Instruction on the Procedure for Filling Out Payment Documents

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Created: 2021-12-01

Registered in the Ministry of Justice of the Kyrgyz Republic on September 3, 2007. Registration No. 82-07

Approved by the Resolution of the Board of the National Bank of the Kyrgyz Republic dated July 25, 2007 No. 36/5

INSTRUCTION on the procedure for filling out payment documents

(As amended by Resolutions of the Board of the National Bank of the Kyrgyz Republic dated June 8, 2017 No. 2017-P-14/23-11, and November 24, 2021 No. 2021-P-14/64-6-(PS))

1. General Provisions

1.1. (Ceased to have force in accordance with the Resolution of the Board of the National Bank of the Kyrgyz Republic dated June 8, 2017 No. 2017-P-14/23-11)

1.2. The terms and definitions used in this Instruction correspond to those provided in the "Regulation on Non-Cash Settlements in the Kyrgyz Republic", approved by Resolution No. 420/21/4 of the Government and National Bank of the Kyrgyz Republic dated September 9, 2005.

1.3. This Instruction on the procedure for filling out payment documents (hereinafter - the Instruction) defines the forms of paper payment document blanks and the procedure for filling out their details. The Instruction also defines minimum requirements for paper payment documents intended for accounting of internal bank operations (memorial order and cash deposit declaration).

(As amended by the Resolution of the Board of the National Bank of the Kyrgyz Republic dated June 8, 2017 No. 2017-P-14/23-11)

1.4. Payment documents are used by legal and natural persons to conduct all types of payments in the national currency within the territory of the Kyrgyz Republic.

1.5. Paper-based payment documents are prepared on blanks included in the "State Classifier of Administrative Documentation", approved by Resolution No. 33 of the National Statistical Committee dated December 18, 2015.

(As amended by the Resolution of the Board of the National Bank of the Kyrgyz Republic dated June 8, 2017 No. 2017-P-14/23-11)

1.6. Payment document blanks are manufactured in printing houses or using computers. Copies of payment document blanks obtained via duplicating equipment are permitted, provided copying is distortion-free.

2. Requirements for filling out payment documents

2.1. Paper-based payment documents are filled out:

a) using computer equipment with black font; b) with ballpoint pens using ink resistant to technical impacts, in black, blue, or purple colors.

(As amended by the Resolution of the Board of the National Bank of the Kyrgyz Republic dated June 8, 2017 No. 2017-P-14/23-11)

2.2. Signatures on payment documents are applied with pens using black, blue, or purple ink. Bank seals and stamps must be clear. Signatures, seals, and stamps must be placed in designated fields.

2.3. When filling out payment documents, text and numerical values of details must not extend beyond the designated fields. Detail values must be easily readable.

2.4. Corrections, smudges, erasures, and the use of correcting liquid in payment documents are not permitted.

2.5. Payment document format parameters must correspond to established standards. A deviation of up to 5 mm from established sizes is permitted, provided their layout is preserved. The reverse sides of calculation document blanks must remain clean.

2.6. Payment documents must contain all necessary details for executing fund transfers from the payer to the payee in accordance with Kyrgyz Republic legislation.

(As amended by the Resolution of the Board of the National Bank of the Kyrgyz Republic dated June 8, 2017 No. 2017-P-14/23-11)

2.7. In case of electronic payment documents, the payer's bank confirms receipt to the client in accordance with the bank-client contract and internal regulatory documents/procedures of the payer's bank.

2.8. The party initiating the payment bears responsibility for the correct placement of payment document details.

2.9. The payer's bank, upon accepting a payment document for payment, verifies its compliance with requirements established by Kyrgyz Republic regulatory acts. Payment documents filled and presented in a form not corresponding to filling requirements are not accepted for payment.

2.10. Payment documents are executed by the bank within timeframes provided by Kyrgyz Republic legislation or the bank account contract.

(As amended by the Resolution of the Board of the National Bank of the Kyrgyz Republic dated June 8, 2017 No. 2017-P-14/23-11)

3. Forms of non-cash settlements and order of application

3.1. Forms of payment documents When conducting non-cash settlements, credit and debit forms of non-cash settlements and payment instruments are applied. Depending on usage purposes, they are divided into the following groups: a) for interbank payments (payment order, direct debit payment order); b) documents used at the client-bank level (incoming and outgoing summary statements/orders, and direct debit summary statements/orders); c) standardized payment documents for internal operations accounting (memorial order, cash deposit declaration).

3.2. Settlements using the unified payment order form

3.2.1. Transferring a specific sum of funds from the sender's account to the payee's account (opened in this or another bank) is carried out using the unified payment order form.

3.2.2. When conducting non-cash settlements through communication enterprises by legal and natural persons for purchased goods, rendered services, or when returning revenues to the budget by financial authorities, accepted payment orders may be used in accordance with rules established by Kyrgyz Republic legislation.

(As amended by the Resolution of the Board of the National Bank of the Kyrgyz Republic dated June 8, 2017 No. 2017-P-14/23-11)

3.2.3. A payment order must contain at least the following details: a) name of the payment document; b) form code; c) sequential number, day, month, and year of issuance; d) settlement date; e) payer's name, account number, taxpayer identification number (TIN), and payer code (OKPO) per Kyrgyz legislation; f) registration (for legal entities) or identification (for natural persons) number of the Social Fund of the Kyrgyz Republic when paying social insurance contributions; g) payer's bank name, location, and BIC (Bank Identification Code); h) payee's name and account numbers; i) receiving bank's name, location, and BIC; j) payment purpose; k) payment code per the "State Classifier of Payment Turnover" (approved by NB KR Resolution No. 51/4 dated Nov 30, 2007); l) payment amount in words and figures; m) signatures (of authorized person(s)) and seal impression (where required).

(As amended by the Resolution of the Board of the National Bank of the Kyrgyz Republic dated June 8, 2017 No. 2017-P-14/23-11)

3.2.4. The format of the unified payment order blank and field filling procedure are presented in Appendix 1.

3.3. Payments by pre-authorized direct debit:

3.3.1. Pre-authorized direct debit payments are used by bank clients for regular payments (e.g., utility bills) and other fixed-schedule payments (insurance premiums, mortgages, etc.).

3.3.2. Such payment is executed based on a client-bank contract, under which the client gives prior consent for funds to be debited from their account in their absence upon presented payee instructions, with supporting documents attached per the contract.

3.3.3. A direct debit payment order received through the payment system from the receiving bank serves as grounds for the payer's bank to debit funds and execute settlement on the established date.

3.3.4. A direct debit payment order must contain at least the following details: a) name of the payment document; b) sequential number, day, month, year of issuance; c) payment processing date; d) payer's name, bank account number, organization account number (payee), TIN, OKPO per Kyrgyz legislation; e) Social Fund registration/identification number for social insurance contributions; f) payer's bank name, location, BIC; g) payee's name and account numbers; h) receiving bank's name, location, BIC; i) payment code per the "State Classifier of Payment Turnover"; j) payment purpose; k) payment amount in words and figures; l) signatures (of authorized person(s)) and seal impression (where required).

(As amended by the Resolution of the Board of the National Bank of the Kyrgyz Republic dated June 8, 2017 No. 2017-P-14/23-11)

3.3.5. The format of the direct debit payment order blank and field filling procedure are presented in Appendix 2.

3.4. Summary statement of payments: A summary statement with payment information is formed by the enterprise electronically, complying with Kyrgyz legislation requirements, and transmitted to the agent bank for execution. If necessary, summary statements may be printed on paper ensuring full correspondence with electronic data. Depending on payment type, two formats are defined: 1) summary statement/order format; 2) direct debit summary statement/order format.

3.4.1. Summary statement/order: a) Used for disbursing salaries to budget institution employees, pensions, benefits, and other payments, or transmitting payment information to regular service suppliers by the public. b) The disbursing organization provides an incoming electronic file (Excel or Dbf format) to the agent bank for conversion and forwarding to the clearing center. Electronic file forms and filling procedures are in Appendix 3. c) After settlement and crediting, the receiving bank forms outgoing electronic summary statement/orders for executed/unexecuted payments and sends them to the enterprise for internal accounting. d) When disbursing pensions by the Social Fund, electronic summary statement/orders in machine-readable format per Appendix 7 are used.

(As amended by the Resolutions of the Board of the National Bank of the Kyrgyz Republic dated June 8, 2017 No. 2017-P-14/23-11, and November 24, 2021 No. 2021-P-14/64-6-(PS))

3.4.2. Summary statement/order for direct debit: a) Used by payees to collect regular payments using the "direct debit" instrument. b) Service enterprises provide incoming electronic files (Excel or Dbf format) to the agent bank for conversion and forwarding to the clearing center. Electronic file forms and filling procedures are in Appendix 4. c) After final settlement and crediting, the receiving bank forms outgoing electronic direct debit summary statement/orders for executed/unexecuted payments and transmits them to the service enterprise for reconciliation and debit balance recalculation.

3.5. Memorial order: 3.5.1. Used by financial-credit organizations exclusively for internal operations. 3.5.2. Must contain at least: a) name of payment document; b) form code; c) sequential number, day, month, year; d) payer's name, account number, TIN; e) payer's bank name, location, BIC; f) payee's name and account numbers; g) receiving bank's name, location, BIC; h) payment code per "State Classifier of Payment Turnover"; i) amount in words and figures; k) signatures (of authorized person(s)) and stamp impression (where required). (As amended by the Resolution of the Board of the National Bank of the Kyrgyz Republic dated June 8, 2017 No. 2017-P-14/23-11) 3.5.3. Format and filling procedure are in Appendix 5.

3.6. Cash deposit declaration: 3.6.1. Commercial banks and financial-credit organizations accept national currency cash from legal/natural persons via the "Cash Deposit Declaration" document, consisting of: Declaration, Receipt, Order. Blank format must not exceed A4 size. After deposit, the Order goes to accounting, Declaration stays in cash office, Receipt is kept by the depositor. Organizations may add extra details (logo, foreign languages). 3.6.2. Must contain at least: a) name of cash document; b) sequential number; c) day, month, year of filling; d) depositor's name; e) OKPO identification code; f) TIN; g) Social Fund registration number; h) receiving bank name and cash account number; i) payee's name and account number; k) payment purpose; l) deposit amount in words and figures; m) depositor's signature; n) authorized financial-credit organization signatures; o) seal impression. (As amended by the Resolution of the Board of the National Bank of the Kyrgyz Republic dated June 8, 2017 No. 2017-P-14/23-11) 3.6.3. Form and filling procedure are in Appendix 6.

4. Liability of parties

4.1. The party initiating the payment bears responsibility for correctly filling out payment document details.

4.2. The payer's bank verifies compliance with regulatory acts upon acceptance. Documents not meeting filling requirements are rejected.

4.3. System participants ensure archival preservation of sent/received payment documents and messages within the statutory limitation period per Kyrgyz legislation.

(As amended by the Resolution of the Board of the National Bank of the Kyrgyz Republic dated June 8, 2017 No. 2017-P-14/23-11)

4.4. Banks bear full responsibility for security/confidentiality conditions, payment passage timeframes per legislation.

4.5. Disputes among system participants are resolved through negotiations to reach mutually acceptable solutions.

4.6. Unresolved disputes are settled per Kyrgyz Republic legislation procedures.

Appendix 1 to the Instruction on the procedure for filling out payment documents, approved by Resolution of the Board of the National Bank of the Kyrgyz Republic dated July 25, 2007 No. 36/5

UNIFIED PAYMENT ORDER FORM (As amended by the Resolution of the Board of the National Bank of the Kyrgyz Republic dated June 8, 2017 No. 2017-P-14/23-11)

PAYMENT ORDER No. __ Date __ Form Code ____ Calculation Date __ Payer: Name, OKPO, TIN, Social Fund Reg. No., Bank (Name, Location, BIC), Debit Account No. Payee: Name, Credit/Account No., Receiving Bank (Name, Location, BIC) Amount in words: ______ Sum: ______ Payment Code: ______ Purpose of payment: ______ Seal Place (M.P.), Signatures, Bank marks.

PROCEDURE for filling out values of the unified payment order form | N | Name | Field Description | Mandatory Filling Requirement by Payer | | 1 | Payment Order | Name of payment document | Yes | | 2 | No. | Sequential number indicated | Yes | | 3 | Date | Settlement date (DD.MM.YYYY or day-month-year) | Yes | | 4 | (Ceased to have force per June 8, 2017 Resolution) | - | - | | 5 | Form Code | Code per State Classifier of Administrative Documentation (auto-stamped during blank manufacturing) | Yes | | 6 | Calculation Date | Date of fund debit by payer's bank (within 5 days of issuance) | Yes | | 7 | Payer | Name (abbreviations allowed); for natural persons, Full Name | Yes | | 8 | OKPO | Payer identification code per Kyrgyz legislation | Mandatory for all legal/natural persons conducting economic activity in KR | | 9 | TIN | Taxpayer Identification Number (14 digits) per regulatory acts | Mandatory for all legal/natural persons conducting economic activity in KR | | 10 | Reg. No. Social Fund of KR | Registration (legal) / Identification (natural) number for social insurance contributions | Mandatory when paying social insurance contributions | | 11 | Payer's Bank | Name and location (abbreviations per Bank Charter allowed) | Yes | | 12 | Debit Account No. | Payer's account number in the payer's bank | Yes | | 13 | BIC | Bank Identification Code of the payer's bank | Yes | | 14 | Payee | Name (abbreviations allowed) | Yes | | 15 | Credit Account No. | Payee's account number (two fields provided for bank marks/sub-accounts) | Yes / No | | 16 | Receiving Bank | Name and location (abbreviations per Charter allowed) | Yes | | 17 | BIC | Bank Identification Code of the receiving bank | Yes | | 18 | Amount in words | Sum spelled out starting with capital letter; "som"/"tyiyn" not abbreviated; whole soms may omit tyiyn | Yes | | 19 | Sum | Numerical sum (soms separated from tyiyn by hyphen); if whole soms, shows "=" | Yes | | 20 | Payment Code | Code per approved State Classifier of Payment Turnover | Yes | | 21 | Purpose of payment | Goods, services, works, document numbers/dates, taxes, internal classifier codes, other info | Yes | | 22 | M.P. | Seal impression per payer's specimen | Yes | | 23 | Signature | Authorized person(s) signature per payer's specimen | Yes | | 24 | Payer's Bank Marks | Date, bank employee signatures, and stamp confirming payment execution | Yes | (Dimensions in millimeters)

Appendix 2 to the Instruction on the procedure for filling out payment documents, approved by Resolution of the Board of the National Bank of the Kyrgyz Republic dated July 25, 2007 No. 36/5

DIRECT DEBIT PAYMENT ORDER FORM (As amended by the Resolution of the Board of the National Bank of the Kyrgyz Republic dated June 8, 2017 No. 2017-P-14/23-11)

PAYMENT ORDER FOR DIRECT DEBIT No. __ Date __ Payment Processing Date: ____ Payer: Name, OKPO, TIN, Social Fund Reg. No., Bank (Name, Location, BIC), Debit Account No., Organization Account No. Payee: Name, Accounts, Receiving Bank (Name, Location, BIC) Payment Code, Purpose of payment, Amount in words/figures, Signatures, Bank marks. (Dimensions in millimeters)