Contact Treasury Management Support: (toll free) Monday through Friday, 7:30 am 5:30 pm (Pacific Time)

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1 Contact Treasury Management Support: (toll free) Monday through Friday, 7:30 am 5:30 pm (Pacific Time) Updated October TreasuryPro 3.8

2 Contents Welcome... 4 What s New in the Wire Transfer Service... 4 A Note About Terms... 5 Navigating This PDF Wire Transfer Wire Transfer Overview Payment Methods Profile Types Transaction Verification Confirm Wire Transfer activity by phone Profile Maintenance Create a domestic profile Create a USD international profile Create an FX international profile Approve a profile Assign wire transfer profiles to a user Modify a wire transfer profile Model a wire transfer profile to create a new one Delete a wire transfer profile Create Single Transfer Create a free-form single transfer Create a domestic, profile-based single transfer Create a USD international, profile-based single transfer Create an FXI international, profile-based single transfer View the onetime payment approval structure Chapter 9 Wire Transfer TreasuryPro User Guide 2

3 9.5 Create Multi-Transfer Approve a Transfer View and approve a wire transfer Quick Approve a wire transfer without viewing details Wire Transfer Summary View wire transfer details (outgoing wire advice) Modify a pending wire transfer Approve a wire transfer from the Summary page Delete a pending wire transfer Model a wire transfer to create a new transfer Incoming Wire Summary View details of an incoming wire Wire Transfer Reports Set up a wire transfer report template Generate a wire transfer report from a saved template View details of a wire transfer report template Modify a wire transfer report template Model a wire transfer report template Delete a wire transfer report template Appendix A. Supported Foreign Currencies Chapter 9 Wire Transfer TreasuryPro User Guide 3

4 Welcome We ve divided the TreasuryPro User Guide chapters into separate PDFs to make them easier to download and use. This chapter covers the Wire Transfer service module. It is intended for TreasuryPro users who will submit or approve Wire Transfer profiles or payments, or track and report on activity in their company s Wire Transfer accounts. TreasuryPro User Guide chapters: 1 Using TreasuryPro 2 Administration (for non-administrators) 3 Balance Reporting 4 Bank Reports 5 Book Transfer 6 Check Management 7 Commercial Loan 8 ACH 9 Wire Transfer (this document) Note: Please see the Check Fraud Protection Service User Guide and/or Check Fraud Protection Service Administrators Guide for information about that service. What s New in the Wire Transfer Service This chapter covers the following upgrades to the TreasuryPro Wire Transfer service in version 3.8: If your company s workflow requires approval for profiles and payments, they must be approved by another user. When activating profiles, and when releasing payments to Umpqua Bank for processing, you receive an automated phone call from Umpqua s Transaction Verification System to confirm the activity. (See 9.2 Transaction Verification, on pg. 10.) Note: At the first login after being assigned permissions to submit or approve Wire Transfer profiles and payments, users will be prompted to enroll in the Transaction Verification System. A new free-form payment option enables users to create a non-repetitive transfer without needing to create a profile. (See Create a free-form single transfer, pg. 60.) Chapter 9 Wire Transfer TreasuryPro User Guide 4

5 On the Profile Maintenance page: If this function is enabled for your company, you can assign users the capability to create and/or approve payments for multiple profiles at once. (See Assign wire transfer profiles to a user, on pg. 53.) You can create a payment by right-clicking on the desired profile. When modifying a profile, you can now edit the name. (See Modify a wire transfer profile, on pg. 55.) The form layout for profiles and payments has been simplified. All fields are on one page with collapsible section headings. If your company s workflow requires approval for profiles and you re an approver, a new alert can notify you when wire profiles have been added or modified. (For steps to set alerts, see the TreasuryPro User Guide Chapter 2: Administration.) A Note About Terms Some pages in the Wire Transfer service module use the term money transfer instead of wire transfer. The two terms mean the same thing. Navigating This PDF To find the information you need: The PDF s Find box lets you search the guide by topic or phrase. The Bookmarks panel at the left displays a collapsible document structure with linked headings. If the panel is hidden, click the Bookmarks icon in the PDF s upper left border, or go to the PDF s View menu and select Navigation Panels > Bookmarks. In the table of contents for this chapter, all headings are linked to the section. If a section covers steps for more than one topic, it starts with a linked topic list. Cross-references in the text, such as see pg. X or skip to Step X, link to the noted location. Chapter 9 Wire Transfer TreasuryPro User Guide 5

6 9 Wire Transfer Umpqua Bank s TreasuryPro Wire Transfer service enables your company to submit, manage and report on wire transfers. Topics in this chapter: 9.1 Wire Transfer Overview 9.2 Transaction Verification 9.3 Profile Maintenance 9.4 Create Single Transfer 9.5 Create Multi-Transfer 9.6 Approve a Transfer 9.7 Wire Transfer Summary 9.8 Incoming Wire Summary 9.9 Wire Transfer Reports 9.1 Wire Transfer Overview TreasuryPro now provides two ways to submit wire transfers to Umpqua Bank for processing: Free-form transfer. For transfers you ll send only once, you can create a free-form payment without needing to create a profile. If your company is not currently set up to submit free-form wire transfers, please contact Treasury Management Services to have this service enabled. (See contact information on pg. 1.) Profile-based transfer. For payments you ll submit more than once, you can create a profile a template in which to store transaction information that can be updated when you submit a wire transfer. Free-Form Wire Transfer Here s the basic process to create non-repetitive wire transfers for one-time use (for complete steps, see pg. 60). Create Free-Form Wire Transfer In Wire Transfer module, click Create Single Transfer tab. 2. Click Create New (Create Payment Without Profile) and Chapter 9 Wire Transfer TreasuryPro User Guide 6

7 Profile-Based Transfer choose a payment method (domestic, USD international or FX international). 3. Click Next. 4. Enter payment details and click OK. 5. On Verify Transfer page, click Submit. 6. If your company s workflow... Requires payment approval: Status Update page shows payment s tracking number and Pending [X] Approval[s] status. Required number of users must approve before transfer is released to Umpqua Bank for processing. Does not require payment approval: you must confirm action via Transaction Verification System. When confirmed, Status Update page shows payment s tracking number and status, such as Processed or Future-Dated. Here s the basic process to create a profile-based wire transfer. (For complete steps to create a profile, see 9.3 Profile Maintenance, beginning on pg. 11. For complete steps to create a single transfer from a profile, see 9.4 Create Single Transfer, beginning on pg. 59. For complete steps to create up to 10 repetitive transfers at once, see 9.5 Create Multi-Transfer, on pg. 100.) 1. Create Profile In Wire Transfer module, click Profile Maintenance tab. 2. Click Create New Profile icon and select profile type (nonrepetitive, repetitive, semi-repetitive or standing order). 3. Select payment method (domestic, USD international or FX international). 4. Click Next. 5. Enter profile details and click OK. 6. On Verify Transfer page, click Save. 7. If your company s workflow... Requires profile approval: Profile Maintenance page lists profile with Pending Approval status. Another user must approve profile before it can be used. Does not require profile approval: you must confirm action via Transaction Verification System. When confirmed, Profile Maintenance page lists profile with Active status. It can be used to create payments or if standing order payments begin processing per schedule. Chapter 9 Wire Transfer TreasuryPro User Guide 7

8 2. Create Profile-Based Single Transfer In Wire Transfer module, click Create Single Transfer tab. 2. Click Use Existing Profile and choose desired profile. 3. Click Next. 3. Create Profile-Based Multi-Transfer Enter or update information as applicable, and click OK. 5. On Verify Transfer page, click Submit. 6. If your company s workflow... Requires payment approval: Status Update page shows payment s tracking number and Pending [X] Approval[s] status. Required number of users must approve before transfer is released to Umpqua Bank for processing. Does not require payment approval: you must confirm action via Transaction Verification System. When confirmed, Status Update page shows payment s tracking number and status, such as Processed or Future-Dated. 1. In Wire Transfer module, click Create Multi-Transfer tab. 2. Choose desired profile for up to 10 repetitive wire transfers (domestic or USD international). 3. Click Next. 4. Enter or update information, and click OK. 5. On Verify Transfer page, click Submit. 6. If your company s workflow... Requires payment approval: Multiple Transfer Status Update page shows each transfer s tracking number and Pending [X] Approval(s) status. Required number of users must approve each transfer and confirm via Transaction Verification System, before transfers are released for processing. Does not require payment approval: you must confirm action via Transaction Verification System. When confirmed, Status Update page shows each transfer s tracking number and status, such as Processed or Future- Dated Payment Methods For both free-form and profile-based wire transfers, you ll need to select the payment method depending on the destination country and currency: Domestic wires transfers of U.S. dollars to banks in the United States USD International wires transfers of U.S. dollars to foreign banks FX International wires transfers of foreign currency to foreign banks (FX stands for foreign exchange. ) Chapter 9 Wire Transfer TreasuryPro User Guide 8

9 9.1.2 Profile Types When you create a wire transfer profile, you ll select a type, depending on how much information in the profile should be variable when a transfer is created. There are four options: Non-repetitive. The only detail that must be defined in a non-repetitive profile is the sending account(s). All other details are variable when creating a transfer. Domestic, USD international and FX international: When you create a transfer, you can enter or change all information. If the profile provides a choice, you can also select the sending account. Repetitive. Used for regular, recurring wire transfers, such as vendor payments, from the same account to the same beneficiary. Domestic or USD international: When you create a transfer, you can enter or change only the Value Date, Amount and Additional Information. FX international: When you create a transfer, you can enter or change only the Value Date, Amount, Reference Text, Additional Information, Contract Deal Number and Exchange Rate. Semi-repetitive. Used for regular payments from the same account, usually to the same beneficiary. Domestic, USD international or FX international: When you create a transfer, you can enter or change all information except the sending account. Standing order. Used for scheduled cash concentration to an account at another bank or for any regular wire transfer payment with a constant dollar amount, such as a loan or lease payment. Domestic or USD international: Transfers are generated automatically; if information needs to be changed, you must delete the profile and re-create. FX international: Not available for standing order, since exchange rates are constantly changing. Important! A standing order profile is a payment vehicle in itself. Transfers are generated and processed automatically at the set intervals without being subject to approval. Accordingly, Umpqua Bank recommends that you assign permission to create and approve standing order wire profiles only to your most trusted employees. Chapter 9 Wire Transfer TreasuryPro User Guide 9

10 The following table shows the tabs available in a profile for each type: Tab Non- Repetitive Repetitive Semi- Repetitive Standing Order Sender/Receiver Other Parties Other Information Permissions and Approval Structure Assignable Accounts Schedule (active for FXI only) (active for FXI only) 9.2 Transaction Verification As part of the layered fraud protection TreasuryPro provides for ACH and Wire Transfer, you must now verify by telephone when you take these actions: Activating a profile Releasing a payment to Umpqua Bank for processing Modifying a pending payment Steps to enroll in the Transaction Verification System are described in the TreasuryPro First- Time Login sheet Confirm Wire Transfer activity by phone 1. When taking the above-noted actions in ACH or Wire Transfer, you ll see a warning message: Figure 1. Dialog box to begin transaction verification 2. Click OK. An animation lets you know verification is in progress. Chapter 9 Wire Transfer TreasuryPro User Guide 10

11 In a moment, your primary phone rings. (If you don t answer, or the call to the primary phone fails, the backup phone, if any, rings.) 3. Answer the call. When directed, enter your PIN on the phone keypad. 4. If your PIN is recognized, the recording states the details of the transaction. When directed, press the phone key indicated to confirm or decline the transaction. The call ends and the animation stops: If you confirm, the transaction is processed. If you decline, the transaction is canceled. If the call to the primary or backup phone fails, or you don t answer the call, the transaction is canceled. If you clicked OK in the authentication dialog box (Figure 1), but you don t get a call and the transaction is canceled, contact Treasury Management Support to resolve the problem. (See contact information on pg. 1.) 9.3 Profile Maintenance Important! If you receive a call but did not submit a transaction, it may indicate a fraudulent attempt has been made. Decline the transaction and contact Treasury Management Support as soon as possible. (See contact information on pg. 1.) Figure 2. Wire Transfer: Profile Maintenance page Profiles are shared templates created by users at your company to send wire transfers. Profiles store transaction information for transfers you ll submit multiple times. On the Profile Maintenance page, you can set up, approve, modify, model and delete profiles. Tip: If your company s workflow requires approval for profiles and you re an approver, you can set a personal alert to be notified in when profiles are added or modified. For steps to set alerts, see the TreasuryPro User Guide Chapter 2: Administration. Chapter 9 Wire Transfer TreasuryPro User Guide 11

12 Tips: Data View If Grid Is Empty... Your company has no saved wire transfer profiles. Filter or Customize Grid. Click the Environment Settings icon to filter or change the data display. (For more about filters and the Environment Settings tool, see the TreasuryPro User Guide Chapter 1: Using TreasuryPro.) Data Capture Export. Click the Export button to save the grid data as a.csv or.tsv file. Report. Click the Report button to create a PDF of the summary data. If desired you can filter the display first for example, focus on one account or payment method using the Environment Settings tool. (For steps to create custom reports, see Section 9.9 Wire Transfer Reports, on pg. 119.) Detail Report. Click the Detail Report button to create a PDF with full details of each profile. You can filter the display beforehand for example, focus on one payment method or sending account using the Environment Settings tool. This section explains how to Create a domestic profile Create a USD international profile Create an FX international profile Approve a profile Assign wire transfer profiles to a user Modify a wire transfer profile Model a wire transfer profile to create a new one Delete a wire transfer profile Create a domestic profile Important: These steps are for creating a wire transfer profile to send funds in U.S. dollars to a bank within the United States. Profiles using other payment methods have different steps, even though they appear similar. For steps to create a USD international profile, see pg. 25; for steps to create an FX international profile, see pg In the Wire Transfer service module, click the Profile Maintenance tab. The Profile Maintenance page opens (Figure 2). 2. Click the Create New Profile icon. The Select Profile Type page opens. Chapter 9 Wire Transfer TreasuryPro User Guide 12

13 Figure 3. Wire Transfer: Select Profile Type page (default view) 3. Profile Name. (required, alphanumeric, max. 15 characters) Enter a unique name for the profile. 4. Description. (optional, alphanumeric, max. 50 characters) If desired, enter a brief description of the profile s purpose for other users. 5. Financial Institution. (inactive) Auto-fills with Umpqua Bank, the only option. 6. Profile Type. From the drop-down menu, choose the desired type: non-repetitive, repetitive, semi-repetitive or standing order. Note: Screenshots in this topic show a repetitive profile except the Assignable Accounts tab, which is unique to non-repetitive. 7. Payment Method. From the drop-down menu, choose the payment method to use for this profile: Domestic. 8. Cutoff Time. (inactive) The daily cutoff time for sending wire transfers is 2 pm (14:00 PT). 9. Click Next. The Add Profiles for [Company] page opens. If you re creating a non-repetitive profile, skip to Step 38 (there are only two tabs: Permissions and Approval Structure, and Assignable Accounts). If you re creating a repetitive, semi-repetitive or standing order profile, continue with the next step. Chapter 9 Wire Transfer TreasuryPro User Guide 13

14 SENDER/RECEIVER TAB (For domestic profiles, this tab is absent for non-repetitive; it is active for repetitive, semi-repetitive and standing order.) Figure 4. Domestic Wire Transfer: Add Profiles for [Company] page 10. Sending Account Number. (required) From the drop-down menu, choose the desired account. 11. Currency Code. When an account is selected, this field auto-fills with USD. 12. Sender Name/Address. These fields auto-fill with your company information. 13. Amount. (required, numeric, max. 15 characters plus 2 after the decimal point) Chapter 9 Wire Transfer TreasuryPro User Guide 14

15 For a repetitive or semi-repetitive profile, enter an amount if it will remain constant. Otherwise, enter 0.00 and update when you create a transfer. For a standing order profile, you must enter the amount to be transferred. 14. Amount currency. For a domestic profile, this field auto-fills to USD when you select the sending account. 15. Value Date and Process Date. These fields are inactive. For repetitive and semi-repetitive profiles, the date is selected when a transfer is created. For standing order wires, the dates are determined by the Schedule Info settings. 16. Beneficiary Name. (alphanumeric, max. 35 characters) Enter the wire recipient s name. For repetitive profiles, beneficiary information is required. It cannot be edited when creating a transfer. For semi-repetitive profiles, beneficiary information is optional. It can be entered or edited in the transfer. For standing order wires, beneficiary information is required. Important! For domestic wires, either the Beneficiary Name or the Beneficiary Account Number field can be blank, but not both. One of these pieces of information is required. 17. Beneficiary Account Number. (alphanumeric, max. 34 characters) Enter the beneficiary s account number, if desired. 18. Beneficiary Address. (optional, alphanumeric, max. 35 characters each line) Enter the beneficiary s address, if desired. 19. Beneficiary FI ID Type. (inactive) For domestic wires, this field auto-fills with FED ABA. 20. FI ID. (required, alphanumeric, max. 11 characters) If you know the bank s 9-digit Fed ABA, enter it in this field, then click the Select FI button to auto-fill the FI Name and Address fields. Tip: If an error message alerts you there are no matching financial institutions, verify the following: You selected the correct payment method. You typed the FI ID correctly. You have the correct FI ID. You may need to contact the beneficiary to confirm. 21. If the FI Name and Address fields auto-fill with the correct information, skip to Step 28. If not, or if you don t know the bank s ID, you can use the Select FI button to find it; continue with the next step. 22. To use the Select FI button to find the FI ID, click the Select FI button. The Select Financial Institution window opens. Chapter 9 Wire Transfer TreasuryPro User Guide 15

16 Click the Environment Settings icon to set filters. Figure 5. Select Financial Institution window You ll see an error message in the upper right-hand corner (Figure 5); it only means you need to set one or more filters to limit the results to a displayable number. 23. Click the Environment Settings icon. The Environment Settings tool opens with the Filter Settings tab selected. 24. Select a qualifier and click the button at the right end of that row. (For more about the Environment Settings tool, see the TreasuryPro User Guide Chapter 1: Using TreasuryPro.) The Select Filter Values dialog box opens. Figure 6. Select Financial Institution window, Environment Settings tool (showing Qualifier entered and dialog box to enter the Value) 25. Enter the desired value; for example, you may know the bank s name contains point. Click OK to close the Select Filter Values dialog box. 26. Click OK again to close the Select Financial Institution window. If results are found, a list displays: Chapter 9 Wire Transfer TreasuryPro User Guide 16

17 Figure 7. Select Financial Institution window (showing search results) Double-click an institution s name to enter it as the beneficiary s FI. (Alternatively, click to highlight the row and click OK.) The Select FI window closes. 27. FI Name and Address. (required) When you enter the financial institution ID or select it from search results, these fields auto-fill. If the information is incorrect, to search again: clear the FI ID, FI Name and Address fields; click the Select FI button; and repeat the steps above. 28. Additional Information. (optional, alphanumeric, max. 140 characters) These fields can be used for notes to the beneficiary about the wire, such as an invoice number, instructions upon receipt or FFC (For Further Credit) details. For repetitive and semi-repetitive profiles, these fields are generally left blank and filled out, if desired, when a transfer is created. For standing order wires, any additional information must be entered now. 29. If another bank or banks are involved in the transfer, click the Other Parties tab and continue with the next step. If no other banks are involved, skip to Step 37. Chapter 9 Wire Transfer TreasuryPro User Guide 17

18 OTHER PARTIES TAB (For domestic profiles, this tab is active for repetitive, semi-repetitive and standing order. The tab is absent for non-repetitive.) Figure 8. Domestic Wire Transfer: Add Profiles for [Company] page, Other Parties tab 30. Sending Bank ID, Name and Address. (inactive) These fields are auto-filled with Umpqua Bank s information. 31. Beneficiary Bank ID Type, ID, Name, Address. (inactive) These fields are autofilled with the information you entered on the Sender/Receiver tab. 32. Beneficiary Bank Code. (inactive) 33. Correspondent FI ID Type. (inactive) For domestic profiles, this field auto-fills with FED ABA. Note: Complete Step 34 only if, per the wiring instructions from the beneficiary, a second U.S. bank is involved in the transaction, in addition to the beneficiary s bank. This may happen, for example, if the beneficiary s bank is a credit union. If a second bank is not involved, leave the Correspondent Bank fields blank. 34. Correspondent FI ID. (alphanumeric, max. 11 characters) If you know the second bank s ABA, enter it and click the Select FI button to auto-fill the Correspondent FI Chapter 9 Wire Transfer TreasuryPro User Guide 18

19 Name and Address fields. If you don t know the bank s ABA but you know the name, type it in the Correspondent FI Name field and click the Select FI button to search. (For steps to use the Select FI button as a search tool, see Step 22, pg. 15). For repetitive profiles, if there is correspondent bank information it is required these fields cannot be entered or edited in the transfer. For semi-repetitive profiles, any correspondent information is optional these fields can be edited when creating a transfer. For standing order wires, any correspondent information is required. 35. Intermediary FI ID Type. (inactive) For domestic profiles, this field auto-fills with FED ABA. 36. Intermediary FI ID. (optional, alphanumeric, max. 11 characters) If the wiring instructions from the beneficiary state that a third bank is involved in the transaction, enter the ABA for that bank. For a repetitive or standing order profile, intermediary information (if any) must be entered now. For a semi-repetitive profile, these fields can be left blank now and filled when a transfer is created. 37. For domestic profiles, no settings are needed on the Other Information tab. It is shown below for reference. If you re creating a non-repetitive, repetitive or semi-repetitive profile, continue with the next step. If you re creating a standing order profile, the Permissions and Approval Structure tab is absent standing order payments are created and processed automatically. Skip to Step 47. OTHER INFORMATION TAB (For domestic profiles, all fields on this tab are inactive for repetitive, semi-repetitive and standing order. all fields are inactive. The tab is absent for non-repetitive.) Figure 9. Domestic Wire Transfer: Add Profiles for [X] page, Other Information tab 38. Click the Permissions and Approval Structure tab. Chapter 9 Wire Transfer TreasuryPro User Guide 19

20 PERMISSIONS AND APPROVAL STRUCTURE TAB (For domestic profiles, this tab is active for non-repetitive, repetitive and semi-repetitive. The tab is absent for standing order.) Figure 10. Domestic Wire Transfer: Add Profiles for [Company] page, Permissions and Approval Structure tab Users If this section is enabled, the settings are as follows: 39. Create Payment. If a user should not be able to create transfers based on this profile, leave the box blank. To give a user permission to create wire transfers based on this profile, check the box next to their Login ID. Important! The list shows users with at least one Wire Transfer permission, regardless of the permissions they have. To be able to create a transfer from this profile even with the Create Payment box checked a user must have Add permission for the specified type (such as repetitive) using the specified sending account(s). If you re uncertain whether a user has the necessary permissions to create this type of transfer, contact one of your company s TreasuryPro administrators. 40. Approval Level. If the user should not be able to approve payments based on this profile, keep the default status in the drop-down menu: None. If the user should be able to approve payments based on this profile, select Level 1 or Level 2. TreasuryPro doesn t impose a hierarchy to these levels; they simply enable you to create two categories of approvers for increased security, if desired. Chapter 9 Wire Transfer TreasuryPro User Guide 20

21 Level 1. Select Level 1 if the profile will keep the default approval structure (one required approver). Level 2. Select Level 2 if you will refine the approval structure for this profile to include two categories, and this user should be a Level 2 approver. Approval Structure Important! To approve transfers based on this profile, in addition to an assigned approval level in the profile, a user must have the following: a. Wire Transfer Approve and/or Quick Approve permission for the profile s payment method (such as non-repetitive) and sending account b. Wire Transfer service parameter approval limit at or above the dollar value of the payment If you re uncertain whether a user has the necessary permissions to approve transfers, please contact a TreasuryPro administrator at your company. 41. Currency. (inactive) This field auto-fills with USD; the value ranges are in U.S. dollars. 42. From/To. (optional, numeric) If desired, you can set an approval structure for payments based on this profile. A structure can extend to six dollar-value ranges. Define the first-tier range by double-clicking on Maximum in the To field and entering the desired amount. When you do so, the fields in the second tier change: the From field auto-fills with that amount plus one cent, and the To field displays Maximum. To add a third tier, double-click on Maximum and enter an amount. The fields in the fourth tier update accordingly. Continue until you ve defined the desired number of tiers. 43. Required Approvers. Because wire transfer settlement is immediate, as a precaution, Umpqua Bank s standard is to require one approver for all wire transfers. You can increase the number of approvers required for payments, if desired. If you ve set a tiered approval structure, from the drop-down menu for each tier you can choose the number of approvers required. Tip: To place a ceiling on the dollar value of payments based on this profile, add a tier above the highest dollar value you want to allow. The range for this final tier will be from one cent above the highest value to Maximum. From the Required Approvers drop-down menu, select NA (see Figure 11). This setting prohibits approval of payments that exceed the ceiling amount. Chapter 9 Wire Transfer TreasuryPro User Guide 21

22 Figure 11. Sample approval structure (with ceiling set at $7500) 44. Level 1, Level 2 columns. (optional) If desired, you can refine the approval structure even further, so that approvers must come from different categories in your organization. Keep in mind that TreasuryPro doesn t define a ranking for Level 1 vs. Level 2. Your company can set its own distinction between the two and decide which users should be assigned to each. In the Level 1 and Level 2 columns for each tier, enter the number of approvers, as appropriate. Be sure that for each tier the total number of Required Approvers equals the number of Level 1 plus Level 2 approvers. Leaving these fields blank means approvers can come from either level. In Figure 11, for example, in the first tier, the one approver required could come from either level. In the second tier, of the two required approvers, one must come from Level 1 and the other from Level 2. Important! If you set a level distinction, be sure in Step 40 to designate an adequate number of approvers at both levels. If there aren t enough approvers available by the process date, the payment will expire without being processed. Note, however, that if a payment expires, you can use it to create another. (For steps, see Model a wire transfer to create a new transfer, on pg. 116). 45. If you re creating a non-repetitive profile, continue with the next step. If you re creating a standing order profile, skip to Step 47. For all other wire types, if you re ready to submit the transfer, skip to Step 54. Chapter 9 Wire Transfer TreasuryPro User Guide 22

23 ASSIGNABLE ACCOUNTS TAB (This tab is only present for non-repetitive profiles.) Figure 12. Domestic Wire Transfer: Add Profiles for [Company] page, Assignable Accounts tab 46. Accounts. If desired, non-repetitive profiles can enable a choice of sending account when a transfer is created: To assign several accounts, in the Available panel, hold down the Ctrl key and click to select the accounts, then click the Add > button to move them to the right. To assign all available accounts, simply click the Add All >> button. If transfers should allow a single account only, select that account on the left and click Add > to move it to the Assigned panel. 47. If you re creating a non-repetitive profile, and you re ready to submit it, skip to Step 54. If you re creating a standing order profile, click the last tab, Schedule Info, and continue with the next step. Chapter 9 Wire Transfer TreasuryPro User Guide 23

24 SCHEDULE INFO TAB (This tab is present for standing order profiles only.) Figure 13. Domestic Wire Transfer: Add Profiles for [Company] page, Schedule Info tab Important! Keep in mind that a standing order profile is a payment vehicle transfers are generated and processed automatically at the defined intervals, without being subject to approval. 48. Frequency. (required) From the drop-down menu, choose how often the transfer will be sent: daily, weekly, biweekly, semimonthly, monthly, four weekly, quarterly or yearly. 49. Generate Date. (required, if active) If you choose an option other than daily or yearly, this field opens so you can specify the day or date(s). 50. Begin Date. (required) Click the Browse Date icon to set the date these transfers should begin. 51. End Date. (optional) Click the Browse Date icon to set the date these transfers should stop. 52. Except On. (optional) To have the value date shifted for transfers that fall on holidays and/or non-banking days, click the desired option(s). 53. Substitute Day. (required if an Except On option is selected) Because wire transfers can t be processed on bank holidays or other non-banking days, choose the alternative day the transfer should go through if it falls on such a day. 54. When you re done setting up the profile, click... Save to create the new profile. Cancel to exit without creating the profile. 55. When you click Save... If your company s workflow requires approval for profiles, you re returned to the Profile Maintenance page. The profile is listed with Pending Approval status: a permitted user must approve it before it can be used to create payments or if it is standing order before it goes into effect. The profile setup is complete. Chapter 9 Wire Transfer TreasuryPro User Guide 24

25 Tip: If you re waiting for another user to approve a profile so you can create a payment, be sure to click TreasuryPro s Refresh icon periodically. Changes made by other users don t automatically update on your screen. If your company s workflow does not require approval for profiles, a dialog box will prompt you to verify the action by telephone. a. Click OK. In a few moments, your primary business telephone should ring. b. Enter your PIN on the phone keypad and complete the Transaction Verification process. (For detailed steps, see Section 9.2 Transaction Verification on pg. 10.) c. If you confirm the action, you re returned to the Profile Maintenance page. The profile is listed with Active status. It can now be used to send payments or if it is standing order payments begin processing according to the schedule Create a USD international profile Important: These steps are for creating a profile to wire funds in U.S. dollars to a foreign bank. Profiles using other payment methods have different steps even though they appear similar. For steps to create a domestic profile, see pg. 12; for steps to create an FX international profile, see pg In the Wire Transfer service module, click the Profile Maintenance tab. The Profile Maintenance page opens (Figure 2). 2. Click the Create New Profile icon. The Select Profile Type page opens. Chapter 9 Wire Transfer TreasuryPro User Guide 25

26 Figure 14. Wire Transfer: Select Profile Type page (default view) 3. Profile Name. (required, alphanumeric, max. 15 characters) Enter a unique name for the profile. 4. Description. (optional, alphanumeric, max. 50 characters) If desired, enter a brief description of the profile s purpose for other users. 5. Financial Institution. (inactive) Auto-fills with Umpqua Bank, the only option. 6. Profile Type. From the drop-down menu, choose the desired type: non-repetitive, repetitive, semi-repetitive or standing order. Note: Screenshots in this topic show a repetitive profile except the Assignable Accounts tab, which is unique to non-repetitive. 7. Payment Method. From the drop-down menu, choose the payment method to use for this USD international profile: USD Intl. 8. Cutoff Time. (inactive) The daily cutoff time for sending wire transfers is 2 pm (14:00 PT). 9. Click Next. The Add Profiles for [Company] page opens. If you re creating a non-repetitive profile, skip to Step 38 (there are only two tabs: Permissions and Approval Structure, and Assignable Accounts). If you re creating a repetitive, semi-repetitive or standing order profile, continue with the next step. Chapter 9 Wire Transfer TreasuryPro User Guide 26

27 SENDER/RECEIVER TAB (For USD international profiles, this tab is active for repetitive, semi-repetitive and standing order. The tab is absent for non-repetitive.) Figure 15. USD international Wire Transfer: Add Profiles for [X] page, Sender/Receiver tab 10. Sending Account Number. (required) From the drop-down menu, choose the desired account. Chapter 9 Wire Transfer TreasuryPro User Guide 27

28 11. Currency Code. (inactive) When an account is selected, this field auto-fills with USD. 12. Sender Name and Address. (inactive) These fields auto-fill with your company information. 13. Amount. (required, numeric, max. 15 characters plus 2 after the decimal point) For a repetitive or semi-repetitive profile, enter an amount if it will remain constant. Otherwise, enter 0.00 and update when you create a transfer. For a standing order profile, you must enter the amount to be transferred. 14. Amount currency. For a USD international profile, this field auto-fills with USD when you select the sending account. 15. Value Date and Process Date. These fields are inactive. For repetitive and semi-repetitive profiles, the date is selected when a transfer is created. For standing order wires, the dates are determined by the Schedule Info settings. 16. Beneficiary Name. (alphanumeric, max. 35 characters) Enter the wire recipient s name. For repetitive profiles, beneficiary information is required. It cannot be edited when creating a transfer. For semi-repetitive profiles, beneficiary information is optional. It can be entered or edited in the transfer. For standing order wires, beneficiary information is required. Important! For USD international wires, either the Beneficiary Name or the Beneficiary Account Number field can be blank. However, it is highly recommended that you include both if possible; the wire could be delayed with additional charges if one of these pieces of information is missing. 17. Beneficiary Account Number. (alphanumeric, max. 34 characters) Enter the beneficiary s account number, if desired. 18. Beneficiary Address. (alphanumeric, max. 35 characters each line) For a USD international profile, it s strongly recommended that you enter the beneficiary s street address, city and country. 19. Beneficiary FI ID Type. (required) For USD international profiles, BIC/SWIFT is auto-selected. Ignore the other options, which aren t used for USD international wires. 20. FI ID. (required, alphanumeric, max. 11 characters) If you know the BIC/SWIFT code for the beneficiary s bank, enter it in this field, then click the Select FI button to autofill the FI Name and Address fields. Tip: If an error message alerts you there are no matching financial institutions, verify the following: You selected the correct payment method. Chapter 9 Wire Transfer TreasuryPro User Guide 28

29 You typed the FI ID correctly. You have the correct FI ID. You may need to contact the beneficiary to confirm. Note: A BIC/SWIFT can be 8 or 11 characters long, and can be composed of letters and numbers or letters only. A code such as ROYCCAT2, for example, can be interpreted like so: The first 4 letters indicate the bank; ROYC = Royal Bank of Canada. The next 2 letters indicate the country; CA = Canada. The next 2 characters indicate the location; T2 = Toronto. If used, the last 3 characters indicate the branch. If the first 8 characters of the BIC/SWIFT are correct, the receiving bank can route the transfer to the appropriate branch. However, without a branch code, if the bank is a large global institution the routing process could slow delivery of the funds. Whenever possible, the beneficiary should provide you with the exact code for their bank. 21. If the FI Name and Address fields fill with the correct information, skip to Step 28. If not, or if the beneficiary provided you with their bank s name but not its BIC/SWIFT code, you can use the Select FI button to find the code: continue with the next step. Warning: Using an incorrect BIC/SWIFT code may delay delivery of the payment. It is always best to get the code from the beneficiary. 22. To use the Select FI button to find the FI ID, click the Select FI button. The Select Financial Institution window opens: Click the Environment Settings icon to add filters. Figure 16. Select Financial Institution window (showing error message) You ll see an error message in the upper right-hand corner (Figure 16); it only means you need to set one or more filters to limit the results to a displayable number. 23. Click the Environment Settings icon. The Environment Settings tool opens with the Filter Settings tab selected. 24. Select a qualifier and click the button at the right end of that row. (For more about the Environment Settings tool, see the TreasuryPro User Guide Chapter 1: Using TreasuryPro.) The Select Filter Values dialog box opens. Chapter 9 Wire Transfer TreasuryPro User Guide 29

30 Figure 17. Select Financial Institution box, Environment Settings tool (showing Qualifier entered and dialog box to enter the value) 25. Enter the desired value; for example, you may know the bank s name contains paris. Click OK to close the Select Filter Values dialog box. 26. Click OK again to close the Select Financial Institution box. If results are found, a list displays: Figure 18. Select Financial Institution window (showing search results) Double-click an institution s name to enter it as the beneficiary s FI. (Alternatively, click to highlight the row and click OK.) The Select FI window closes. 27. FI Name and Address. (required) When you enter the financial institution ID, or select it from search results, these fields auto-fill. If the information is incorrect, to search again: clear the FI ID, FI Name and Address fields; click the Select FI button; and repeat the steps above. 28. Additional Information. (optional, alphanumeric, max. 140 characters) This field can be used for notes to the beneficiary about the wire, such as an invoice number, instructions upon receipt or FFC (For Further Credit) details. Chapter 9 Wire Transfer TreasuryPro User Guide 30

31 For repetitive and semi-repetitive profiles, these fields are generally left blank and filled out, if desired, when a transfer is created. For standing order wires, any additional information must be entered now. 29. If you re creating a repetitive, semi-repetitive or standing order profile, click the Other Parties tab and continue with the next step. If you re creating a non-repetitive profile, skip to Step 38. OTHER PARTIES TAB (For USD international profiles, this tab is active for repetitive, semi-repetitive and standing order. The tab is absent for non-repetitive.) Figure 19. USD International Wire Transfer: Add Profiles for [X] page, Other Parties tab 30. Sending Bank ID, Name and Address. (inactive) These fields are auto-filled with Umpqua Bank s information. 31. Beneficiary Bank ID Type, ID, Name and Address. (inactive) These fields are autofilled with the information you entered on the Sender/Receiver tab. Chapter 9 Wire Transfer TreasuryPro User Guide 31

32 32. Beneficiary Bank Code. (inactive) 33. Correspondent FI ID Type. (required) Select Fed ABA. (Other options in the list are not currently available.) 34. Correspondent FI ID. (required, alphanumeric, max. 11 characters) If you know the second bank s ABA, enter it and click the Select FI button to auto-fill the Correspondent FI Name and Address fields. If you don t know the bank s ABA but you know the name, type it in the Correspondent FI Name field and click the Select FI button to search. (For steps to use the Select FI button as a search tool, see Step 22, on pg. 29). If the beneficiary has not designated a correspondent bank, please enter (Standard Chartered Bank Limited Fed) and click the Select FI button to auto-fill the name and address fields. 35. Intermediary FI ID Type. (inactive) For USD international profiles, this field auto-fills with BIC/SWIFT. (Other options in the list are not currently available.) 36. Intermediary FI ID. (optional, alphanumeric, max. 11 characters) If the wiring instructions from the beneficiary state that a third bank is involved in the transaction, enter the BIC/SWIFT for that bank. For a repetitive or standing order profile, intermediary information (if any) must be entered now. For a semi-repetitive profile, these fields can be left blank now and filled when a transfer is created. 37. For USD international profiles, no settings are needed on the Other Information tab. It is shown below for reference. If you re creating a non-repetitive, repetitive or semi-repetitive profile, continue with the next step. If you re creating a standing order profile, the Permissions and Approval Structure tab is absent standing order payments are created and processed automatically. Skip to Step b. OTHER INFORMATION TAB (For USD international profiles, all fields on this tab are inactive for repetitive, semi-repetitive and standing order. The tab is absent for non-repetitive.) Figure 20. USD International Wire Transfer: Add Profiles for [X] page, Other Information tab Chapter 9 Wire Transfer TreasuryPro User Guide 32

33 38. Click the Permissions and Approval Structure tab. PERMISSIONS AND APPROVAL STRUCTURE TAB (For USD international profiles, this tab is active for non-repetitive, repetitive and semi-repetitive. The tab is absent for standing order.) Figure 21. USD International Wire Transfer: Add Profiles for [X] page, Permissions and Approval Structure tab Users If this section is enabled, the settings are as follows: 39. Create Payment. If a user should not be able to create transfers based on this profile, leave the box blank. To give a user permission to create wire transfers based on this profile, check the box next to their Login ID. Important! The list shows users with at least one Wire Transfer permission, regardless of the permissions they have. To be able to create a payment from this profile even with the Create Payment box checked a user must have Add permission for the specified type (such as repetitive) using the specified sending account(s). If you re uncertain whether a user has the necessary permissions to create this type of payment, contact one of your company s TreasuryPro administrators. 40. Approval Level. If the user should not be able to approve payments based on this profile, keep the default status in the drop-down menu: None. If the user should be able to approve payments based on this profile, select Level 1 or Level 2. TreasuryPro doesn t impose a hierarchy to these levels; they simply enable you to create two categories of approvers for increased security, if desired. Chapter 9 Wire Transfer TreasuryPro User Guide 33

34 Level 1. Select Level 1 if the profile will keep the default approval structure (one required approver). Level 2. Select Level 2 if you will refine the approval structure for this profile to include two categories, and this user should be a Level 2 approver. Approval Structure Important! To approve transfers based on this profile, in addition to an assigned approval level in the profile, a user must have the following: a. Wire Transfer Approve and/or Quick Approve permission for the profile s payment method (such as non-repetitive) and sending account b. Wire Transfer service parameter approval limit at or above the dollar value of the payment If you re uncertain whether a user has the necessary permissions to approve transfers, please contact a TreasuryPro administrator at your company. 41. Currency. (inactive) This field auto-fills with USD; the value ranges are in U.S. dollars. 42. From/To. (optional, numeric) If desired, you can set an approval structure for payments based on this profile. A structure can extend to six dollar-value ranges. Define the first-tier range by double-clicking on Maximum in the To field and entering the desired amount. When you do so, the fields in the second tier change: the From field auto-fills with that amount plus one cent, and the To field displays Maximum. To add a third tier, double-click on Maximum and enter an amount. The fields in the fourth tier update accordingly. Continue until you ve defined the desired number of tiers. 43. Required Approvers. Because wire transfer settlement is immediate, as a precaution, Umpqua Bank requires one approver for all wire transfers. You can increase the number of approvers required for payments, if desired. If you ve set a tiered approval structure, from the drop-down menu for each tier you can choose the number of approvers required. Tip: To place a ceiling on the dollar value of payments based on this profile, add a tier above the highest dollar value you want to allow. The range for this final tier will be from one cent above the highest value to Maximum. From the Required Approvers drop-down menu, select NA (see Figure 22). This setting prohibits approval of payments that exceed the ceiling amount. Chapter 9 Wire Transfer TreasuryPro User Guide 34