This page details our banking protocols for the Standard Chartered Bank Account in Kathmandu.
Making Electronic Payments via SCB
Electronics payments via SCB are made once a transfer request is received from the country/program director in Achham. Ideally he/she will be the only person who will make such requests after proper verification. The transfer request will be made through an e-mail to billing@nyayahealth.org which will also forward the request to the US-based volunteer handling the SCB account transactions. Along with the amount that has been requested the request MUST provide: the bank account holder's name, the account number and the city/location of the bank or the pertinent branch.
The payment process in essence can be broken down into two steps:
- (i) "batching" a transaction which entails furnishing all necessary details for the transfer (by the Director of Finance) once a request has been made by the country/program director in Accham
- ii) authorizing the request using the VASCO token (by the Director of Operations). It is done in this manner to ensure that errors are minimized by involving a system with multiple checkpoints.
The cost of this is 10 Rs per transaction (in addition to whatever charges you would incur if you had done the transfer in person).
How to make the electronic transfer via SCB ?
Part I : "Batching" a transaction ( to be done by the Director of Finance)
IMPORTANT: Please check the available balance before requesting a transaction. A minimum amount of NRs. 500,000 must be maintained in the NPR account at all times.
- From Home, mouse over "Reports" under "Cash Management" then Cash Reporting > Account Balance. At the end of the page that opens next, click on "Run Report". Note that USD account shows amount in US$.
- If the amount is below NRs. 500,000, request a wire transfer from e*trade to SCB.
1. Go to https://s2b.standardchartered.com/ssoapp/login.jsp
2. Enter GroupID and user from http://docs.google.com/a/nyayahealth.org/Doc?id=df8rgpnb_14zks3mvgm&hl=en
3. Enter password from from http://docs.google.com/a/nyayahealth.org/Doc?id=df8rgpnb_14zks3mvgm&hl=en
4. Under Cash Management, mouse over Transactions. From the Menu that
appears go to Payments > Telegraphic Transactions (note, although "Bank to
Bank" appears, this option does not work)
5. In the new page that opens, provide a Customer Reference in the format of "date""beneficiary", e.g., oct2208wstrnpharm. This is an invoice number for our own records.
6. Leave most of the fields at their default value. Under "Debit
Account", select the account you want to use to make the payment. Usually,
we will use the NPR account.
7. At the bottom of the "Payee/Beneficiary Information" area, click on
"Search Payees/Beneficiaries". A new window will open with the list of
Payees that have been saved. If you are using a saved Payee, select it and skip to step 15. If you need to add a Payee, click on "Create a new Payee/Beneficiary". The small window will close and a new page will open.
Tip: If you are creating several payees, you can go to the Home page, mouse over "Transactions" under "Cash Management" > Cash Static Reference > Payee/Beneficiary Maintenance. Then click "Create new Payee/Beneficiary".
8. Assign a Payee/Beneficiary ID. This ID will be used to assign Payees
in the future.
9. Under "Payee/Beneficiary Information", next to "Type", select
"ACCOUNT" from the dropdown menu. This will create empty boxes under several
fields. Under "Payee/BeneficiaryName", write down the name of the owner of
the Bank Account (e.g. "Western Pharmacy Pvt. Ltd.". If a staff member is
asking to have the money sent to their father's account, do NOT enter the
name of the staff member but use the father's name). Under Account Number
enter the account number for the Payee. For Address, just enter the relevant
city. This is optional.
10. Under "Bank Information", you can use anything that is the most
relevant. If your bank does not have have SWIFT code, contact the bank to
see if you can transfer money using "Bank Code" and "Bank Name". These
options are available if you do not use SWIFT. Regardless of where the bank is located
within Nepal, use the same SWIFT code. If the bank is in Dhangadi, just make
sure you enter "Dhangadi" in the Address field in the Payee information.
Easiest is using the SWIFT code.
Select SWIFT from the drop down menu and click on the small search icon on
the right of the menu. A new window will open. Here you can select almost
all banks in the world.
11. Type in Nepal under "Country" and hit search to list only the banks
in Nepal. You can enter name of the bank as well. Select the Bank from the
list and click on "Use This SWIFTBIC". You will be taken back to the
original page.
12. Fields under "Intermediary Bank Information" and "Receiver's.."
should be left as it is unless you are sending money to an account that does not have a direct relationship to our bank. In such cases, see below under "Using Intermediary Banks"
13. Check the "Update Payee/Beneficiary Table" box if you want to save
this Payee and have it listed under the table so you can select it later. If
this is unchecked, the Payee will not be saved and you will have to enter
all the information again.
14. Click on Save Payee/Beneficiary.
15. Under "Payment Amount", enter the amount to be paid (check the Currency being used). The "charges" field should remain "me/our".
16.Under "By order of", the name should be "Nyaya Health", Account should be "Nyaya Health" and Address 1 should be "Sanfe Bagar, Achham".
17. Verify that the entered information is correct and click on
"Complete Instruction". Note that this does NOT submit the transaction yet.
If you are submitting this after hours, you will get a pop-up notification
asking you if you want to use the same date or the next available date.
Click OK to select the next available date. If you wish to type in a date instead, enter it in dd/mm/yyyy format. If you use mm/dd instead, the transaction will still be completed online but SCB in Nepal will not be able to execute it.
18. Now that you have completed the "instruction" for the transaction,
the next step is to "batch" it. Note that if you don't batch it, the
instruction is still saved and you can batch it later. Click on "Batch instruction". This will advance the transaction and will generate a "Batch Reference" like C00001. If there are multiple transactions at one time, click "add to existing batch" after creating the first batch; this will make it easier for authorization since the authorizer will only have to input the pin codes once.
NOTE: Once any transaction has been batched, make sure to send an email to the authorizer while cc-ing the requester notifying that them that it now needs to be authorized.
Part II : Authorizing the Batch/Transaction (by Director of Operations)
[Instructions are for if same person is batching an authorizing. If someone else completed above steps and you are authorizing the batch, start by logging in and from main menu in home page, mouse over "Transactions" under "Cash Management" and then: Authorize >
Batch Payments.]
19. At this point, you can Undo Batch (then delete it altogether) or Authorize Batch.
Click on "Authorize Batch" to further advance the transaction. Note that
this still does not actually send the payment.
20. In the next page, you will see the Batch reference and the amount.
"Authorization Matrix" shows the number of authorization required for a
transaction (currently, we have single). Click on Save.
21. A pop-up window will open titled "Challenge and Response". The
"Challenge" field will list a number and you will need to enter a response
before you can authorize the transaction.
22. To figure out the response number: Press the arrow on the VASCO
token to turn it on. Type in PIN according to the financial numbers document at the Dropbox folder from NYAYAINGOBanking/financial documents.
Type 2. Type in the "challenge"
number provided in the SCB portal. A number will appear on the screen. Type
that into the "response" box and click submit. You will be taken back to a
page that says "Batch authorized. If this batch is not authorized, you can
exit any time (logout) and come back to it:
23. This is the final step of completing the transaction. Click "Send to
Bank" under the batch that has been approved. Note that this step FINALIZES
the transaction and you cannot reverse it. If you want to delete a
transaction, you have to go backward and click on "Unauthorize Batch", then
(on the next page) "Undo Batch".
24. After authorization, print the batch and save as a PDF file under receipts.
Using Intermediary Banks
Read this if making transfers to accounts that are not directly linked to SCB online.
Currently, this is only relevant to making transfers to our account with Malika in Sanfe. Malika does not have branches in Ktm and does not have a SWIFT number so we are unable to use the above method. However, Malika maintains accouts with four banks which do have SWIFT numbers. This section describes how we can send money to Nyaya Health's account in Sanfebagar by using other banks as intermediary banks.
1. Go to the page to add a new Payee/Beneficiary (P/B) (see step 7 above).
2. Make sure to select "NP-KTM" under "Payment Center".
3. Under P/B information, select Account. Write down the name of the account owner ("Nyaya Health") under P/B name. Account number should be the number in Sanfe (0090801144). Make sure you write Sanfe Bagar, Achham under address.
4. Under Bank Information, select "Accounts" under Type if the bank does not have a SWIFT code (Malika does not). Enter Bank Name (e.g. Malika Vikas Bank). For the bank code, check http://www.nrb.org.np/viewbankcode.php and select your bank from the list. If this link becomes non-functional in the future, google "bank code nepal rastra bank" (without quotes).
5. Again, enter the local address of the bank (e.g. Sanfe Bagar).
6. Under Intermediary Bank Information, select "Account" under Type. (Select this option even if the Bank may have a SWIFT number since selecting SWIFT code will automatically enter the Bank Name.) Enter the name of the intermediary bank and put the account number in paranthesis [e.g. Bank of Kathmandu (06060000020)]. Look up the Bank Code on:
http://www.nrb.org.np/viewbankcode.php (e.g. 11010000) and put down the relevant address (e.g. Kathmandu).
Do not include "#" in front of the SWIFT code.
7. Click Save. If you entered this information as a part of a trasaction you were entering (i.e. as described in the steps in the earlier section and not as following the Tip at the end of Step 7) then you will have to check the "Update Payee/Beneficiary Table" box to save this P/B for future transactions.
Confirming Completed Transactions
After the transactions have been Sent to Bank, it can take a few days for the transaction to be executed in Nepal. A large limitation here is that we do NOT receive a confirmation after the transaction is executed. We can verify that the money has been taken out.
First, go to Home page. In the box that says "Transaction Statistics" (on the right side), click on the number next to "Rejected". If your transaction is listed there then there was a problem with the way you entered the information and the bank rejected it. You will have to restart. Best thing to do is email Sushil Pandey about the transaction. Also note that he usually emails us directly when a transaction is rejected.
If the transaction appears "Under Processing" it could be still being processed or it could be already executed. To see if it has been executed:
1. Go to Home > mouse over "Reports" under "Cash Management" then Cash Reporting > Operating Account Statement
2. Select the Account you want to view information for. If you want to look at both accounts, do not change any options.
3. Undet "Post Date", change the "From" date to at least a day before you posted the transactions you are trying to look up. (If you are not sure, just select a date from a month or so ago.
4. Leave the "To" date to it's default (is today's date)
5. Under "Consolidated Statement" select "Yes". Default is "No" which will give you a very detailed, day by day statement even if there have been no changes in the account balance.
6. Click on "Run Report"
7. Look up the transaction amount. If the money has been reduced, your transaction has been initiated.
Generating Monthly Reports from SCB for review
1. Go to Home > mouse over "Reports" under "Cash Management" then Cash Reporting > Operating Account Statement
2. Select dates you wish to report
3. Select "both"
4. Under "Consolidated Statement", select, "Yes".
5. Export as CSV and then open in excel.
6. Within a half an hour, the report should show up on the home page. You can get to the home page by either loggin in or clicking on "home" in the upper left hand corner.
7. This procedure should be used on the 1st of each month to generate all the transactions of the previous month. You then upload the transactions to: http://spreadsheets.google.com/a/nyayahealth.org/ccc?key=p-TJjzE7A-O5Obe6VgTUfXA a.k.a. SCB Account Transactions under Google Docs.
8. The monthly report generates in detail all of the transactions the account has undergone during the selected timeframe. This will include numerous check transactions from Kathmandu. A monthly email from the volunteer Admin Director in Kathmandu to billing@nyaya should list all of the check transactions including its details such as its purpose/recipient.
9. At the end of each month, the SCB spreadsheet needs to be fully updated. This is then sent to the Achham Program Director who will input them into the local quickbooks account. This is also to be done at the end of each month, once the SCB sreadsheet has been fully updated with all of the month's transactions including both check and online transfers.
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