* BANK SECRECY ACT POLICY
(Including CURRENCY & FOREIGN TRANSACTION REPORTING
and USA PATRIOT ACT Requirements)
EPB Employees Credit Union
- INTRODUCTION
As part of our fundamental commitment to maintaining and
enhancing our reputation as a highly ethical financial institution, it is our
policy to strive to do business only with individuals and/or organizations of
good reputation. We believe that every financial institution should assume
that it is a potential target for use by organized crime and other illegal
enterprises to launder the cash proceeds of their activities. We also believe
that every financial institution should do its part in the "War on Terrorism."
Our financial institution is committed to implementing a strong and effective
program to comply with the spirit and specific provisions of all laws and
regulations and also to the implementation of a know-your-member program.
In view of the proceeding, we the Board of Directors,
establish the following policy to be developed by management.
- POLICY STATEMENT
This Credit Union will comply with provisions of the
Bank Secrecy Act, Currency and Foreign Transaction Reporting Act, and
the USA Patriot Act.
- REQUIREMENTS
- Currency Transaction Report (CTR) (IRS Form 4789).
- A CTR must be filed within 15 days if a transaction or series
of transactions:
- Involves more than $10,000 in either cash coming in or
cash going out, and
- Is conducted by, or on behalf of, the same person, and
- Is conducted on the same business day.
- Aggregate amounts totaling more than $10,000 will be reported.
- Completed CTRs will be filed by the Credit Union Manager.
- Completed CTRs will be sent to: IRS Detroit Computing Center,
Attn: CTR, P. O. Box 33604, Detroit, MI 48232-5604.
- The CTR must be kept on file for at least 5 years.
- It may be necessary to file both a CTR and a SAR should the
transaction(s) be both suspicious and over $10,000 in cash.
- Suspicious Activity Report (SAR) (Treasury Form TD F 90-22.56).
- A SAR must be filed within 30 calendar days
after becoming aware of any suspicious transaction.
- A SAR will be filled out when:
- Any transaction conducted or attempted by, at, or through
this Credit Union involving or aggregating funds or other assets
of at least $2,000 (except as described in section "b" below) when
the Credit Union knows, suspects, or has reason to suspect that:
- The transaction involves funds derived from
illegal activity or is intended or conducted in order to hide or
disguise funds or assets derived from illegal activity (including,
without limitation, the nature, source, location, ownership or control
of such funds or assets) as part of a plan to violate or evade any
Federal law or regulation or to avoid any transaction reporting
requirement under Federal law or regulation;
- The transaction is designed, whether through
structuring or other means, to evade any regulations promulgated
under the Bank Secrecy Act; or,
- The transaction has no business or apparent lawful
purpose and the Credit Union knows of no reasonable explanation
for the transaction after examining the available facts,
including the background and possible purpose of the
transaction.
- To the extent that the identification of transactions
required to be reported is derived from a review of clearance records
or other similar records of money orders or traveler's checks that have
been sold or processed, an issuer of money orders or traveler's checks
shall only be required to report a transaction or a pattern of
transactions that involves or aggregates funds or other assets
of at least $5,000.
- A completed SAR will be filed by the Credit Union Manager.
- Completed SARs will be sent to: Detroit Computing Center,
Attn: SAR-MSB, P. O. Box 33117, Detroit, MI 48232-5980.
- A copy of the sent SAR must be kept on file for at least
5 years.
- It may be necessary to file both a SAR and a CTR should
the transaction(s) be both suspicious and over $10,000 in cash.
- Customer Identification Program (CIP).
- Positive Identification Documents (PID) are required whenever
a person joins the Credit Union. PIDs are both the membership
card and additional documents as listed below.
- The membership card must show the member's name and date of birth.
- Additional documents shall include:
- Photocopy of the member's valid driver's license.
- Photocopy of the member's Social Security card.
- Proof of current address (if different from driver's license).
- A credit report (if 18 years of age and older).
- If the above items are not available, the following can be
substituted:
- In lieu of a current address (either personal or business),
the individual can use an Army Post Office (APO) or Fleet Post
Office (FPO) box number, or the residential or business street
address of next of kin or of another contact individual.
- In lieu of the Social Security number, a current U. S.
Passport number may be used.
- If a minor, the parent or guardian's driver's license
may be use, but the minor's Social Security card photocopy
is required. The Membership Responsibility Agreement must
also be on file. A credit report will not be required on
the minor.
- When opening the Primary Share Account, a file folder
will be used to retain the additional documents.
- The folder will be kept in a pending file status until
all documents are obtained.
- The Membership Officer is responsible for verifying
that all documents are received and filed.
- Once all documents are received, the file will be
kept as long as the person is a member of the Credit Union, or
five years, whichever is greater.
- Should the needed documents not be obtained within
60 days of opening the Primary Share Account, the member's
account will be closed.
- ** PROCEDURES FOR MONEY ORDERS, CASHIERS CHECKS,
TRAVELERS CHECKS & WIRE TRANSFERS
- These services well be monitored in such a way as to readily identify the
purchasers/transmitters and their transactions. Chronological logs will be
maintained that will show the following information (mandatory in
connection with amounts greater than $3,000):
- Name of purchaser/transmitter
- Address (if purchaser/transmitter is not a member of the Credit Union)
- Purchaser's/transmitter's account number or social security number
- Purchaser's/transmitter's date of birth (if purchaser/transmitter is not a
member of the Credit Union
- Date of purchase/wire transmission
- Type of instrument purchased
- Serial number of each purchased instrument
- Dollar amount of each purchase/transmission by currency
- Method used to verify identity of purchaser/transmitter
- Indication if the transaction is apart of a multiple sale during one
business day
-
The chronological logs will be retained for at least 5 years.
- ** AUDIT OF COMPLIANCE PROGRAM
- This program will be audited annually. The Supervisory Committee or the external
auditing firm may be used to complete the audit.
- Written results of the audit will be kept on file for at least five years.
- EXCEPTIONS
The Credit Union may exempt certain listed transactions from this policy.
- These exemptions are:
- Currency deposits or withdrawals from an existing
account by an established member who is a U.S. resident and
operates a sports arena, race track, amusement park, restaurant,
hotel, licensed check-cashing service, vending machine company
or theater.
- Currency transaction by local or state governments,
or the U.S. Government or any of its agencies or instrumentalities.
- Withdrawals for payroll purposes from an existing
account by an established member who is a U.S. resident and
operates a business that regularly withdraws more than $10,000
in order to pay its employees in currency.
- A centralized list of all exemptions granted by the Credit Union
will be kept by the Membership Officer.
- ** COMPLIANCE OFFICER
- The Assistant Manager is designated as the BSA Compliance Officer.
- BSA Compliance Officer Duties:
- Ongoing staff training
- To see that existing staff is made aware of any updates or changes when applicable
- To train new staff, directors and committee members regarding the Credit Union's procedures
- Creating and maintaining record keeping systems
- Reviewing daily transactions
- Reviewing reporting forms
- Creating and maintaining exemptions lists (if any)
- Creating and maintaining tax identification number lists
- Responsibilities may be delegated by the BSA Compliance Officer to other Credit Union
staff as deemed appropriate and approved by the Credit Union Manager.
- The BSA Compliance Officer will act as the contact person for answering requests for
information and coordinating compliance examinations.
- The BSA Compliance Officer will be responsible for keeping up to date with any and all
changes in the regulations and the impact on this Credit Union's operations of major
court decisions regarding the BSA Act and its implementing regulations.
- ** STAFF TRAINING
- The staff training program will be ongoing to insure that amended procedures are
complied with and that new employees are adequately trained.
- Employees will be provided a check list to serve as a reminder to ask, verify and determine
the "true identity" of the persons(s) and the transaction(s).
- Training will also include information on the USA Patriot Act including the Customer
Identification Program as outlined in Paragraph III.C. above.
- The BSA Compliance Officer will assure that the requirements of this policy are reviewed by
the staff at least annually.
Approved July 27, 1987
Reviewed June 23, 1994
Reviewed April 18, 1996
Reviewed August 20, 1998
Reviewed August 26, 1999
Reviewed June 27, 2002
Reviewed July 24, 2003
* Complete Revision August 21, 2003
** Revision Approved December 14, 2005
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