphanumeric

Details: • {The maximum length is 50 characters}. • The actual name of any additional holders of the account or the original instrument purchasers. • Syntax is identical to . • May appear an unlimited number of times.





Payee Name Conditional 30 Alphanumeric

Details: • {The maximum length is 30 characters}. • {Mandatory for instruments (BalanceType 1, 3, 5, 7, or 9). For all other balance types, field

must be NULL}.

• Surname must appear first for individuals, followed by given names or initials, or company name just as given.

• If payee name is unknown, report “Unknown” or “Inconnu”.


Joint Account Relationship Code

Conditional 2 Restricted

Details: • {Mandatory if Balance Type is 2 or 6 and field is populated.

Otherwise, must be NULL}.

• {Value must be one of AN (“AND”), OR (“OR”) or JS (“AND” with Right of Survivorship)}. • AN (AND) - If an unclaimed balance is held by two or more names joined by “AN,” then

entitlement to the balance will be split equally between the living holders and the estates of any deceased balance holders, if applicable.

• OR - If an unclaimed balance is held by two or more names joined by “OR” then it may be claimed in its entirety by any of the balance holders or by the estates of any deceased balance holders, if applicable.

• JS - If an unclaimed balance is held by two or more names joined by “JS” and one or more of the account holders is deceased, then entitlement to the balance will be split equally between the surviving account holders.


Account / Deposit or Instrument Number

Yes 17 Alphanumeric

Details: • {Mandatory, and the maximum length is 17 characters}. • Value is the Account number or Instrument number.





Balance Type Yes 2 Restricted

Details: • Value is a code indicating the account classification. • {Mandatory, and the field must contain one of the following values (numeric code only, not

descriptive text):}

1: Draft 5: Money Order 10: GIC (Guaranteed Investment Certificate)

2: Current / Chequing Account 6: Savings Account 11: Term Deposit

3: Certified Cheque 7: Traveler’s Cheques 12: Credit Card Balances

4: Deposit Receipt 9: Official Cheque


Date of Last Transaction

Yes 8 Numeric

Details: • The date of the last transaction, or date of purchase of money order, date of maturity, etc. • {Mandatory, and the date must be at least 10 years prior to the date of file submission}. • {This data element must contain a valid date, and its format must be YYYYMMDD where}: ◦ YYYY - Year ◦ MM - month within year ◦ DD - day within month


Balance Amount Yes 10 Numeric

Details: • The amount of the balance transferred to the Bank of Canada. • {Mandatory, this data element contains two decimal places, but no decimal indicator such as a

period or comma i.e. 100023 = $1000.23}.

• {The maximum length is 10 digits}. • Note that this field replaces both of the Interest-bearing Amount and non-Interest-bearing Amount

values that were previously collected.


Street Address 1 No 40 Alphanumeric

Details: • The last recorded street address of the holder of the account. • {The maximum length is 40 characters}.





Street Address 2 No 40 Alphanumeric

Details: • Any Post Office Box associated with the holder of the account. • {The maximum length is 40 characters}.


City No 30 Alphanumeric

Details: • The city associated with the primary street address of the holder of the account. • {The maximum length is 30 characters}.


Province No 2 Restricted

Details: • The province of the primary address of the holder of the account. • {If Country Code = CA, value must be a valid provincial and territory abbreviation as shown

below. Otherwise, any 2-digit province/state/territory code is allowed.}:

AB: Alberta NL: Newfoundland and Labrador NT: Northwest Territories

QC: Quebec BC: British Columbia NS: Nova Scotia

ON: Ontario SK: Saskatchewan MB: Manitoba

NU: Nunavut PE: Prince Edward Island YT: Yukon Territory

NB: New Brunswick


Postal Code No 10 Alphanumeric

Details: • The postal code associated with the primary street address of the holder of the account. • {The maximum length is 10 characters}.


Country Code No 2 Alphanumeric

Details: • The two-letter SAP abbreviation of the country associated with the primary street address of the

holder of the account.

• See Appendix 2 for the list of country codes.





Institution Number

Yes 5 Alphanumeric

Details: • The institution number of the originating financial institution. • {Mandatory, must be a valid Institution Number, registered with the Bank of Canada}.


Transit/Branch Number

Yes 5 Alphanumeric

Details: • The transit number of the branch or office of the originating financial institution. • {Mandatory, with a maximum length of 5 characters}.


Branch Address1 Yes 40 Alphanumeric

Details: • The street address of the branch. • {Mandatory, with a maximum length of 40 characters}. • If this data element is generated from the Financial Institutions File, the Domicile should be used if

available, the Civic Address if the Domicile is not available, or the Postal Address if neither is available.


Branch Address2 No 40 Alphanumeric

Details: • The post office box or alternate/additional address of the branch. • {The maximum length is 40 characters}.


Branch City Yes 30 Alphanumeric

Details: • The city in which the branch/transit is located. • {Mandatory, with a maximum length of 30 characters}.





Branch Province Yes 2 Restricted

Details: • A code indicating the province in which the branch/office is located. • {Value must be a valid provincial and territory abbreviation as shown below}:

AB: Alberta NL: Newfoundland and Labrador NT: Northwest Territories

QC: Quebec BC: British Columbia NS: Nova Scotia

ON: Ontario SK: Saskatchewan MB: Manitoba

NU: Nunavut PE: Prince Edward Island YT: Yukon Territory

NB: New Brunswick


Branch Postal Code Yes 7 Alphanumeric

Details: • The postal code for the branch/transit address. • (Mandatory and must follow the format “A1A 1A1”}.


Internal Institution Cross-Reference Data

No 15 Alphanumeric

Details: • A unique code assigned by the Originating Institution to identify the record in its files (i.e. trace

number).

• {The maximum length is 15 characters}.




Frequently Asked Questions (FAQs)

Reporting Portal Account Management

What is a Primary User?

The reporting portal allows an organization to self-manage its list of authorized users. This is accomplished through privileges available to your organization’s Primary User. A Primary User may:

• Invite others to become Secondary Users;

• View the list of Secondary Users;

• Change a Secondary User to a Primary User. Note: this reverts the initiating Primary User to a Secondary User. Only one Primary User is permitted for each organization.

• Delete a Secondary User.

Both Primary and Secondary Users are authorized to submit reports.

If you are a Primary User, it is important that you regularly review the list of users in your organization that have access to the reporting portal.

Please note one additional consideration. Users are associated to an organization, and to each other, based on the original Primary User account that was registered. For example, if the first Primary User (User X) registered herself as associated to Institution A, and then invited two other users to register, those users are logically associated to Institution A via their relationship with User X.

How do I add other users?

If you are the Primary User, select the Your Users option from the top section of the page. The drop-down menu allows you to add new users to your organization.

To invite a new user, select Add new users to your account. Enter the user’s work email address and name. The new user will receive an email with a link requesting they register. The user must complete the registration process to have an account created and linked to the Primary User’s reporting account.

Why would I add other users?

You are not required to add additional users. The option is provided where a financial institution (a.k.a. holder) has more than one individual who is responsible for submitting reports and payments, or when one or more back-up individuals need to be available.




How do I change someone else to be the Primary User?

Select Your Users option at the top of the page and select View your users. This will provide a list of all users attached to your reporting account. Locate the user that will be the new primary and click on the “Promote user to primary” button. This will change your account and move the primary access to the other user. Alternatively, if the user is not in the list, proceed to invite the user to register and, once that is completed, promote them to Primary.

How can I reset my password?

If you don’t remember your password, select the Forget your password? option at the bottom of the Log In screen. You will be prompted for your email address and the website will email you a link to reset your password.

How do I update my account information?

To update your account information, click on My Profile at the top right of the page. Edit any of the fields that need to be updated and save the changes. You can also change your password on this page by selecting the Change password button.

Submitting Reports

How can I delete a report that I uploaded in error?

A report can be deleted only if it has not been submitted. If the report has already been submitted, contact the Unclaimed Balances team to request the removal of the report from the system.

If the report is in Not Submitted status, click on the Delete button in the status column.

Can I submit reports for more than one organization?

You can only have one account per email address; however, the user account can submit multiple files for one or more organizations. The submitted file will determine the association to a specific organization by the Institution Number indicated in the file; therefore, it is important to make sure that each file contains balances for one institution only.




Unclaimed Properties Office - Contact Us Telephone 1 800 303-1282

Email (for financial institutions and trust companies only) [email protected]

Website www.bankofcanada.ca

Unclaimed Balances Webpage – General https://www.bankofcanada.ca/unclaimed-balances

mailto:[email protected]://www.bankofcanada.ca/




Appendix 2: SAP Country Codes

Code English Name AD Andorra

AE United Arab Emirates

AF Afghanistan

AG Antigua and Barbuda

AI Anguilla

AL Albania

AM Armenia

AN Dutch Antilles

AO AQ

Angola Antarctica

AR Argentina

AS American Samoa

AT Austria

AU Australia

AW Aruba

AZ Azerbaijan

BA Bosnia and Herzegovina

BB Barbados

BD Bangladesh

BE Belgium

BF Burkina Faso

BG Bulgaria

BH Bahrain

BI Burundi

BJ Benin

BM Bermuda

BN Brunei Darussalam

BO BQ

Bolivia Bonaire, Saba

BR Brazil

BS Bahamas

BT Bhutan

BV Bouvet Islands




Code English Name

BW Botswana

BY Belarus

BZ Belize

CA Canada

CC Coconut Islands

CD Democratic Republic of the Congo

CF Central African Republic

CG Republic of the Congo

CH Switzerland

CI Ivory Coast

CK Cook Islands

CL Chile

CM Cameroon

CN China

CO Colombia

CR Costa Rica

CU Cuba

CV CW

Cape Verde Curacao

CX Christmas Island

CY Cyprus

CZ Czech Republic

DE Germany

DJ Djibouti

DK Denmark

DM Dominica

DO Dominican Republic

DZ Algeria

EC Ecuador

EE Estonia

EG Egypt

EH Western Sahara

ER Eritrea

ES Spain




Code English Name

ET Ethiopia

FI Finland

FJ Fiji

FK Falkland Islands

FM Micronesia

FO Faroe Islands

FR France

GA Gabon

GB United Kingdom

GD Grenada

GE Georgia

GF French Guyana

GH Ghana

GI Gibraltar

GL Greenland

GM Gambia

GN Guinea

GP Guadeloupe

GQ Equatorial Guinea

GR Greece

GS South Georgia and the Southern Sandwich Islands

GT Guatemala

GU Guam

GW Guinea-Bissau

GY Guyana

HK Hong Kong

HM Heard and McDonald Islands

HN Honduras

HR Croatia

HT Haiti

HU Hungary

ID Indonesia

IE Ireland




Code English Name

IL Israel

IN India

IO British Indian Ocean Territory

IQ Iraq

IR Iran

IS Iceland

IT Italy

JM Jamaica

JO Jordan

JP Japan

KE Kenya

KG Kyrgyzstan

KH Cambodia

KI Kiribati

KM Comoros

KN St. Kitts and Nevis

KP North Korea

KR South Korea

KW Kuwait

KY Cayman Islands

KZ Kazakhstan

LA Laos

LB Lebanon

LC St. Lucia

LI Liechtenstein

LK Sri Lanka

LR Liberia

LS Lesotho

LT Lithuania

LU Luxembourg

LV Latvia

LY Libya

MA Morocco

MC Monaco




Code English Name

MD Moldavia

ME MF

Montenegro Saint Martin

MG Madagascar

MH Marshall Islands

MK Macedonia

ML Mali

MM Myanmar

MN Mongolia

MO Macau

MP North Mariana Islands

MQ Martinique

MR Mauritania

MS Montserrat

MT Malta

MU Mauritius

MV Maldives

MW Malawi

MX Mexico

MY Malaysia

MZ Mozambique

NA Namibia

NC New Caledonia

NE Niger

NF Norfolk Islands

NG Nigeria

NI Nicaragua

NL Netherlands

NO Norway

NP Nepal

NR Nauru

NU Niue Islands

NZ New Zealand

OM Oman




Code English Name

PA Panama

PE Peru

PF French Polynesia

PG Papua New Guinea

PH Philippines

PK Pakistan

PL Poland

PM St. Pierre and Miquelon

PN Pitcairn Islands

PR Puerto Rico

PT Portugal

PW Palau

PY Paraguay

QA Qatar

RE Reunion

RO Romania

RS Republic of Serbia

RU Russian Federation

RW Rwanda

SA Saudi Arabia

SB Solomon Islands

SC Seychelles

SD Sudan

SE Sweden

SG Singapore

SH St. Helena

SI Slovenia

SJ Svalbard

SK Slovakia

SL Sierra Leone

SM San Marino

SN Senegal

SO Somalia




Code English Name

SR SS

Suriname South Sudan

ST STL

Sao Tome and Principe stateless

SV SX SY

El Salvador Sint Maarten Syria

SZ Swaziland

TC Turks and Caicos Islands

TD Chad

TF French Southern Territories

TG Togo

TH Thailand

TJ Tajikistan

TK Tokelau Islands

TM Turkmenistan

TN Tunisia

TO TP

Tonga East Timor

TR Turkey

TT Trinidad and Tobago

TV Tuvalu

TW Taiwan

TZ Tanzania

UA Ukraine

UG Uganda

UM American Minor Outlying Islands

US USA

UY Uruguay

UZ Uzbekistan

VA Vatican City

VC St. Vincent and the Grenadines

VE Venezuela

VG British Virgin Islands

VI American Virgin Islands




Code English Name

VN Vietnam

VU Vanuatu

WF Wallis and Futuna Islands

WS XK XS

Western Samoa Kosovo Serbia

YE Yemen

YT YU

Mayotte Yugoslavia

ZA South Africa

ZM ZR

Zambia Zaire

ZW Zimbabwe

Table of ContentsOverviewThe Financial Institution Reporting PortalRegistering as a reporting portal userSubmitting unclaimed balances reportsManaging your reportsManaging your users

Payment InstructionsFunds forwarded via LVTS payment:Funds forwarded via Electronic Fund Transfer (EFT):Please send an email to Unclaimed Balances with payment details including expected payment date, amount of payment and number of records.

List of Unclaimed Balance Data ElementsDetailed Data SpecificationsFrequently Asked Questions (FAQs)Reporting Portal Account ManagementWhat is a Primary User?How do I add other users?Why would I add other users?How do I change someone else to be the Primary User?How can I reset my password?How do I update my account information?

Submitting ReportsHow can I delete a report that I uploaded in error?Can I submit reports for more than one organization?

Unclaimed Properties Office - Contact UsAppendix 1: XML Schema DefinitionAppendix 2: SAP Country Codes

Documents

Financial Institutions Reporting Guide · 2020. 11. 2. · Field Name XML Object Name Mandatory Max Length Account Holder Name / Instrument Purchaser Yes