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User Guide

Introduction

Westpac Banking Corporation ("Westpac") is pleased to have been selected as provider of transaction banking services for the Government of South Australia ("SA Government"). This document has been prepared as a quick reference guide to help SA Government Agencies find the answers to some of the most commonly asked questions.

As such, it is not intended to be a replacement for the more detailed advice of the Senior Client Manager.

At each quarterly review, your Senior Client Manager will update this document if required.

If you have any suggestions regarding the content of these guidelines please contact your Senior Client Manager.

 

Each Agency is required to provide Westpac with the details of persons who are authorised to act on behalf of the Agency. As with Account Opening documentation, Westpac, in conjunction with the Department of Treasury and Finance (DTF), has prepared special forms that must be used by Agencies to nominate new or amend existing Authorised Persons.

There are two groups of Authorised Persons that must be advised to Westpac by each Agency. The first group's powers mainly extend to signing cheques and making enquiries or requesting information on a specific account. The second group's powers are greater. They are authorised to act on all accounts in the name of the Agency, add, delete or change existing Authorised Persons, request new services or make changes to existing services (eg. Deskbank, Direct Entry) and close accounts.

Your Client Enquiry Manager will provide the necessary documentation to nominate the two groups of Authorised Persons. The documentation will list in full the powers for both groups of Authorised Persons.

Persons authorised to open bank accounts need not be advised to Westpac. Agencies should refer to their enabling legislation from where the power to open accounts and delegate authority is derived.

There are separate forms to add or delete existing Authorised Persons to or from an existing account. Your Client Enquiry Manager will be able to provide these forms.
Before you complete any form, please read the section titled "Privacy Consent of Person Authorised". You should also ensure that each Person Authorised is made aware of this section.

Please note: Authorised persons may also be referred to as 'Authorised Signatories'. Agencies will not be able to obtain special SA Government forms from Westpac Branches. Agencies should contact their Client Enquiry Manager for all required Authorised Persons forms.

It is a requirement under the identification component of the FTRA (Financial Transaction Reports Act, 1988) that all signatories to an account must be identified. Signatory identification can be undertaken in either of the following ways:

  1. Each signatory is identified at a Westpac branch using the 100-point method of identification. If this option is to be undertaken, please refer to Appendix B for a list of documents that are required to make up 100 points. After completion of the identification process, the branch staff will advise each signatory of their FTRA number that can then be inserted in the authority under their official designation.

    If a signatory is already an existing customer of Westpac then that signatory should already have been identified. Further identification is not required. If this is the case, please contact us and we will retrieve the FTRA No from our systems for the respective signatory so you may insert it in the authority.
  2. Each signatory is identified by an Acceptable Referee completing a "Reference by an Acceptable Referee" form. If this option is to be undertaken, please contact your Client Enquiry Manager who will provide you with the necessary forms.
  3. The Agency nominates a Verifying Officer. The Verifying Officer identifies each signatory to eliminate the need for each signatory to be identified under the other two options above. Whilst a Verifying Officer does not need to be a signatory to the account(s) the Verifying Officer must be fully identified by Westpac prior to making any certification. The Agency must nominate a Verifying Officer in writing by completing the 'Nomination form for Verifying Officer' form. Your Client Enquiry Manager will be able to provide you with this form.

Most (if not all) Agencies have nominated a Verifying Officer. Your Client Enquiry Manager can inform you of your Agency's Verifying Officer(s).

If an Agency needs to amend existing Verifying Officers then it must advise Westpac in writing. Your Client Enquiry Manager will be able to provide the necessary forms to make the amendments.

Appendix B - Identification worksheet (PDF 63KB)

Please note: Failure to comply with the identification requirements may delay account opening. It is an offence under the Financial Transaction Reports Act, 1988 to make a false or misleading statement.

A Set-off arrangement is a formally documented current account arrangement between Westpac and a customer that:

  • Notionally combines the credit and debit balances of accounts within the group to determine a net balance for the purpose of interest calculation and for daily usage purposes
  • The customer can use the combined credit and debit balances of accounts within the group to enable payments to be made from an account that may not have sufficient funds to enact the transaction on its own available funds balance.

The Set-off arrangements in place for the SA Government include a number of, but not all, Agency bank accounts. The Department of Treasury and Finance will arrange for Agency accounts to be added to or deleted from the Set-off arrangement.

Excluded accounts

Some types of accounts are specifically excluded from the Set-Off arrangement. These accounts include:

  • Trust accounts
  • Accounts conducted with Westpac subsidiaries
  • Foreign currency based accounts

In general, Imprest accounts are not included in the Set-off facility.

Credit and debit interest

Credit and debit interest for the Set-off facility is calculated daily and paid monthly to an account nominated by the Department of Treasury and Finance. Both Credit and Debit Interest will appear on the account as separate amounts. There can be only one nominated account for receipt of Interest.

DTF will arrange for the allocation of interest to Agency's accounts in the Set-off, as per its existing interest arrangements.

Credit interest on accounts not included in the Set-off will be calculated daily and paid monthly to the account unless otherwise advised by the Agency.

Please note: Where an Agency's account is not included in the Set-off facility and has a debit balance, debit interest will be charged. Debit interest will be charged at the 30 day bank bill rate (set weekly based on an average of the daily rates) plus 150 basis points.

Gross debit limit

Westpac has a gross debit limit on the SA Government Set-off arrangement. This limit is intended to manage the total gross debit balances of all the accounts in the Set-Off. The Government will be required to manage the debit balance of all accounts to not exceed the limit set.

To help with the management of the gross debit limit, Agencies are encouraged to set up a bank account sweep from their collection account(s) to their disbursement account(s) on a daily basis. Under this arrangement, the disbursement account would have a zero balance at the end of each day. Agency bank balances will be maintained in the collection and/or operating account(s).

Should sweeping arrangements not be suitable for the Agency, it will be necessary to set a gross debit limit (allocated from the Government's total gross debit limit) for the Agency. An Agency should contact the Banking Unit, DTF (Ph: 8226 9868) if it wants to maintain an account with a debit balance. It would be the Agency's responsibility to manage its accounts' debit balances in accordance with the allocated gross debit limit.

The Agency may request Westpac to load an automatic sweep that would clear the disbursement account when the balance of the account reaches the Agency's allocated gross debit limit.

Please note: If the Agency requires a gross debit limit it will not be managed by Westpac and need not be advised to Westpac. It is simply an internal limit to assist the SA Government manage the total gross debit limit for the Set-Off.

An automatic bank account sweep allows Westpac, on behalf of an Agency, to automatically transfer funds from one account to another during end of day processing. The facility allows physical concentration of cash by sweeping excess funds to a main account (or from the main account in the case of a cash deficit). This allows the Agency to have control over surplus or deficit funds in an account. For example, the Agency may elect to keep a set amount in the account daily and Westpac can do this automatically using the automatic bank account sweep.

Agency accounts may be swept to zero or a nominated credit or debit balance at the end of each day.

Reasons why an Agency may request an automatic bank account sweep are as follows:

  • Funds to be swept to or from a SAFA account
  • Management of the debit balances for accounts that are part of the SA Government Set-off arrangement in order to manage the gross debit limit applicable to the SA Government Set-off arrangement
  • Management of debit or credit balances for accounts that are not part of the SA Government Set-off arrangement
    A special form called "Authority to Make Replenishment or Automatic Transfer" must be completed by the Agency before the automatic bank account sweep can be loaded. Your Client Enquiry Manager will be able to provide this form.

For fees and charges relating to automatic bank account sweeps, refer to the fee schedule or contact your Client Enquiry Manager.

Please note: Automatic bank account sweeps may also be referred to as an "Automatic Transfer and Replenishment" facility.

Bank cheques are available at all Westpac branches. As the provision of bank cheques potentially provides clear funds to a third party a Cheque Cashing Authority needs to be established if the account from which the Bank Cheque is to be paid is not held at the branch preparing the Bank Cheque.

Refer to Appendix C for a sample Bank Cheque Request facsimile form. Agencies can fax this request to the Westpac branch so the Bank Cheque can be prepared before their arrival at the branch. If the branch receives the request before 11am, the Bank Cheques will usually be available for collection by 3pm.

If you require more than 7 bank cheques at one time then you should contact the Branch before faxing the request to agree preparation and availability times.

An Authority and indemnity for facsimile instructions (PDF 50KB) must be held at the Westpac Branch before this service can be used.

Appendix C - Request for Bank Cheque (PDF 61KB)

Most Westpac branches are open 9.30 am to 4.00 pm Monday to Thursday, and 9.30 am to 5.00 pm on Fridays (ACST/ACDT). Some branches and In-stores have extended trading on Saturdays.

An In-store is a commercial business, such as a Newsagency, that offers limited Westpac banking services.

Locate a branch of in-store in South Australia.

The Australian BSB codes are controlled and maintained by the Australian Payments Clearing Association. Craftsman Publishing Pty Ltd in Victoria publishes the full BSB listing for Australia. The list is updated quarterly in March, June, September and December.

To order the latest published copy of BSB Numbers in Australia, please contact:

Craftsman Publishing Pty Ltd
125 Highbury Road
Burwood VIC 3125
Ph: (03) 9926 1200
Fax: (03) 9926 1299
Email: reception@craftpress.com.au

There are three types of cheques available to Agencies:

  • Bank supplied standard cheques
  • Bank supplied overprinted cheques
  • Privately printed cheques.

Bank supplied standard cheques

Bank supplied standard cheques are generic so no special colour, logo or layout is available and only 6 digit serial numbers can be supplied.

These types of cheques can be ordered by contacting your Client Enquiry Manager. There is no charge for Bank Supplied Standard Cheques.

It usually takes 5 working days for the cheques to be printed once the order is placed. Cheques will be mailed to the bank account statement mailing address unless stamp duty is payable in which case, the cheques will be delivered to the branch where the account is held.Bank supplied overprinted chequesBank supplied overprinted cheques can include the following additional features to Bank supplied standard cheques:

  • Agency address
  • Longer agency name and/or account name
  • 7 digit cheque serial number
  • Choice of cheque type of either 'or Bearer' or 'or Order'.

There is a minimum order of 1000 cheques in books of 250 cheques. There is a fee for bank supplied overprinted cheques.

To order these type of cheques, Agencies should contact their Client Enquiry Manager who will be able to provide the necessary forms and details on fees that are payable.

Privately printed cheques

An Agency may wish to nominate a private printer so cheques can be modified to suit the Agency within certain regulations. The regulations regarding privately printed cheques cover a number of design and print features. A copy of these regulations is found in Publication 11.4.1 and is available from:

Australian Payments Clearing Association ("APCA")
Level 24, 25 Bligh Street
Sydney NSW 2000
Ph: (02) 9221 8944
Fax: (02) 9221 8057
Website: www.apca.com.au

Westpac must give approval of the cheque stock (including any overlay) before each cheque print run. To obtain approval, your printer should complete the required Print Approval Order form and forward together with 20 cheque samples from each print machine to Westpac's MICR Evaluation Unit:

MICR Evaluation Unit
Westpac Banking Corporation
1 King Street
Concord West NSW 2138
Ph (Toll Free): 1300 650 041
Fax: (02) 9767 1531

Your printer should have the required Print Approval Order form, which must be completed before approval is provided. Authorised Persons from the Agency must sign this form before it is sent to Westpac with the sample cheques. If your printer does not have the Print Approval Order form, you should contact your Client Enquiry Manager who will be able to supply the form.

Westpac's MICR Evaluation Unit will evaluate the cheques and if they meet requirements, the following will be provided to your printer:

  • Design approval number (DAN)
  • Print approval number (PAN)
  • MICR quality approval.

On receipt of all these approvals, your printer may complete the entire cheque print run.

Masterpiece users should liase with the DTF Financial Application System Team (FAST) (Ph: 8226 9777) during the preparation of new cheque stock and prior to seeking approval of the draft cheque stock from Westpac. Please note:

  • Your printer must be registered with APCA.
  • Printing cheques without prior approval from Westpac may create errors for both the Agency and the Bank. Furthermore, costs incurred for such errors will be charged to the Agency.
  • If your Agency uses a laser printer to print cheques we recommend that each month 20 live samples from each print machine are sent, along with the copy of the original approval letter, to the Westpac MICR Evaluation Unit so the MICR Code Line quality can be monitored.
  • Electronic signatures printed on privately printed cheques must conform to the method of operation given to Westpac in the Authorised Persons form for the account.

Cheques can be cashed at the Westpac branch where the Bank Account from which the cheque to be cashed is drawn ("home branch"). If the Agency wishes to cash a cheque at another Westpac or Other Bank branch then a Cheque Cashing Authority must be established.

Cheque cashing authorities

A Cheque cashing authority is a facility that enables the Agency to cash cheques at a branch other than the account's home branch. This can be a Westpac branch or other Bank branch. The facility is only available to accounts that have a cheque drawing facility.

Establishment

Your Client Enquiry Manager will be able to provide the necessary forms to establish a new cheque cashing authority.

Cheque cashing authorities are established with a cashing limit. The limit enables the Agency to cash cheques and withdrawals up to the limit for the period for which the limit applies eg $100 per week non-cumulative. For advice on the type of limit that best suits the Agency's needs, contact your Client Enquiry Manager.

Cheque cashing authorities are issued:

  • At the discretion of the Bank
  • In favour of the drawer (Agency) only

Cheque cashing authorities are subject to both an Establishment fee and an Annual fee. Refer to the fee schedule or contact your Client Enquiry Manager for details. If the Agency requests a cheque cashing authority to be established at another Bank branch then it will be subject to any fees that the Other Bank chooses to charge. Westpac does not have any control over Other Bank fees.

Existing cheque cashing authorities

Agencies have been provided with a separate letter or advice listing the details of all cheque cashing authorities established during initial implementation of bank services at Westpac. If you do not have this advice or if you would like the most current list of cheque cashing authorities then please contact your Client Enquiry Manager.

Modification or deletion of existing cheque cashing authorities

If the Agency wishes to modify or delete an existing cheque cashing authority then it should complete a "Request to amend Cheque Cashing Authority" form. Your Client Enquiry Manager will be able to provide this form.

Renewal of cheque cashing authorities

Cheque cashing authorities are generally established with an expiry date. Within a reasonable period of time before the expiry date, Westpac will send the Agency a renewal notice. The Agency will be required to complete the renewal notice to either extend or cancel the cheque cashing authority. If Westpac does not receive the completed renewal notice, the cheque cashing authority will be cancelled and the Agency will be unable to cash cheques at the branch concerned.

To ensure payments are processed on the day Agencies specify, the following cut-off times must be observed.

Product Cut-off time
Australian Direct Entry Refer to section 5.3 of the Direct Entry User Guide
Payments Processing Service Refer to section 5.5 of the Payments Processing Service User Guide (PDF 125KB) (PDF 125kb) (Opens in new window)
Domestic Funds Transfer (DOM) 5:00pm (ACST/ACDT)
Real Time Gross Settlements (RTGS) 3:30pm (ACST/ACDT)
Overseas Payments* 3:30pm (ACST/ACDT)

* Refer to Appendix H for currency cut-off times.

Appendix H - Overseas cut-off times (PDF 60KB)

Data is electronically transmitted between Agencies and Westpac using either Deskbank or the SA Government XCOM banking server. It is important that Agencies use the correct transmission method for their Direct Entry or Payments Processing Service files.

Refer to the Direct Entry User Guide and/or the Payments Processing Service User Guide (PDF 125KB) for more information on transmissions using the SA Government XCOM banking server.

DeskBank is software Westpac has developed to give customers electronic access to their accounts. It can be installed onto a PC or a Network server. Agencies can receive their account statement electronically, complete on line account enquiries and send payment instructions to the bank for processing - all from their own desktop PC in their office.

Deskbank can be used to exchange data for processing of electronic payments, receivables and bank account information by using various Deskbank 'modules'. Deskbank site details (Transmission and PC ID), including the modules installed, have been advised to Agencies in a separate letter or advice. If you do not have this advice, please contact your Client Enquiry Manager.

If you wish to add more Deskbank sites, add accounts or modules to your existing Deskbank site you should contact your Client Enquiry Manager. They will provide the necessary documentation and arrange any training that may be required.

Please note: Failure to use the correct transmission method for Direct Entry or Payments Processing Service Files may result in the incorrect processing of files.

Direct entry

Refer to of the Direct Entry User Guide for details on how to deliver Direct Entry files to Westpac when Deskbank or the SA Government XCOM banking server is down.

Payments Processing Service

Refer to the Payments Processing Service User Guide (PDF 125KB) for details on how to deliver Payments Processing Service files to Westpac when Deskbank or the SA Government XCOM banking server is down.

Deskbank help

Deskbank has on-line help to assist you with all types of tasks you will perform on the Deskbank software.

During training, Westpac provide a Deskbank Quick Reference guides and sample reports. To obtain additional copies of the Deskbank Quick Reference Guides and sample reports, contact your Client Enquiry Manager.

If you have technical difficulties with Deskbank you should contact:

Deskbank Support Team
Ph: 1300 361 891
Email: deskbank@westpac.com.au

This area is staffed from 8.30am – 5.30pm (ACST/ACDT) weekdays.

File transmission when Deskbank or the SA Government XCOM banking server is down

This section outlines the contingency arrangements that should be adopted in the event that normal transmission or retrieval of any files using either the Deskbank or SA Government XCOM banking server is not possible.

If any of the contingency arrangements are adopted, the file transmission and processing cut-off times will be as normal unless otherwise advised by the Bank.

Direct entry

Refer to the Direct Entry User Guide for details on how to deliver Direct Entry files to Westpac when Deskbank or the SA Government XCOM banking server is down.

Payments Processing Service

Refer to the Payments Processing Service User Guide (PDF 125KB)  for details on how to deliver Payments Processing Service files to Westpac when Deskbank or the SA Government XCOM banking server is down Funds transfer.

This contingency arrangement should be used if you are unable to process payments using the Funds Transfer Module of Deskbank. This includes Domestic, RTGS and Overseas Telegraphic Transfers.

Step 1

If you have tried to process a payment using Deskbank, write down the error message appearing on the screen when you try and process the payment.

Step 2

Contact the Westpac Deskbank Help Desk on Ph: 1300 361 891 to confirm that the payments have not been received for processing. You will need to provide the following details:

  1. Deskbank transmission and PC ID
  2. Error message details recorded in Step 1
  3. Payment details including amount, processing date and currency (if applicable).

Sometimes it can appear that payments have not been transmitted successfully because a Deskbank error message appears but in fact, the transmission of the payment has been successful. The error message may be for another part of the Deskbank process not affecting the transmission.

Do not transmit a payment again without checking with the Deskbank Help Desk first.

Step 3

If the Deskbank Help Desk confirms that Westpac has successfully received the payments then there is nothing else you need to do. If the payments have not been received, go to Step 4.

Step 4

The Deskbank Help Desk will try to find out the reason why the payments have not been successfully transmitted. They will get information from the error message you provided. They may also ask you to change some Deskbank parameters.

If the Deskbank Help Desk is able to fix the problem before the payment's processing cut off time then you can transmit the payments through Deskbank as normal. If the problem can't be fixed or if the payment is an urgent RTGS payment then go to Step 5.

Step 5

If the Payment is either a DOM or RTGS payment then complete the 'Manual Payment Request when Deskbank is down' form located in Appendix D and fax to your Client Enquiry Manager before the cut-off time . If you need to process an Overseas Telegraphic Transfer then you can request a manual transfer using FastTT Fax. Refer to the 'FastTT Fax User Guide' for more information.

Appendix D - Manual payment request when Deskbank is down

Step 6

Contact your Client Enquiry Manager by phone to warn them that you have faxed a manual payment request because Deskban is down. The Westpac representative will ensure the payments are processed and that no additional fee for a manual payment is charged. Details of the manual payment will appear on the Agency's Bank Statement as normal.

Please note: Cut off for FastTT Fax is 3.15pm (ACST/ACDT).

Retrieval of reports from Westpac using Deskbank

This contingency arrangement should be used if you have not been able to retrieve any of the following files from Westpac using Deskbank:

  • Bank account information
  • Direct Entry Exception and Disbursements Effected Reports
  • Payments Processing Service reports.

 

Step 1

If you have been unable to retrieve the abovementioned files from Deskbank then contact the Deskbank Helpdesk on Ph: 1300 138 388 and advise what reports you have tried to download. You will need to quote your Deskbank transmission and PC ID.

The Deskbank helpdesk will try to identify and fix the problem.

If the problem can't be fixed in a reasonable time, then go to Step 2.

 

Step 2

Contact your Westpac representative (Client Enquiry Manager or Senior Client Manager) to advise that Deskbank is down and confirm the type and number of files that have not been received.

 

Step 3

Your Westpac representative will then confirm whether the files are available to send to the Agency using an alternative route. If the files are not available due to a problem at the bank, your Westpac representative will advise you on the course of action depending on the nature of the problem at the bank.

If the files are available to send to the Agency using an alternative route, you should confirm the following with the Westpac representative:

  • The files that you wish to receive using the alternative route. Firstly determine if the data in the files should be received electronically or manually
  • Method in which the files should be sent to Agency. Options are, email, or in some cases CD-ROM can be used
  • Delivery contact details eg email address

 

Step 4

Your Westpac representative will confirm the approximate time that you should expect to receive the files via the alternative route agreed in Step 3.

Step 5

Confirm receipt of files with your Westpac representative.

Deposit banking

Agencies can deposit to their Westpac accounts at any Westpac branch in Australia. Deposits to Westpac accounts can also be made at other banks, however that bank may charge a fee for the service.

Westpac uses the very latest technology to process cheque deposits. By capturing digital photographs of your deposit slips and cheques, the Image Capture System provides an efficient way of both processing your deposit and responding to transaction queries.

The most important function of our Image Capture System is to provide an accurate record of all items deposited to your account. By ensuring that a few simple measures are taken, we can optimise our system's processing and provide the best possible service to you.

To ensure that you can make the most of the Image Capture System, Agencies can review a few simple steps contained in the brochure "A simple guide to business deposit preparation." Your Client Enquiry Manager can provide the brochure. The key tips contained in the brochure are listed below.

 

When filling in your deposit slips ensure:

  • Figures are clearly written in black or dark blue pen only
  • Encoded slips are used whenever possible
  • The stationery is current and encoded slips are ordered from your branch or Client Enquiry Manager
  • The total of your deposit slips balances to all deposit items
  • Any handwritten account name and number, and bank branch numbers (BSBs) are clear and correct.

 

When preparing your deposits ensure:

 

  • Any perforated attachments are removed
  • All staples and sticky notes are removed
  • Butts from money orders are removed
  • Your merchant summary information is clearly visible through the envelope window
  • The total of the merchant summary slip balances with the merchant sales slips
  • Any stamps you affix do not cover amounts, account numbers or any bank coded numbers.

 

When putting the deposit all together make sure that your deposit items are in the following order:

  1. Cheques
  2. Deposit slip
  3. Merchant summary envelopes
  4. Cheque listing.

 

You should also ensure:

  • All cheques and deposit items are facing the front and the right way up
  • Arrange all cheques in the order that they are listed on your cheque listing

 

When preparing a large number of cheques ensure:

 

  • No more than 100 cheques are listed on each page of your cheque listing
  • Subtotals are recorded on the bottom of each page of your cheque listing
  • Subtotals on each cheque listing page are totalled and this amount, along with the merchant summary total, is recorded on your deposit slip
  • The total of your deposit slip balances to all deposit items
  • All cheques are in the same order as the listings
  • The total number of cheques is written on the summary slip (if used).

Deposit books

The Agency has the option to use several different types of deposit slips. Your Client Enquiry Manager will be able to provide further assistance to help you decide the deposit slip that best suits the Agency's requirements.

Standard deposit slips

Our standard deposit slips have room for 5 cheques to be listed on the reverse of the deposit form and are provided in books of 50 slips. The Agency's branch and account number is encoded on the slip. The full account name is also pre-printed.

Standard deposit slips are free of charge and can be ordered at any Westpac branch or by contacting your Client Enquiry Manager. The Agency will need to quote their full BSB and account number and the quantity of books required when ordering Standard deposit slips. Books will be mailed to the account mailing address.

Credit summary slips

Our credit summary slips have no space for cheques to be listed on the reverse of the deposit form and are provided in books of 99 slips. Usually these types of slips are used when a computer print out or duplicate or triplicate deposit book listing the cheque drawer, bank account and amount is used. The Agency's branch and account number is encoded on the slip. The full account name is also pre-printed.

Credit Summary deposit slips are free of charge and can be ordered at any Westpac branch or by contacting your Client Enquiry Manager. The Agency will need to quote their full BSB and account number and the quantity of books required when ordering Credit Summary deposit slips. Books will be mailed to the account mailing address.

Duplicate and triplicate deposit slips

If you have more than 5 cheques to be deposited or if you are using credit summary slips you will need to attach a cheque listing that provides the drawer, bank and account details. A duplicate or triplicate deposit book can be purchased which provides space for up to 24 cheques on a page. These books are pre carbonised so you can keep a copy of the cheque listing. Neither the BSB and account number nor the Agency account name is pre-printed on the slip so the Agency will need to hand write the details.

For fee information on duplicate and triplicate deposit slips refer to the fee schedule or contact your Client Enquiry Manager.

Duplicate and triplicate deposit books can be collected at any Westpac branch or you can request books to be mailed directly to you by contacting your Client Enquiry Manager.

Serialised deposit or credit summary slips

Serialised deposit or credit summary slips (also called Trancode 60 or 61 deposit slips) have a serial number, nominated by the Agency, encoded on the slip along with the BSB and account number. The full account name can also be printed on the slip. The serial number can be six or seven digits in length. The serial number will appear on the Westpac Bank Statement and can assist the Agency with deposit identification and reconciliation.

Serialised deposit slips can be ordered by completing the order form contained in the Appendix E to this document. The form should be mailed or faxed to the address shown on the order form.

There is a charge for serialised deposit slips. For more information, refer to the fee schedule or contact your Client Enquiry Manager.

Appendix E - Serialised Deposit Book order form (PDF 56KB)

Please note: Serialised deposit or credit summary slips cannot be ordered at Westpac branches

Late banking

Late banking is available to Agencies at the Westpac, 2-8 King William St, Adelaide branch in emergency situations.

If late banking is required, the Agency should contact the Client Enquiry Manager or Senior Client Manager by 4pm (ACST/ACDT). The Client Enquiry Manager or Senior Client Manager will notify the branch to expect late banking from the Agency. The Agency must deliver their banking to Adelaide Branch no later than 5.30pm (ACST/ACDT).

If the deposit is in order it will be processed for same day value. If there are large sums of cash or if the deposit is not prepared correctly then same day value cannot be guaranteed.

Late banking is only available to SA Government personnel and not third parties.

Errors in deposits

If there is an error in the deposit then Westpac will advise the Agency. With each error, Westpac will process an adjustment to the Agency's bank account and in some cases a separate advice will be mailed to the Agency's statement address. The separate advice includes more information on the reason for the error and will be provided on a best endeavours basis.

Where cheques received do not total the deposit slip, the deposit amount will be changed to the value of the cheques. If a cheque listing is not provided with the deposit slip then it will not be possible for Westpac to provide detail on the reason for the error in deposit.

Agencies should complete the Statement Transaction Enquiry form located in Appendix I and send to the Transactional Solutions Team if more information on a particular error in deposit is required.

Appendix I - Statement Transaction Enquiry (PDF 53KB)

Westpac will accept facsimile instructions from Agencies if it provides Westpac with a Facsimile Indemnity. Agencies can obtain a copy of the Facsimile Indemnity by contacting their Client Enquiry Manager.

Authority and indemnity for facsimile instructions (PDF 50KB)

Confirmation on whether Westpac holds a signed Indemnity has been provided in a separate advice to Agencies. If you do not have this advice then please contact your Client Enquiry Manager

Most fees and charges incurred by Agencies will be charged to the Agency's account on the first day of each month. A billing statement or 'Account Analysis and Fee Statement' will be sent to Agencies within two weeks of the fee being debited to the account. The statement will show an itemised list of fees and charges for the previous month's activity.

A schedule of fees applicable to transaction banking services has been distributed to all Agencies. Should you require a further copy of the fee schedule, please contact the Banking Unit, DTF (Ph: 8226 9868).

If you have a question regarding your Account Analysis and Fee Statement or any other fee charged to your account, please contact your Client Enquiry Manager.

Foreign currency cheque deposits

Agencies should not include foreign currency cheques in the normal bank account deposit. Foreign currency cheques must be separately negotiated at the Westpac branch and accompanied by a deposit slip to an Agency bank account.

Agencies should write 'Signed for and on behalf of <insert Agency Name>' on the back of the foreign cheque and ensure that it is signed (endorsed) by a person authorised to transact on the account. The Westpac teller/customer service staff member will convert the cheque and provide a "customer record" to the Agency.

They should be separately negotiated at the Westpac branch, accompanied by a deposit form to your nominated bank account. Westpac will convert these cheques to Australian currency, and deposit proceeds into your account.

A fee applies for this service. For more information refer to the fee schedule or contact your Client Enquiry Manager.

Traveller's cheques and foreign currency cash

Foreign currency cash

American Express is situated in the banking chamber of 2-8 King William St, Adelaide Branch. The purchase of major currencies "same day" is available from this branch only. All other branches will need to order foreign currency cash and this may take up to a week.

Agencies can pre-order foreign cash by completing a 'Request for Foreign Cash' form located in Appendix K. If the cash is to be collected from 2-8 King William Street, Adelaide then the request can be faxed directly to the branch. If the cash is to be collected from any other Westpac branch then please fax the request to your Client Enquiry Manager first who will determine individual branch requirements for receipt of cash.

Appendix K - Request for Foreign Cash (PDF 51KB)

Traveller's cheques

All Westpac Branches hold stocks of USD, GBP and AUD traveller's Cheques. If other currencies are required the Traveller's cheques will need to be ordered.
You should contact your Westpac branch with details on what Traveller's Cheques are required.

Please note: Purchasing traveller's cheques or foreign currency cash requires cleared funds so, unless cash is being presented or the branch where you wish to purchase the Traveller's cheques or Foreign currency cash is the Agency's account home branch, then a cheque cashing authority must be held.

Bank Drafts

Agencies should complete 'Request for Bank Draft' form and fax to their Westpac branch. A copy of this form is located in Appendix F. An authorised person from the Agency must sign the request and a Facsimile Indemnity must be held at the Westpac branch.

Authority and indemnity for facsimile instructions (PDF 50KB)

For amounts under AUD25,000 you will need to obtain the Foreign Currency Exchange Rate. It will be the Agency's responsibility to ensure that the rate used is current. If the rate on the web site is not current then the Agency should either contact the Westpac branch or their Client Enquiry Manager to obtain the current rate.

For amounts over AUD25,000, you will need to contact the SA Government Foreign Currency Exchange Dealer. The dealer will provide you with a 'Dealer Rate and Reference Number' to quote on the Request for Bank Draft form.

The Agency is required to provide a special "International Dealing Authority" to enable it to give instructions over the telephone to the SA Government Foreign Currency Exchange Dealer. Your Client Enquiry Manager will be able to provide a copy of this Authority. The completed Authority must be sent to your Client Enquiry Manager who will forward to the SA Government foreign currency exchange dealer on behalf of the Agency.

If the Westpac branch receives the Request for Bank Draft form prior to 11am the bank draft will be ready for the Agency to collect from Westpac by 3pm same day. A 'customer record' will be provided confirming the AUD equivalent amount.

The Agency should contact their Client Enquiry Manager if more than 7 bank drafts are required at any one time. It is possible for a central processing area called 'Global Payments Delivery' to prepare multiple bank drafts and mail back to the Agency. Global Payments Delivery will not be able to forward Bank Drafts directly on to the beneficiary of the bank draft. Prior arrangements must be made with your Client Enquiry Manager before the service provided by Global Payments Delivery can be used.

Once ordered, a Bank Draft can be repurchased, however you may incur a monetary loss for commitments already made on your behalf by the Bank. Refer to the fee schedule for charges relating to Bank Drafts.

Appendix F - Request for Bank Draft (PDF 63KB)

Please note:

  •  To calculate the AUD amount you can use the Foreign Exchange Calculator. To purchase a Bank Draft you will be 'Buying' foreign currency
  • Purchasing a Bank Draft requires cleared funds so unless cash is being presented or the Branch where you wish to purchase the Bank Draft in the Agency's account home branch then a cheque cashing authority must be held
  • Westpac has prepared a tailored SA Government "International Dealing Authority" that has been reviewed by Crown Law. Agencies should contact the Client Enquiry Manager to ensure that the approved Authority is completed by the Agency
  • It is the Agency's responsibility to ensure that the exchange rate used is current.


Overseas telegraphic transfers

Agencies using Deskbank may request Overseas Telegraphic Transfers using the Funds Transfer module. If an Agency does not have Deskbank then it may use the 'FasTT Fax' facility. Your Client Enquiry Manager can provide information on Deskbank and/or the FasTT Fax facility.

For amounts under AUD25,000, Deskbank can provide the current daily rate. If the Agency is using the FastTT Fax facility you will need to obtain the Foreign Currency Exchange Rate. It will be the Agency's responsibility to ensure that the rate used is current. If the rate on the web site is not current then the Agency should either contact the Westpac branch or its Client Enquiry Manager to obtain the current rate.

For amounts over AUD25,000, you will need to contact the SA Government Foreign Currency Exchange Dealer. The dealer will provide you with a 'Dealer Rate and Reference Number' to quote on either the Deskbank screen or the FasTT Template.

The Agency is required to provide a special "International Dealing Authority" to enable it to give instructions over the telephone to the SA Government foreign currency exchange dealer.

Your Client Enquiry Manager will be able to provide a copy of this Authority. The completed Authority must be sent to your Client Enquiry Manager who will forward to the SA Government foreign currency exchange dealer on behalf of the Agency.

A fax confirmation will be sent to the Agency if requested on FasTT Template.

Please note:

  • To calculate the AUD amount you can use the Foreign Exchange Calculator. To purchase an Overseas Telegraphic Transfer you will be 'Buying' foreign currency
  • For more information on how to make an Overseas Telegraphic Telegraphic Transfer using Deskbank refer to either the On-Line Help in Deskbank or the Funds Transfer Quick Reference Guide
  • Westpac has prepared a tailored SA Government "International Dealing Authority" that has been reviewed by Crown Law. Agencies should contact the Client Enquiry Manager to ensure that the approved Authority is completed by the Agency
  • It is the Agency's responsibility to ensure that the exchange rate used is current.

Major currency cut-off times

The cut off times for major currencies can be found in Appendix H.

The shaded areas indicate the times, in which you should transmit your request, to enable you to meet the earliest value date for the currency you are sending.

The earliest value date is the earliest date that the overseas bank will be able to pay the beneficiary if the payment request is sent within the shaded period applicable to the currency you are sending.

Please note that when sending funds to any country, where the funds are not the indigenous currency, the value date for payment will be the next day.

Appendix H - Overseas cut-off times (PDF 60KB)

Please note: Cut off for the FasTT Fax facility is 3.15pm (ACST/ACDT).

Inward cheque dishonours are cheques deposited to Agency accounts that are dishonoured by the bank where the drawer of the cheque (payee) holds their account.

The most common reason for dishonouring a cheque is because the drawer's account has insufficient funds to honour the cheque. When the cheque is dishonoured, the drawer's account is re-credited for the cheque amount and the funds reversed from the Agency's account.

Agencies will by notified of an Inward Cheque Dishonour in a letter sent to the bank account statement mailing address. The letter will include the following details:

  • Date of original deposit
  • Amount of original deposit
  • Dishonoured cheque drawer details
  • Amount of dishonoured cheque
  • Reason why the cheque was dishonoured.

If the dishonoured cheque is 'to hand' ie Westpac has the original cheque in its possession the cheque will often be returned to the Agency.

It is possible for Westpac to provide details on Inward Cheque Dishonours in an electronic format using Deskbank. For more information on this service, contact your Client Enquiry Manager.

Return/dishonour codes for inward cheque dishonours

A list of all the Return/Dishonour codes for Inward Cheque Dishonours is as follows:

Reason     Return code
Account Closed 914
Account Transferred 915
Alteration required Drawer's initials 916
Alteration requires Drawer's signature 917
Another signature required 918
Arrangements Incomplete 919
Drawer deceased 920
Drawer's signature required 923
Effects not clear 924
Item not yet to hand 926
Mutilated 927
Not signed in accordance with Authority held 928
Payment stopped 929
Payment stopped – awaiting confirmation 930
Post-dated 931
Refer to Drawer 932
Refer to Drawer   
933
Signature unknown   
936
Signature unlike specimen held 937
Stale 938
Turned back item 939
Duplicate item 940
Unprocessable item 941
No account 942
Forged or counterfeit instrument 951
Instrument materially altered 952
Instrument reported lost or stolen 953
Court order restraining payment 954
Failure of consideration for the issue of a bank cheque 955

A special answer is a request made by a customer of either Westpac or another bank to have a cheque cleared (ie funds made available) before the standard three business days. The customer requests the special answer at the time of depositing the cheque.

The branch or bank receiving the request must find out from the branch on which the cheque is drawn whether there will be enough funds in the drawer's account to honour or pay the cheque. If the cheque is to be honoured, the answer 'Paid' is advised. If it is not to be honoured, the answer is 'Not Paid'.

The date the cheque deposit is processed is Day 1 of the clearance cycle.

Special answers on cheques that are drawn on an account that is domiciled in the same state that the deposit is made will be given an answer by 5.00pm (ACST/ACDT) on the next business day (Day 2).

Special answers on cheques drawn on accounts from Non Bank Financial Institutions (NBFIs) and interstate cheques will be given by 5.00pm (ACST/ACDT) on Day 3.

If a quicker answer is required, arrangements can be made for a Special Answer to be obtained by personal presentation or by on the spot clearance at the branch on which the cheque is drawn.

Different fees are applicable depending on the special answer requested.

If you wish to inquire on the status of a 'Special Answer' request or fees relating to special answers, contact your Client Enquiry Manager.

A stale cheque is a cheque that is presented 15 months or more after it is dated (Section 3(5) of the Cheques Act 1986). Under the Cheques and Payment Orders Act 1986 (as it then was) a bank was required to dishonour stale cheques unless it has a contrary agreement with, or instruction from, its customer.

Following the Cheques and Payment Orders (Amendment) Act 1998 coming into operation on 1 December 1998, a bank has a discretion to pay any cheque that becomes stale after that date unless it has a contrary agreement with, or instruction from, its customer.

Practically, cheques that become stale after 1 December 1998 (that is cheques dated 1 September 1997 or later) can be paid unless Westpac has an agreement with the Agency to dishonour stale cheques or instructions not to pay the cheque (such as a stop payment notice).

The Transactional Solutions Team manages the Westpac's Statement Transaction Enquiry Service. The Transactional Solutions Team will respond to Agency's daily transactional enquiries including:

  • Payer details of a deposit and/or cheque in a deposit
  • Cheque dishonours queries
  • Destination details on a cheque drawn on an Agency's account
  • Bank statement queries
  • Direct debit dishonours
  • Failed/rejected direct credit transactions
  • Direct entry (payroll, direct debiting, EFT) destination queries
  • Voucher copies and tracings.

Statement transaction enquiries can be initiated by completing a 'Statement Transaction Enquiry' form located in Appendix I. You can also complete the Tracing Requests located in Appendix E or Appendix F of the Direct Entry User Guide or the Payments Processing Service User Guide (PDF 125KB)  respectively.

Appendix E - Serialised Deposit Book order form (PDF 56KB)

Appendix F - Request for Bank Draft (PDF 63KB)

Appendix I - Statement Transaction Enquiry (PDF 53KB)

Enquiries through the Transactional Solutions Team utilise a computerised action request system designed to manage the progress of all enquiries from receipt through to satisfactory resolution. Enquiries are allocated a unique reference number to enable subsequent tracking.

Fees may apply for services requested. For more information, please refer to the fee schedule, contact the Transactional Solutions Team or your Client Enquiry Manager.

Please note: Only authorised persons can make enquiries on statement transactions.

Agencies can request stop payments on cheques that have been drawn on an Agency account to stop it from being paid.

You may want to stop payment on a cheque because:

  • It has been lost or stolen
  • You did not receive the goods or services paid for

When a cheque is presented which has had a stop placed on it, it is dishonoured with the answer payment stopped.

A stop payment can be lodged for a cheque if it has not been presented, or if it was presented on the previous business day. However, a stop payment cannot be accepted in the following cases:

  • If the cheque was presented prior to the previous business day
  • If the cheque was presented on the previous business day and a special answer was given to pay the cheque.

A stop payment can be placed on a single cheque or a range of cheques, including a chequebook (eg if it has been lost or stolen).

To request a stop payment, complete the stop payment request form located in Appendix J and fax it to the number shown on the request.

If you wish to lift a stop payment, written authorisation is necessary for legal and audit requirements. You may request a stop payment to be lifted by providing details of the cheque and faxing it to number shown on Appendix J.

Appendix J – Stop Payment Request (PDF 13KB)

Agencies can request the bank to hold documents, valuables etc on their behalf. These items are said to be held in 'safe custody' and are stored in the bank's safes and strongrooms.

The bank provides the following safe custody facilities:

  • Document storage packets – document storage packets are stored in a dual locking cabinet which can be placed in the bank's strongroom (if available). The packets are 38 cm x 22.9 cm and hold both A4 and legal deed size documents
  • Safe deposit boxes – This facility offers the Agency the security of using a safe deposit box contained in a module, which is encased in steel with a high pressure diecast aluminium facia. Each module houses 15 individual, removable safe deposit strongboxes and is located inside the strongroom of selected branches. Each strongbox measures 6.5 cm x 25 cm x 53 cm.

Lodgements are only held under closed cover ie contents are unknown to the bank in sealed packets or safe deposit boxes. The bank places some restrictions on what can be placed in the packets and boxes. Details on these restrictions are documented in the customer agreement form specific to each facility. Notably, computer diskettes or tapes can not be stored in safe custody packets or boxes.

All safe custody services are subject to availability of space and suitable facilities at each branch. For details on the types of safe custody facilities provided by each branch contact your Client Enquiry Manager.