BANKOH BUSINESS CONNECTIONS WIRE TRANSFER GUIDE

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1 BANKOH BUSINESS CONNECTIONS WIRE TRANSFER GUIDE Revision 2/ of 35

2 Contents GENERAL INFORMATION... 3 Wire Transfers... 3 Types of Wires... 3 Wire Templates... 3 Bankoh Business Connections Wire Cut-off Times... 3 HOW TO CREATE A SINGLE USE WIRE (NON-REPETITIVE)... 4 HOW TO CREATE A WIRE TEMPLATE (SEMI-REPETITIVE)... 6 HOW TO USE A WIRE TEMPLATE (SEMI-REPETITIVE)... 9 HOW TO APPROVE A WIRE HOW TO RELEASE A WIRE HOW TO CHECK THE STATUS OF YOUR WIRE HOW TO MODIFY A WIRE HOW TO DELETE A WIRE WIRE HISTORY WIRE APPLICATIONS Non-Repetitive Fed Wires Non-Repetitive Foreign Currency Non-Repetitive International USD Non-Repetitive Tax Non-Repetitive Internal Semi-Repetitive Fed Semi-Repetitive Foreign Currency Semi-Repetitive Intl USD Important Notice Regarding Wire Transfers of 35

3 GENERAL INFORMATION Wire Transfers Wire transfers are electronic payments which can be sent to companies and individuals with an account at a bank. Most wire transfers are sent through the Federal (FED) Reserve Wire Network or the Society for Worldwide Interbank Financial Telecommunication network (SWIFT) or the Clearing House Interbank Payments System (CHIPS). Most banks use special codes and an address to identify themselves in the payment network. Most US banks use an ABA Routing Number while most Non-US Banks use a SWIFT code, however, some banks may have both. Additionally, some banks have a CHIPS code. Fed ABA Wire Directory - Types of Wires The basic types of wires available in Bankoh Business Connections include: Fed, Foreign Currency, International US Dollar (Intl USD), and Internal (also known as Book) wire. Fed wire transfers - are used to send payments to US banks in US Dollars. Foreign Currency wire transfers - are used to send payments in Foreign Currency most often to Non-US banks. Intl USD wire transfers - are used to send payments in US Dollars to a Non-US bank. Internal (Book) wire transfers are used to send payments in US Dollars from your Bank of Hawaii account to another account at Bank of Hawaii. Wire Templates In Bankoh Business Connections (BBC), you can send a one-time wire or choose to set up a template if you plan to send the wire to the same destination on a frequent basis: Non-Repetitive Wire one-time use, no template created. Semi-Repetitive Wire a wire template is created and saved. Once the template is created and saved, you will only be required to enter the amount and the value date. Repetitive Wire a wire template is created and saved. Once the template is created and saved, you will only be required to enter the value date. Bankoh Business Connections Wire Cut-off Times Fed (Domestic) Foreign Currency (incl. Intl USD) Internal (Book) 11:30 AM Hawaiian Standard Time 1:30 PM Hawaiian Standard Time* 4:00 PM Hawaiian Standard Time Wire Transfers received after the cut-off times above will be processed the next business day. *Note: Foreign Currency wires must be sent the same day. 3 of 35

4 HOW TO CREATE A SINGLE USE WIRE (NON-REPETITIVE) 1) Click on Wire Transfers from the left hand navigation bar 2) Click on Single Wire 4 of 35

5 3) Click on the type of wire you would like to send (e.g. Non-Rep Fed, Non-Rep Foreign Currency, etc.) Note: Not all wire types may be available to you depending upon your set up in Bankoh Business Connections. 4) After completing the required fields for the wire (see WIRE APPLICATIONS section for details on the fields), click Queue. 5) As part of the security features built into BBC, the person who enters the wire cannot release it, so another user with wire release authority must login and release the wire (see HOW TO RELEASE A WIRE). Additionally, if your setup requires wires to be approved, another user with wire approve authority must approve your wire before it can be released (see HOW TO APPROVE A WIRE). 5 of 35

6 HOW TO CREATE A WIRE TEMPLATE (SEMI-REPETITIVE) 1) From the dashboard, click Setup 2) On the left hand menu and then click on Manage Wire Templates. 6 of 35

7 3) Click Add Template 4) Click the drop down menu and select the wire template type you wish to create and click Continue 7 of 35

8 5) After completing the required fields for the wire (see WIRE APPLICATIONS section for details on the fields), click Save. 8 of 35

9 HOW TO USE A WIRE TEMPLATE (SEMI-REPETITIVE) 1) Click on Wire Transfers from the left hand navigation bar 2) Click on Single Wire 9 of 35

10 3) Click on the type of semi repetitive (e.g. Semi-Repetitive Fed, Semi-Repetitive Foreign Currency, etc.) wire you would like to send. Note: Not all wire types may be available to you depending upon your set up in Bankoh Business Connections. 10 of 35

11 4) Click the button view the list of the templates available. 5) Select a template from the list by clicking it and then click OK. 11 of 35

12 6) The selected template will now appear in the Template ID field. Fill in the appropriate fields in the wire template and click the Queue button. For additional information on the wire template fields see WIRE APPLICATIONS. 7) As part of the security features built into BBC, the person who enters the wire cannot release it, so another user with wire release authority must login and release the wire (see HOW TO RELEASE A WIRE). Additionally, if your setup requires wires to be approved, another user with wire approve authority must approve your wire before it can be released (see HOW TO APPROVE A WIRE). 12 of 35

13 HOW TO APPROVE A WIRE If your setup in BBC requires each wire to be approved, another user with approval authority must log in after the wire has been entered to approve the wire and then the wire can be released (see HOW TO RELEASE A WIRE). 1) In the Wire Transaction List, check the box next to the wire you wish to approve and click the Approve button. 13 of 35

14 HOW TO RELEASE A WIRE After creating a one-time wire or creating a wire using a template, it must be released for processing. To release the wire: 1) From the dashboard, click Wire Transfers. 2) The main Wire Transfer screen will by default show the wire Transaction List, however, if you are already logged in, you may need to click Transaction List. 3) Click the check box next to the wire to be sent and click the Release button. 4) You will then be prompted to enter your one time passcode from your security token. Please enter your passcode into the popup window and click OK. 14 of 35

15 HOW TO CHECK THE STATUS OF YOUR WIRE Once a wire has been entered and released into BBC, you may check the status of the wire by clicking on Wire Transfers and then Transaction List. If you are monitoring the processing of a wire, you may click the refresh button in your web browser or press the F5 button on your keyboard to update the Transaction List screen. Below are wire status descriptions and user actions required, if applicable. Status Description Next Action Required by User *Entered Wire data has been entered into BBC Release (or Approve if required) *Approved Wire has been approved in BBC Release (or Approve if required) *Pending Wire is being processed in BBC None. However, if wire remains in this status, and does not progress to the next stage, you many need to contact Cash Pending Release Release Acknowledged Processed Wire is in the process of being sent to BOH Wire System Wire has been sent to BOH Wire System Wire has been received by BOH Wire System Wire has been processed and sent by the BOH Wire System Management for assistance None None None None Rejected An error has occurred. Please contact Cash Management for assistance Voided Not Released timely None Revised Change made to wire in Queue *Requires actions by authorized user. None 15 of 35

16 HOW TO MODIFY A WIRE If a wire has been entered but not approved or released, you can modify it before it is sent for processing. 1) Navigate to the Wire Transaction List by clicking on Wire Transfers and the Transaction List. 2) Click the box next to wire you wish to modify and then click Revise button. 3) Click Wire Repair from the upper navigation menu. 4) The wire will then appear in the Wire Repair list. Click on the amount of the wire (hyperlink in blue). 5) You can then modify the wire as necessary and then click Queue button to continue. Please note that the wire will then need to be approved or released for processing. HOW TO DELETE A WIRE If a wire has not been released for processing, you can delete it. 1) Navigate to the Wire Transaction List by clicking on Wire Transfers and the Transaction List. 2) Click the box next to wire you wish to modify and then click Delete button. 3) A popup box will ask you to confirm that you wish to delete the wire. Click OK to confirm deletion. 16 of 35

17 WIRE HISTORY You can review the wires you have sent previously by clicking Wire History from the top navigation bar. The wire history screen will list your wires sent within the past 45- days. You may also perform a search by entering the appropriate wire data in the search fields and by clicking Search. 17 of 35

18 WIRE APPLICATIONS Non-Repetitive Fed Wires FIELD Amount* Value Date Debit Account* Receiving Bank ID* Receiving Bank Name* Receiving Bank Address Beneficiary Account* Beneficiary Name Beneficiary Address DATA TO ENTER Amount in US dollars Wire Date (default is current business date) Account to be debited for the wire. If you have multiple accounts, click the drop down menu and select the desired account. Enter the ABA number for the receiving bank. (Tip: You can search for the number by clicking the button.) Enter the name of receiving bank. (Tip: You can search for the name by clicking the button.) Enter address, city or branch of receiving bank. Enter the account number to be credited. Enter the name of the customer to be credited. Enter address of the customer to be credited. 18 of 35

19 Non-Repetitive Fed Con t FIELD Reference for Beneficiary OBI (Other Beneficiary Info) BBI (Bank to Bank Info) DATA TO ENTER Optional reference field for sender to use or Leave Blank Optional field for sender to communicate to customer to be credited or Leave Blank Optional field used to send info to beneficiary bank or Leave Blank 19 of 35

20 Non-Repetitive Foreign Currency FIELD Contract Number Amount* Sending Currency* Exchange Rate* Sending Currency Amount Value Date* Debit Account* Receiving Bank ID Type Receiving Bank ID Receiving Bank Name* Receiving Bank Address* DATA TO ENTER Leave blank Amount in US dollars Click drop down to choose foreign currency This will automatically be filled in after selecting the foreign currency above This will automatically be filled in after selecting the foreign currency above Wire Date (default is current business date) Account to be debited for the wire. If you have multiple accounts, click the drop down menu and select the desired account. Click drop down and select SWIFT BIC Enter SWIFT BIC code for the receiving bank. Name of the receiving bank. Enter Address, City or Branch of Bank 20 of 35

21 Non-Repetitive Foreign Currency Cont d FIELD Beneficiary Account* Beneficiary Name Beneficiary Address Reference for Beneficiary OBI (Other Beneficiary Info) BBI (Bank to Bank Info) DATA TO ENTER Enter the account number to be credited. Enter the name of the customer to be credited. Enter address of the customer to be credited. Optional reference field for sender to use or Leave Blank Optional field for sender to communicate to customer to be credited or Leave Blank Optional field used to send info to beneficiary bank or Leave Blank 21 of 35

22 Non-Repetitive International USD FIELD Amount* Currency Value Date* Debit Account* Receiving Bank ID Type Receiving Bank ID Receiving Bank Name* Receiving Bank Address* Beneficiary Account* Beneficiary Name Beneficiary Address DATA TO ENTER Amount in US dollars US Dollar Wire Date (default is current business date) Account to be debited for the wire. If you have multiple accounts, click the drop down menu and select the desired account. Click drop down and select SWIFT BIC or ABA Enter SWIFT BIC code for the receiving bank. Name of the receiving bank. Enter Address, City or Branch of Bank Enter the account number to be credited followed by USD. Example: USD. Enter the name of the customer to be credited. Enter address of the customer to be credited. 22 of 35

23 Non-Repetitive International USD Con t FIELD Reference for Beneficiary OBI (Other Beneficiary Info) BBI (Bank to Bank Info) DATA TO ENTER Optional reference field for sender to use or Leave Blank Optional field for sender to communicate to customer to be credited or Leave Blank Optional field used to send info to beneficiary bank or Leave Blank 23 of 35

24 Non-Repetitive Tax FIELD DATA TO ENTER Tax Type Code* Select the Tax Type by clicking the button Tax Amount* Amount in US dollars. Note: If you select Tax Type Code for 720, 941 or CT-1 payment, you will see additional Amount, Subcategory or Abstract Number fields. Fill in any required fields marked with an *. Interest Amount Amount in US dollars (in required) Interest Amount Amount in US dollars (in required) Total Amount Total Amount is automatically calculated Currency US Dollars Value Date* Wire Date (default is current business date) Tax Year* Tax Year in 2-digit format (i.e. 2012=12) Tax Month* Tax Month in 2-digit format (i.e. February=02) Contact Name Contact Name Telephone Number Telephone Number Tax ID Number* Tax ID Number Taxpayer Name Control* Taxpayer Name Code provided by IRS. Note: This is a 4- digit alphanumeric code. Taxpayer Name Taxpayer name 24 of 35

25 Non-Repetitive Internal FIELD Amount* Currency Value Date* Debit Account* Beneficiary Account* Beneficiary Name Beneficiary Address INF DATA TO ENTER Amount in US dollars US Dollar Wire Date (default is current business date) Account to be debited for the wire. If you have multiple accounts, click the drop down menu and select the desired account. Enter the Bank of Hawaii account number to be credited. Enter the name of the customer to be credited. Enter address of the customer to be credited. Optional field for additional information 25 of 35

26 Semi-Repetitive Fed FIELD Template ID* Description* Debit Account* Receiving Bank ID* Receiving Bank Name* Receiving Bank Address Beneficiary Account* Beneficiary Name Beneficiary Address DATA TO ENTER Create a unique ID for your template (up to 16 alpha numeric characters). This will identify your template for future wires. Create a short description of the template up to 35 alpha numeric characters). This will help identify your template for future wires. Account to be debited for the wire. If you have multiple accounts, click the drop down menu and select the desired account. Enter the ABA number for the receiving bank. (Tip: You can search for the number by clicking the button.) Enter the name of receiving bank. (Tip: You can search for the name by clicking the button.) Enter address, city or branch of receiving bank. Enter the account number to be credited. Enter the name of the customer to be credited. Enter address of the customer to be credited. 26 of 35

27 Semi-Repetitive Fed Con t FIELD Reference for Beneficiary OBI (Other Beneficiary Info) BBI (Bank to Bank Info) DATA TO ENTER Optional reference field for sender to use or Leave Blank Optional field for sender to communicate to customer to be credited or Leave Blank Optional field used to send info to beneficiary bank or Leave Blank 27 of 35

28 Semi-Repetitive Foreign Currency FIELD Template ID* Description* Debit Account* Sending Currency* Receiving Bank ID Type Receiving Bank ID Receiving Bank Name* Receiving Bank Address* Beneficiary Account* Beneficiary Name Beneficiary Address DATA TO ENTER Create a unique ID for your template (up to 16 alpha numeric characters). This will identify your template for future wires. Create a short description of the template (up to 35 alpha numeric characters). This will help identify your template for future wires. Account to be debited for the wire. If you have multiple accounts, click the drop down menu and select the desired account. Click drop down to choose foreign currency Click drop down and select SWIFT BIC Enter SWIFT BIC code for the receiving bank. Name of the receiving bank. Enter Address, City or Branch of Bank Enter the account number to be credited. Enter the name of the customer to be credited. Enter address of the customer to be credited. 28 of 35

29 Semi-Repetitive Foreign Currency Con t FIELD Reference for Beneficiary OBI (Other Beneficiary Info) BBI (Bank to Bank Info) DATA TO ENTER Optional reference field for sender to use or Leave Blank Optional field for sender to communicate to customer to be credited or Leave Blank Optional field used to send info to beneficiary bank or Leave Blank 29 of 35

30 Semi-Repetitive Intl USD FIELD Template ID* Description* Debit Account* Receiving Bank ID Type Receiving Bank ID Receiving Bank Name* Receiving Bank Address* Beneficiary Account* Beneficiary Name Beneficiary Address DATA TO ENTER Create a unique ID for your template (up to 16 alpha numeric characters). This will identify your template for future wires. Create a short description of the template (up to 35 alpha numeric characters). This will help identify your template for future wires. Account to be debited for the wire. If you have multiple accounts, click the drop down menu and select the desired account. Click drop down and select SWIFT BIC or ABA Enter SWIFT BIC code for the receiving bank. Name of the receiving bank. Enter Address, City or Branch of Bank Enter the account number to be credited followed by USD. Example: USD. Enter the name of the customer to be credited. Enter address of the customer to be credited. 30 of 35

31 Semi-Repetitive Intl USD Con t FIELD Reference for Beneficiary OBI (Other Beneficiary Info) BBI (Bank to Bank Info) DATA TO ENTER Optional reference field for sender to use or Leave Blank Optional field for sender to communicate to customer to be credited or Leave Blank Optional field used to send info to beneficiary bank or Leave Blank 31 of 35

32 Important Notice Regarding Wire Transfers Before sending payments by wire transfer, ensure the bank routing and beneficiary account numbers match the vendor payment instructions you have on file and have not been altered in any way. Be extremely careful when making remittance payments by wire transfer to foreign countries, as the FBI has issued warnings of an increasing trend of cyber criminal activity from countries such as China and Russia. Should your company receive invoices via , it is highly recommended that the sender of the and the invoice be validated using a method other than before remitting payment. Validation can be conducted in various ways such as a call back to a designated contact person or someone known to you at the company to confirm the accuracy of the ed payment instructions or verifying that the payment instructions and mailing addresses on the invoice match existing payment instructions you have on file for the vendor. As a reminder, wire transfers from your account are immediate and final payment and may not be retrievable once they are sent. We recommend that you use extreme caution when creating and approving wires and report any suspicious transactions immediately to Cash Management Services at (808) or toll free at Cash Management Services Agreement Use of Bankoh Business Connections Wire Transfer Service is subject to the terms and conditions of the Cash Management Services Agreement. Your use of the service is evidence of your agreement to the terms of the Agreement. You agree to comply with the terms of any software licenses provided to you in connection with the Services. You may not transfer, distribute, copy, reverse compile, modify or alter such software. Unless otherwise agreed by us in writing, the computer programs, Service guides, security procedures, software and systems provided to you in connection with the Services represent our proprietary property and must be returned to us upon request. Termination of this Agreement by either party for any reason whatsoever will terminate your license to use any software we make available to you in connection with a Service. Software provided by us cannot be used or transferred outside the United States without our written consent. Security Procedure and User Guides We may provide you with one or more identification numbers, passwords, tokens, and/or other means of identification and authentication (collectively "Password") to access our Services. We may also provide you with operating procedures and user guides ("User Guides") in connection with certain Services. You agree to: (a) comply with the User Guides and procedures that we provide to you; (b) establish, maintain and update commercially reasonable policies, procedures, equipment and software that will safeguard the security and integrity of your computer systems and information from unauthorized use, intrusion, takeover or theft, (c) take reasonable steps to safeguard the confidentiality and security of the Password, the User Guide, and any other proprietary property or information we provide to you in connection with the Services; (d) not provide access to your Password to anyone; (e) closely and regularly monitor the activities of employees who access the Services; (f) notify us immediately if you have any reason to believe the security or confidentiality required by this provision has been or 32 of 35

33 may be breached; and (g) immediately change your Password if you know or suspect that the confidentiality of the Password has been compromised in any way. Our security procedures are not designed for the detection of errors (e.g., duplicate payments or errors in your fund transfer instructions). We will not be obligated to detect errors by you or others, even if we take certain actions from time to time to do so. As an alternative to verifying transactions by means of a Password, we may elect to verify the authenticity or content of any order or instruction by placing a call to any authorized signer on your account or any other person designated by you for that purpose. We may deny access to the Services without prior notice if we are unable to confirm to our satisfaction any person s authority to access the Services or if we believe such action is necessary for security reasons. Each time you make a transfer or payment with a Service, you warrant that our security procedures are commercially reasonable (based on the normal size, type, and frequency of your transactions). Some of our Services allow you or your Administrator to set transaction limitations and establish internal controls. Your failure to set such limitations and implement such controls increases your exposure to, and responsibility for, unauthorized transactions. You agree to be bound by any transfer, instruction or payment order we receive through the Services, even if it is not authorized by you, if it includes your Password or is otherwise processed by us in accordance with our security procedures. You agree and acknowledge that you bear all risk of fraudulent transfers and other losses arising from internal security breaches or from the interception of your communications prior to their receipt by us. We will not reimburse you in connection with any internal security losses. Fund Transfer Services We offer fund transfer Services that allow you to make payments to others, by wire, or by Internet instruction. Warranties. You warrant and agree to comply with the terms of the Electronic Funds Transfer Act if applicable, or Uniform Commercial Code Article 4A (UCC4A) if applicable, and shall otherwise perform all obligations under this Agreement in accordance with all applicalble laws and regulations. You agree to comply with U.S. law in regards to origination of ACH entries or orders including but not limited to sanctions enforced by the Office of Foreign Assets Control (OFAC). It is you responsibility to obtain information regarding OFAC enforcement sanctions. You can obtain information at OFAC s website or by telephoning the OFAC Compliance Hotline at OFAC. Orders and Charging Your Account. When you transmit a transfer or payment request ( Order ), you authorize us to charge the designated account for the amount indicated. Fund Transfer Instructions. Your Orders must comply with the form, format and other requirements set forth in your User Guide and any security procedures that we establish for the Service. We are not responsible for detecting or rejecting duplicate Orders. If you give us an Order that is incorrect in any way, you agree that we may charge your account for the payment whether or not the error could have been detected by us. You must accurately describe transaction beneficiaries, intermediary financial institutions, and the beneficiary s financial institution in your Orders. If you describe any 33 of 35

34 beneficiary or institution inconsistently by name and number, we and other institutions may process the Order solely on the basis of the number, even if the number identifies a person or entity different from the named beneficiary or institution. If your Order involves a foreign transfer, we may execute the Order in the currency of the country of the payee s financial institution at either our buying rate of exchange for U.S. dollar transfers or the exchange rate of the payee institution. If for any reason the transfer is returned, you agree to accept the refund in U.S. dollars in the amount of the foreign money credit, based on the current buying rate on the day of the refund, less any charges and expenses incurred by us. Foreign transfers may be subject to delays, charges imposed by other financial institutions, and changes in foreign currency exchange rates. Available Funds. We may refuse an Order if there are not sufficient collected and available funds in your account. We may delay execution of the Order until we have received adequate assurance from you that the funds will be available. Nothing in this Agreement, nor any course of dealing between us, shall be construed as our commitment or obligation to lend money to you. Cancellation and Amendment of Orders. You may not cancel or amend an Order after we receive it. If we attempt to reverse an Order at your request, we assume no liability for any interest or losses that result if the reversal is not effected. You agree to indemnify, defend, hold harmless and reimburse us for all expenses, losses, claims, actions, proceedings and damages we incur in effecting or attempting to effect any reversal. You are solely responsible for providing notice to receivers that a reversal is being transmitted and the reason for the reversal no later than the settlement date of the reversing entry. Refusal of Orders. We may refuse any Order with or without cause or prior notice. We will notify you of such refusal electronically, in writing, by telephone, or otherwise no later than the business day following the date the Order was to be effected. Notices and Statements. Information on transfers to or from your accounts will be reflected on your periodic statements and may be available to you on-line. We are not required to provide you with any other notice of the receipt, transmittal or debiting of Orders. Unauthorized Order. We may process any Order (including an amendment or cancellation Order) we believe is transmitted or authorized by you if we act in compliance with the security procedure (including any callback procedure) agreed upon by you and us. Such Orders will be deemed effective as if made by you, and you will be obligated to pay us in the amount of such Orders, even though they are not transmitted or authorized by you. We strongly recommend that you impose a dual control environment in connection with the transmission and confirmation of Orders. If you elect not to do so, you agree to be subject to a higher standard of care with respect to your accounts, transactions and statements. Contingency. In the event you cannot create or transmit an Order due to hardware or communications outage, it is your responsibility to have contingency procedures in place. In the event that we cannot process the file through normal channels, every effort will be taken to find alternate means to process the order. We will not be held liable for delayed files in any case resulting from hardware or communication outages. 34 of 35

35 Audit. You agree to allow and assist us in auditing your data, policies, procedures, controls, and compliance with the Rules and this Agreement in regard to the Funds Transfer Services. 35 of 35

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