Mandate first help for creditors who encode manually SEPA

Financial S
upp
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SEPA
Mandate first help for creditors who encode manually SEPA direct
debits (Belgium)
version August 2014
ing.be/sepa
Concept
1
Governance rules (rulebooks)
2
The SEPA direct debit mandate
3
Belgium and article 29 of the PSD (Payment Services Directive)
3
ING templates you may use for the SDD Core mandate
3
ING templates you may use for the SDD B2B mandate
3
Core or B2B: how to choose?
4
Core
4
B2B
4
Mandate management5
Migration of DOM80 mandates
5
New mandates: Core or B2B
5
What should you communicate to your client?
6
Administration of the Creditor ID
7
Administration of mandates references
8
Become a SEPA Creditor with ING
9
Conclusion9
Appendix A : the PSD in Belgium – articles 29 and 55
10
French version
10
11
Dutch version
Appendix B - Use of NBB file (for migration of DOM80 mandates)
12
Appendix C: example of a letter for migrating a DOM80 mandate
to a SEPA direct debit Core mandate
17
Appendix D: example of a letter for the creation
of a new SEPA direct debit Core mandate
18
Appendix E: example of a letter for the creation
of a new SEPA direct debit B2B mandate
19
Concept
One option for you, as SEPA creditor, is to initiate manually
SEPA direct debits (SDD) collections via user interface of your
electronic channels (Home’Bank (plus) or Telelink@Isabel).
Before beginning collecting SEPA direct debits (SDD) from
your clients, you will have to familiarise with the new concept
around mandate1 management in the SEPA direct debit
product as well as the means to establish your mandate
management.
The SEPA direct debit mandate is the document that replaces
the mandate used in the Belgian direct debit DOM80. This is
an agreement between a debtor (your client) and yourself
as creditor that allows:
•
You to send payment instructions to the bank of the
debtor, in order to debit the debtor account in exchange
of a product or a service;
•
The bank of the debtor to debit the debtor’s account.
The rules of this mechanism have been determined by the
EPC (European Payment Council) and are documented by
different Rulebooks (Core and B2B).
The EPC has put the entire responsibility for the management
of the mandates on the creditor side. The banks (both creditor
and debtor bank) have no obligation in this matter except
for carrying out some checks specified in the Rulebooks. This
concerns mainly the information provided by the creditor in
the payment instruction regarding the mandates.
In the Belgian DOM80 concept, the mandates were managed
and kept by the debtor’s bank. The new model represents
an important change for Belgian creditors. In the DOM70
system creditors manage the DOM80 direct debit mandates
themselves and they exchange electronic files to open or
close the mandates.
The responsibility of the creditor to administer his direct
debit mandates has important legal consequences. In case
of disputes, the burden of proof rests entirely upon you.
It is therefore very important that you administer your
mandates in the correct way right from the beginning.
This document, together with the brochure that FEBELFIN
(the Belgian organisation of financial institutions) has
published on direct debit mandates, should enable you
to know exactly how to deal with this matter. We advise
you to read the Febelfin document together with this one.
Click on the links below to consult them (Dutch and French only):
Procédure de la migration de la domiciliation belge (DOM80):
http://www.sepabelgium.be/sites/default/files/files/SDDbrochure-version-3-2-nov%202013-fr.pdf
Migratieprocedure van de Belgische domiciliëring (DOM80):
http://www.sepabelgium.be/sites/default/files/files/SDDbrochure-version-3-2-nov2013-nl_0.pdf
1. In the terminology used around SEPA, “mandate” or “mandat” (in French) or “mandaat” (in Dutch) is the equivalent of “avis de domiciliation” (in French) or “bericht van
domiciliëring” (in Dutch).
Mandate first help encoding manually SDD (Belgium) 3
Governance rules (rulebooks)
All information regarding mandates, mandatory and optional
fields, terms to use and legal clauses are described and available
in the SEPA Rulebooks and can be found on the website of the
EPC (http://www.europeanpaymentscouncil.eu/knowledge_
bank_list.cfm?documents_category=1).
Mandate first help encoding manually SDD (Belgium) 4
You can also find there the current versions of the “Core”
and “B2B” schemes.
The aspect of the mandate has not changed throughout
the different versions.
The SEPA direct debit mandate
ING has created templates for SDD mandates that you can
use as basis to create your own mandates. They contain all
the minimum legal information that is mandatory in Belgium.
•
•
It is mandatory to mention SEPA.
The word “Core” can be omitted.
All the mandatory information has to be on the front side
of the document. It is not allowed to use the back side of
the document for any other information.
For mandates created in languages that are uncommon
in the country of the debtors, we recommend printing an
English version at the back of the local version.
Belgium and article 29 of the PSD
(Payment Services Directive)
The PSD is the legal framework that governs payments on
a European level. It has been transposed in the Belgian law
that was published on the Belgian Monitor the 15th of
January 2010. This implies an extra obligation additional
to the PSD. The mandate must make reference to the
underlying contract. The reference to the underlying
contract has to be explicit enough to rule out all possible
doubt on what the debtor signs. For SDD B2B mandates,
article 55 mentions that the creditor and the debtor can
mutually agree not to apply this article. For more details,
please refer to the annex PSD.
ING templates you may use for the SDD
Core mandate
You will find SEPA direct debit (SDD) Core mandate
templates (for Belgium) that contain all the mandatory
fields via the following link:
http://www.ingsepa.com/country-insights/belgium/sepadirect-debit/
under the section “Mandate forms”. The template is
available in French, Dutch, English, German, Spanish, Italian
and Portuguese.
Mandate first help encoding manually SDD (Belgium) 5
Although the field is optional in the SDD scheme as defined by
EPC (European Payments Council), it is important to remember
that in Belgium it is mandatory to add the field “in respect
of the contract”.
The EPC has published a series of official translations for all
languages. They can be found via the link below:
http://www.europeanpaymentscouncil.eu/content.
cfm?page=core_sdd_mandate_transalations
ING templates you may use for the SDD
B2B mandate
You will find SEPA direct debit (SDD) B2B mandate templates
(for Belgium) that contain all the mandatory fields via the
following link:
http://www.ingsepa.com/country-insights/belgium/sepadirect-debit/
under the section “Mandate form”. The template is
available in French, Dutch, English, German, Spanish, Italian
and Portuguese.
Although the field is optional in the SDD scheme as defined
by EPC (European Payments Council), it is important to
remember that in Belgium it is mandatory to add the field
“in respect of the contract”. This obligation could be omitted
in case of a mutual agreement between the creditor and
the debtor.
The EPC has published a series of official translations for
all languages. They can be found via the following link:
http://www.europeanpaymentscouncil.eu/content.
cfm?page=sepa_b2b_dd_mandate_translations
Core or B2B: how to choose?
Core
The Core scheme is applicable to all types of clients:
consumers and non-consumers. You are not obliged to
propose the B2B scheme to professional clients.
A Core mandate entitles the debtor to an unconditional
refund during 8 weeks after the date the account has
been debited (consumer or non-consumer). This is also
the case in the DOM80 scheme since the 1st of April 2010
as a consequence of the legal transposition of the PSD in
the Belgian law.
The Belgium DOM80 mandates can be migrated to SDD
Core mandates. You can do it via user interfaces of
Telelink@Isabel. If you use Business’Bank, migration of
DOM80 mandates are not possible via user interfaces so
that you will have to resign new SEPA mandates with
your debtors.
B2B
If you wish to avoid the risk of refunds within 8 weeks, then
you can opt for the B2B scheme for your non-consumer
clients.
The PSD prohibits to present an SDD B2B mandate for
signing to a consumer (a private person). The same law
obliges the bank of the debtor to refuse all B2B transactions
directed towards a consumer.
Mandate first help encoding manually SDD (Belgium) 6
It is however allowed to execute B2B transactions on a
private account, as long as the account holder has confirmed
that he acts in the capacity of a non-consumer for these
transactions.
On the other hand, it is not allowed to migrate DOM80
mandates to SDD B2B mandates. You will have to ask your
debtors to sign new mandates for B2B.
In addition, if you use the B2B scheme, the debtor must
confirm the data of the mandate to the bank. If the data
of the mandate has not been confirmed, the debtor bank
will reject transactions based on this B2B mandate.
We have noticed that debtors do not understand this
obligation very well. Therefore we advise you to inform
them about this.
The procedures to confirm the B2B mandates vary from bank
to bank. ING demands that the copy of the mandate that
is delivered to its branches contains the name, quality and
original signature of the person(s) that have authorisation
on the debtor account.
Some creditors use multi-copy mandates with a section
for the debtor bank to confirm the delivery. This does not
guarantee the confirmation of the debtor, and ING does
not advise the use of this type of mandate.
Mandate management
Migration of DOM80 mandates
New mandates: Core or B2B
As a reminder, the migration of DOM80 mandates ensures
the legality of the passage to the Core scheme. The
migration of DOM80 mandates via user interface is only
possible by Telelink@Isabel.
You will have to include a mandate form containing all your
creditor information to your offer or your invoice, and ask
your client to sign it and return it back to you.
You must choose between creating mandates that already
contain a reference (which has to be unique – see below),
or assign a reference after your client has returned the
signed mandate to you.
You can ask at the bank of your choice to provide you
with the electronic data of all your mandates. You should
communicate the DOM80 Creditor ID that you use (or ask
your ING commercial contact for this information when
you initiate the procedure to become a SEPA SDD creditor).
ING will request the relevant information to the National
Bank of Belgium (NBB). Then ING forwards this file to you.
You can find more information about the use of this file
in the appendix B.
Within the month before the first collection, we advise that
you personally inform each client of the change that will
take place. This is done to avoid refusals and refunds that
may occur because of misunderstandings. An individual
letter is better suited than just a reference in a brochure.
You can, for example, combine this communication towards
your clients together with the pre-notification that is
mandatory, at the very latest 14 days before the first debit.
When you initiate manually the first collection of a series
through Telelink@Isabel, parameters about your existing
DOM80 mandates have to be completed. It allows their
migration to SEPA mandates.
The following collections should be executed normally as
“Recurrent” direct debits.
Mandate first help encoding manually SDD (Belgium) 7
The mandate reference is not mandatory at the beginning,
but it definitely has to be communicated to your client before
the first collection, for example in the pre-notification letter.
For a B2B mandate, you should inform your client that he
must confirm the mandate data to his bank.
What should you communicate
to your client?
•
•
In case of a migration of DOM80 mandates to SEPA
direct debit mandates:
-
The reason of the migration: DOM80 will disappear
the 1st of February 2014 .
-
The consequences of the migration: your client
(the debtor) shall take no action; the migration is
done automatically2.
In case of the creation of new SEPA direct debit Core
mandates:
-
Send 2 copies of a direct debit mandate form to
your client ;
-
This form may be filled in by yourself in advance;
-
Your client must send you back the original
document, duly filled in and signed. He may keep
the copy as a duplicate.
• To mention in case of new SEPA direct debit B2B
mandates:
-
A copy of the original mandate has to be submitted
by the debtor to his bank for validation;
Please find examples of the letters in the appendices C, D
and E of this document.
2. If your client (the debtor) cancels the mandate via his bank (the debtor bank), then you will have to make him sign a new SEPA direct debit mandate.
Mandate first help encoding manually SDD (Belgium) 8
Administration of the Creditor ID
To be able to collect SEPA direct debits, you receive a SEPA
Creditor Identification when you sign the contract with
your bank.
If you do not wish to use your enterprise number, then
each Belgian bank can also provide you with an identifier
that is proper to the bank, e.g. BE30ZZZ300D000000042.
The old DOM80 identifier can not be used!
The identification code resembles to an IBAN: e.g.
BE
A
32
ZZZ
B
0403200393
C
D
It is composed of four parts:
•
A: BE is the ISO country code
•
B: 32 is the check digit
•
C: The creditor business code (positions 5 to 7, usually
ZZZ), that can be freely chosen by the creditor.
•
D: The positions 8 up to 35 contain the country specific
Identification, for Belgium the enterprise number.
In Belgium the Identification is based on the enterprise
number. It must be requested to your bank (creditor bank or
creditor agent) when you initiate the procedure to become
a SEPA SDD creditor.
Mandate first help encoding manually SDD (Belgium) 9
Your Creditor Identification can be used for all SEPA
countries and all banks.
The Creditor business code ZZZ is not taken into account
for calculating the check digit, and you can replace by any
character between A-Z and 0-9. You can use this Creditor
business code to identify different entities within your
company that might use this for different purposes. If you
do not need it, we recommend leaving it at ZZZ, which
makes an easy recognition possible. In each case, do not
replace the ZZZ by spaces (blanks).
Each country has defined different rules for attributing
Creditor Identifications for SEPA. The brochure that resumes
the proper rules concerning each country is available at
the EPC-site:
http://www.europeanpaymentscouncil.eu/knowledge_
bank_detail.cfm?documents_id=161
Administration of mandates references
Creditors can attribute and administrate the mandate
references.
There are some rules to comply with:
• The reference has to be unique. It is in fact the
combination of the Creditor Identification and the
Mandate reference that has to be unique. A reference
attributed in the Core scheme can no longer be used
in B2B3.
•
The length is limited to 35 characters. We recommend
using only the strictly necessary characters (e.g. avoid
long series of zeros).
•
The blank (space) characters in the beginning and at
the end are ignored, but not in the middle. Avoid them!
•
Since November 2011 capital and small letters are
equivalent.
•
You may only use the following UTF-8 character set:
abcdefghijklmnopqrstuvwxyz
ABCDEFGHIJKLMNOPQRSTUVWXYZ
0123456789
/-?:().,‘+
space
ING advises you to use capital letters A… Z, without accents,
and the numbers 0-9. Avoid interspaces, accents, etc.
3 UMR (Unique Mandate Reference) or RUM (Référence Unique du Mandat), is the unique reference of a mandate in order to assure the traceability and recognition throughout
the whole process by the different actors and to avoid the possibility of errors or duplicates.
Mandate first help encoding manually SDD (Belgium) 10
Become a SEPA Creditor with ING
With ING you can initiate SEPA SDD via user interface
(screen) of the following electronic channels:
•Business’Bank
To become a SEPA creditor with ING, ask your commercial
contact, who will invite you to come and sign the contract(s).
If you wish to work with Core and B2B schemes, you will
have to sign 2 different contracts.
•Telelink@Isabel
After the acceptance of your demand, you may expect to
be able to start after 2 weeks.
Conclusion
It is important to remember that your actual debtors do
NOT have to sign new mandates in case of you are able to
migrate your existing Belgian mandates via your channel.
All the Belgian direct debit mandates that were signed
before the 1st of April 2010 can be legally migrated with
no conditions.
The Belgian direct debit mandates that were signed
after the 1st of April 2010 must comply with the Belgian
implementation of the PSD, which means that they must
mention the clause “In respect of the contract” on the
paper mandate.
Mandate first help encoding manually SDD (Belgium) 11
The migration is only possible for the Core scheme. It is
not possible to migrate DOM80 to B2B.
For the B2B scheme the debtor has to sign a new mandate
and he will have to confirm the mandate data to his bank.
For more information do not hesitate to visit our ING SEPA
website: www.ingsepa.com .
For all general questions concerning SEPA in Belgium, you
can also consult www.sepabelgium.be.
Appendix A: the PSD in Belgium – articles 29
and 55
These extracts from the PSD were only published in French and Dutch.
Because of their legal nature, it was not possible to translate them into English
French version
Art. 29. § 1er. La réalisation de la domiciliation nécessite
l’octroi d’un mandat par le payeur à, selon le cas, l’une ou
plusieurs des personnes suivantes :
§ 4. Une domiciliation et le mandat y attaché peuvent être
résiliés par chaque partie, à tout moment, par la notification
au cocontractant.
1° le bénéficiaire;
La résiliation de la domiciliation par le payeur est valable
et opposable à tous ses mandataires
2° le prestataire de services de paiement du bénéficiaire;
3° le prestataire de services de paiement du payeur.
Un exemplaire doit être remis au payeur.
§ 2. Même si le mandat visé au § 1er, alinéa 1er, n’est pas
repris dans le même instrumentum que le contrat principal
dont il garantit l’exécution, le mandat répond au moins
aux conditions suivantes :
1° un consentement exprès du payeur;
2° la procuration à donner doit se référer expressément
au contrat sous-jacent qui a son tour détermine la portée
des créances domiciliées en ce qui concerne la nature,
l’échéance et, si possible, le montant juste.
La domiciliation ne peut se réaliser valablement que si le
payeur a été précédemment informé du contrat sous-jacent.
§ 3. Sans préjudice de l’application de l’article 38, § 3, si
le montant juste ou la date de débit n’est pas déterminée
lors de la conclusion de la domiciliation, le bénéficiaire
en fait part au payeur à la date convenue, dans un délai
raisonnable précédant l’initiation de chaque opération
de paiement.
Mandate first help encoding manually SDD (Belgium) 12
lorsque le payeur la notifie soit à son créancier, soit à
son prestataire de services de paiement si cette dernière
possibilité a été expressément convenue.
Art. 55. Lorsque l’utilisateur de services de paiement n’est
pas un consommateur, les parties peuvent décider que
les articles 28, § 3, 29, 35, 37 à 39, 42, 50 à 52, et 56,
§ 1er, ne s’appliquent pas, en tout ou partie. Les parties
peuvent également convenir d’un délai distinct de celui
fixé à l’article 34.
Les dispositions du présent titre ne portent pas atteinte
à d’autres dispositions légales prévoyant des droits et
obligations supplémentaires en matière d’octroi de crédit,
notamment celles visées par la loi du 12 juin 1991 relative
au crédit à la consommation.
Dutch version
Art. 29. § 1. De totstandkoming van de domiciliëring
vereist het verlenen van een lastgeving door de betaler
aan, naargelang, één of meerdere van de hierna volgende
personen :
1° de begunstigde;
2° de betalingsdienstaanbieder van de begunstigde;
3° de betalingsdienstaanbieder van de betaler.
Een exemplaar dient overhandigd te worden aan de betaler.
§ 2. Ongeacht of de lastgeving bedoeld in § 1, eerste lid,
al dan niet is opgenomen in hetzelfde
instrumentum van de hoofdverbintenis waarvan zij
uitvoering waarborgt, beantwoordt de lastgeving minstens
aan de volgende voorwaarden :
1° een uitdrukkelijke instemming van de betaler;
2° de te geven volmacht moet uitdrukkelijk verwijzen
naar de onderliggende overeenkomst die op haar beurt
de draagwijdte van de gedomicilieerde schuldvorderingen
bepaalt m.b.t. de aard, de vervaltermijn en zo mogelijk
het juiste bedrag.
De domiciliëring kan slechts rechtgeldig tot stand komen
indien de betaler voorafgaand in kennis werd gesteld van
de onderliggende overeenkomst.
§ 3. Onverminderd de toepassing van artikel 38, § 3, indien
het juiste bedrag of de datum van debitering niet bepaald
is bij het sluiten van de domiciliëring, geeft de begunstigde
hiervan kennis aan de betaler op de overeengekomen
datum binnen een redelijke termijn voorafgaand aan het
initiëren van iedere betalingstransactie.
Mandate first help encoding manually SDD (Belgium) 13
§ 4. Een domiciliëring en de hiermee verbonden lastgeving
kan door elke partij ten allen tijde
rechtsgeldig worden opgezegd, door de kennisgeving aan
de medecontractant/tegenpartij.
De opzegging van de domiciliëring door de betaler is
rechtsgeldig, en tegenstelbaar aan al zijn
lasthebbers, wanneer de betaler hiervan kennis geeft hetzij
aan zijn schuldeiser, hetzij aan zijn
betalingsdienstaanbieder indien dit laatste uitdrukkelijk
werd overeengekomen.
Art. 55. Wanneer de betalingsdienstgebruiker geen
consument is, kunnen partijen overeenkomen dat de
artikelen 28, § 3, 29, 35, 37 tot 39, 42, 50 tot 52, en 56, §
1, in het geheel of ten dele niet van toepassing zijn. Partijen
kunnen ook een andere termijn overeenkomen dan die
welke is bepaald in artikel 34.
De bepalingen van deze titel doen geen afbreuk aan
andere wettelijke bepalingen waarbij bijkomende rechten
en plichten worden opgelegd inzake kredietverstrekking,
onder meer deze bedoeld door de wet van 12 juni 1991
op het consumentenkrediet.
Appendix B: Use of NBB file (for migration of DOM80 mandates)
Introduction
Background
Since September 2009, all banks that offer customers the
option of opening a Belgian direct debit mandate have
been submitting a list with the electronic data of all of
their known direct debit mandates to the National Bank
of Belgium (NBB) on a monthly basis. This takes place on
the 10th of each month.
This list contains the DOM80 direct debit mandate numbers,
the IBAN and BIC data, and the name and address of the
debtor.
The NBB keeps these DOM80 mandates in a migration file.
When a direct debit mandate is migrated to a SEPA direct
debit (SDD), the bank will remove this mandate from its
list, and as a result it will disappear from the NBB migration
file as well.
The banks that offer domestic direct debit have engaged
themselves to forward this data each month to the National
Bank.
Acquisition
If you are a creditor and you wish to migrate to the SEPA
direct debit, you can acquire the extract of your DOM80
debtors from the NBB migration file through your bank.
ING requests the relevant information from the NBB, based
on your DOM80 creditor identifier. ING then forwards this
file to you.
Requests made to the NBB are handled exclusively through
the bank, and you can never ask this directly to the NBB
as the creditor.
Mandate first help encoding manually SDD (Belgium) 14
ING sends you the file via email (when the zipped file is
less than 15 MB - maximum of 5 emails) or burned to a CD
and via post (when the zipped file size exceeds 15 MB).
If you wish, you can also collect this CD in person at the
Operational Centre in Ghent or Brussels.
The easiest way to acquire this file with your mandates is
to ask for it together with your request to become an SDD
Creditor (SEPA direct debit). Should you have to demand
for this afterwards, then please contact your commercial
contact.
Formats
When ING receives the NBB migration file from the National
Bank of Belgium, it comes in CIRI format without line
breaks.
You can also receive the file in CIRI format with line breaks
upon request. This makes the file easier to read in a basic
text editor such as Notepad. This format is also easy to
import into a spreadsheet application such as Excel.
It is also possible to receive the file in Access format, or in
Excel format (depending on the size of the file).
DOM80 Migration
Migrated Mandates
In order to migrate your DOM80 mandates to SEPA direct
debit mandates, a number of actions must be carried out.
Please find below some advice concerning the use of this
file.
A DOM80 mandate has only been migrated (to an SDD Core
mandate) once the debtor’s bank has collected for the first
time the amount from the debtor’s account.
Processing of the NBB migration file
The purpose of the NBB migration file is to simplify the
process of migrating your current DOM80 mandates to
SEPA direct debit mandates by
• providing you with an overview of all of your current
DOM80 mandates (electronic data);
•
including the DOM80 direct debit mandate number,
name and address of the debtor;
•
converting BBAN into IBAN;
•
attaching the corresponding BIC (Bank Identification
Code);
•
adding the contract number associated with these
direct debits (reference or subscriber number) if this
information is available and has been communicated
by the debtor’s bank.
SDD Mandate Reference & DOM80 mandate migration
The reference of a SEPA direct debit mandate is the key
element to initiate the collection on the basis of all the
information of the mandate that has been signed by the
debtor.
You (the creditor) may choose any SDD Mandate Reference
that you like, but it may be no longer than 35 characters.
Furthermore, this reference must be unique for each
mandate and creditor.
The DOM80 direct debit account number can be used as an
SDD Mandate Reference when migrating the mandates
but this is not required.
Note that you will have to maintain and store the related
information about all mandates. We recommend keeping
the SDD Mandate Reference as simple and logical as
possible. The mandate is migrated after a first successful
collection.
Mandate first help encoding manually SDD (Belgium) 15
Immediately following this collection, the debtor’s bank will
deactivate the DOM80 mandate and mark it as having been
migrated. From that point forward, the DOM80 mandate
can no longer be used, nor will it be possible to reactivate
the DOM80 mandate in the future.
The migration of a DOM80 mandate to an SDD mandate
is final and irreversible!
The migrated DOM80 mandate is no longer included in
the list that is sent to the National Bank of Belgium every
month, and as a result it disappears from the NBB migration
file as well.
Please note that there is no time restriction on the validity
of a DOM80 mandate, unless:
•
it is explicitly revoked by one of the parties involved
(revocation);
•
the DOM80-mandate has been migrated to an SDD
mandate.
An SDD mandate, on the other hand, is no longer valid
36 months after the last collection.
Tips & Tricks
DOM80 direct debit mandate numbers duplicates
Before the migration, you need to check if there are no
doublets among the DOM80 mandate references
thatappear in the list of the NBB.
You can distinguish the doublets of mandates by the field
“Mandate reference” that has been added to the NBB
migration file.
It is possible that this field of 6 characters contains only
zeroes, even if the DOM80 mandate numbers appear
multiple times in the list. In that case we advise you to use
the field “Reference or subscriber number” to distinguish
the doublets. This number is the reference of the contract
between the debtor and yourself (the creditor), to which
the direct debit mandate is related.
Should this field also be empty, than there remains the
field “Date original direct debit mandate was opened” to
distinguish the doublets.
B2B mandates
A current DOM80 mandate can only be migrated to an SDD
mandate within the SEPA Core scheme.
The SEPA B2B scheme is new; it comes with a specific set of
rules, and it has no equivalent within the DOM80 system.
Because of this, a new mandate always needs to be signed,
which means that migration is not possible.
This is not to say that the NBB migration file cannot be used
when getting ready to create the new B2B mandates, for it
does in fact contain all the information needed to fill out
a B2B mandate form in advance.
Mandate first help encoding manually SDD (Belgium) 16
Character set
The allowed characters are limited to the following
character set:
abcdefghijklmnopqrstuvwxyz
ABCDEFGHIJKLMNOPQRSTUVWXYZ
0123456789
/ -?: ()., ‘ +
Space
Rules concerning the character set to be used in the lists
or in the NBB migration file have not been enforced by
either the banks or the NBB.
As a consequence, the alphanumeric fields in the NBB
migration file can contain characters that are not accepted
in the SDD instructions.
It is recommended that the NBB migration file be checked
beforehand for ‘forbidden’ characters.
If not, these ‘forbidden’ characters will have to be removed/
replaced before migration.
We advise you to use numbers only, and if necessary capital
letters (upper cases), for your SEPA direct debit mandate
references. You should also take into account that, at this
moment, capital and small letters (upper and lower cases) are
considered as different characters within the SEPA system.
Reachability of banks
Since 1 November 2009, all banks in the Euro area are
reachable in the SDD Core scheme (as mandated by a
European law). This means that banks offer the necessary
services to process your SDD Core instructions.
There is no such requirement in the Euro area for the SDD
B2B scheme; this scheme is optional.
In Belgium, all banks are reachable for the Core scheme,
and you can issue SDD instructions without any problem if
you have used the NBB migration file to migrate.
In Belgium, a bit more care is in order when you wish to
use the NBB migration file when getting ready to create
your B2B mandates:
• Almost all Belgian banks are reachable in the SDD B2B
scheme.
• When a bank is not reachable, there is no sense in
having your debtor sign a mandate; the bank will
still not be able to process your SDD instructions. You
will have to come up with a different solution with
your debtor (such as a Core mandate instead of a B2B
mandate after all).
You can find the reachability lists on the EBA website, via
https://www.ebaclearing.eu/SDD-Services-ParticipantsN=SDD_Core_SDD_B2B-L=EN.aspx
With the help of the BIC for the debtor’s account, you
can find out whether or not the bank is reachable in the
scheme (participant or not). There is a list for the Core and
a list for the B2B scheme.
Inactive mandates
The NBB migration file contains all the electronic data of
the DOM80 mandates of the creditor.
In many instances, there are also inactive DOM80 mandates
that can be found here. Experience has shown that - even
though the contract between the creditor and the debtor has
been terminated - it is often omitted to inform the debtor
bank that a DOM80 mandate needs to be deactivated.
Mandate first help encoding manually SDD (Belgium) 17
The consequences can be substantial for you (as a creditor)
when these inactive DOM80 mandates are not removed
prior to migration:
•
•
they will be migrated as ‘active’ SDD mandates;
there is a chance that you execute SDD instructions
on the basis of these inactive mandates, resulting in
customer relations issues, demands for refund, etc.
•etc.
ING is therefore advising you to check whether the NBB
migration file contains inactive DOM80 mandates before
using it for migration, and to remove any that are found
out of your clients database.
This would also be a nice opportunity to review your other
data; the information in the NBB migration file represents
the most recent information available to the banks, and it
would be worthwhile to compare this with the information.
When performing these checks (on alphanumeric fields
such as name and address), make sure not to do so on a
case-sensitive basis. Information is entered into the NBB
migration file in a combination of capital and small letters
(upper and/or lower cases) - it depends on the input from
the banks.
Migration process
As indicated previously, the migrated mandates are not
included in the lists and are therefore also no longer
included in the NBB migration file.
Once you have begun your migration, the NBB migration
file will get smaller and smaller each month as a result.
This also makes it possible to follow up on your migration.
It should be kept in mind that when new DOM80 mandates
are generated during the migration period, these will
likewise be included in the NBB migration file. When this
happens, the reduction in the number of DOM80 mandates
in the file will not equal the number of migrated mandates.
It is also possible that smaller banks fail to submit their
lists to the NBB on time. As a result, the DOM80 mandates
of these banks will not be listed in the NBB migration file
for the related month (without having been migrated to
SDD mandates)!
Structure of the NBB migration file
The migration file (extension: CFI) is comprised of a technical header record (record identifier = C), a header record
(record identifier = 0) and multiple data records (record identifier = 1), and is structured as follows:
Technical header record: Length: 205
Header record
Character
positions
#
Type
Description
AN = Alphanumerical
N = Numerical
1
1
N
Record identifier = 0
2-4
3
AN
SDD application code
5
1
N
File type = 2 (Download)
6-8
3
N
Protocol code of the receiving bank
9 - 11
3
AN
Protocol code of the (sub)-participant or blank
12 - 19
8
N
File creation date (DDMMYYYY)
20 - 23
4
N
File reference number
24 - 27
4
N
Total number of files
28 - 35
8
N
Number of data records
36 - 46
11
N
Identification number of creditor
47 - 205
159
AN
Blank
Type
Description
Data record
Character
positions
#
AN = Alphanumerical
N = Numerical
1
1
N
Record identifier = 1
2-9
8
N
Record reference number
10 - 28
19
AN
Reference or subscriber number
29 - 44
16
AN
IBAN data of debtor (payer)
45 - 56
12
N
DOM80 direct debit mandate number or account number of payer
57 - 62
6
N
Mandate reference or zeros
63 - 70
8
N
Date original direct debit mandate was opened (DDMMYYYY)
71 - 105
35
AN
Name of debtor (payer)
106 - 140
35
AN
Address of debtor
141 - 150
10
N
Postal code of debtor
151 - 175
25
AN
City and country of debtor
176 - 186
11
AN
BIC of debtor’s bank (8 + XXX or blanks)
187 - 197
11
N
DOM80 identification number of creditor
198 - 205
8
N
Date of most recent download (to be completed by NBB)
Mandate first help encoding manually SDD (Belgium) 18
Appendix C: example of a letter for migrating
a DOM80 mandate to a SEPA direct debit Core
mandate
Dear Sir/Madam,
We would like to inform you that we have decided to actively participate in the European market by
using the SEPA direct debit (SDD) as a payment instrument.
The SEPA direct debit is a harmonized product that can be used all over Europe for all transactions in Euros.
Until now you have paid our invoices by means of the Belgian direct debit (DOM80: “de Belgische
domiciliëring” / “la domiciliation belge”).
Data of the current direct debit mandate (advised, but not mandatory):
-
-
-
Creation date : ##/##/####
reference : ############
account number : ############
This Belgian direct debit mandate will be automatically replaced by a SEPA direct debit mandate.
Data of the new SEPA direct debit mandate (mandatory):
-
reference: BE############
Please note that no action is required at your side, this change being fully automated.
We would also like to ask you not to revoke your current Belgian direct debit mandate at your bank.
The revocation will be done automatically as soon as we have completely migrated towards the SEPA
direct debit.
Please, do not hesitate to contact us if you have any questions.
Kind regards,
Mandate first help encoding manually SDD (Belgium) 19
Appendix D: example of a letter for the creation
of a new SEPA direct debit Core mandate
Date
Dear Sir/Madam,
We would like to inform you that we have decided to actively participate in the European market by
using the SEPA direct debit SDD as a payment instrument.
The SEPA direct debit is a harmonized product that can be used all over Europe for all transactions in Euros.
The SEPA direct debit mandate will allow you to pay the invoices we send you in a more efficient way.
By signing this mandate form, you will also benefit – in case of dispute – of a refund right within a period
of eight weeks after the debit date. This can be done by contacting your bank.
We kindly ask you to fill in and sign the direct debit mandate form, hereby enclosed, and send it back to us.
Please, do not hesitate to contact us if you have any questions.
Kind regards,
Mandate first help encoding manually SDD (Belgium) 20
Appendix E: example of a letter for the creation
of a new SEPA direct debit B2B mandate
Date
Dear Sir/Madam,
Within the SEPA framework of the harmonisation of payment products in Europe, we have decided to
abandon the Belgian direct debit (DOM80: “de Belgische domiciliëring” / “la domiciliation belge”) to
the advantage of the SEPA direct debit Business-to-Business (B2B).
This is the reason why we hereby enclosed a SEPA direct debit Business-to-Business (B2B) mandate form.
May we kindly ask you to follow the instructions below?
1. Fill in the missing data;
2. Sign the mandate form in accordance with the required authorisations;
3. Send us back the original document;
4. Send a physical copy to your bank with the signature(s) of the persons who have the proper
authorisations on the account you wish to use.
This new original signature on the physical copy will allow your bank to receive the confirmation linked
to the SEPA direct debit B2B.
As soon as your confirmation is registered at your bank, the direct debit mandate will be activated and
you will be able to pay your invoices according to our mutual agreement.
Kind regards,
Mandate first help encoding manually SDD (Belgium) 21
ING Belgium SA/nv – Bank – Registered Office: Marnixlaan 24, B-1000 Brussels – Brussels RPM/RPR– VAT BE 0403.200.393 – IBAN: BE453109 1560 2789.
Publisher: Inge Ampe – Cours Saint-Michel 60, B-1040 Brussels © Editing Team & Graphic Studio – Marketing ING Belgium – 706326E – 07/14

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