Guidelines on the Registration, Replacement, and Use of E-mail Accounts for Official Communications with the Consumer Account Protection Office

rtr) L/ BANGKO SENTRAL NG PILIPINAS
OFFICE OF THE COVERNOR
MEMORANDUM NO. M.2O25-O2O
All BSP-Superuised Institutions
Guidelines on the Registration, Replacement, and Use of E-mail Accounts Intended for Official Communications with the Consumer Account Protection Office in Relation to the Conduct of Inquiry into Financial Accounts with Clarification on the Submission of Report on Temporary Holding of Disputed Funds To Subject Further to Rule Vll of Bangko Sentral ng Pilipinas (BSP) Circular No. 1214, Series of 2025 (the "Circular 1214"),1 please be guided by the following Guidelines on the Registration, Replacement, and Use of E-mail Accounts Intended for Official Communications with the Consumer Account Protection Office (CAPO) in Relation to the Conduct of Inquiry into Financial Accounts:
A. Registration of E-mail Accounts
'1. All BSls are required to register on or before 25 July 2025 the e-mail account/s that they will use to send and receive official communications, notices, and other documents in connection with CAPO's conduct of inquiry under Circular 1214. A BSI shall register its e-mail account/s by accomplishing the E-mall Account Registration Form (EARF).'z The EARF must be signed and approved by the BSI's President or an officer of equivalent rank. A BSI can officially register a maximum of three (3) e-mail accounts, Each e-mail account shall be registered to a single officer only, one of whonr must be the BSI's President, Chief Compliance Officer, Head of the Legal Department, or an officer of equivalent rank. ln no case shall there be two (21 or more registered officers for the same e-mail address. The scanned copy of the signed EARF in Portable Document Format (PDF), together with the accomplished MS Excel file of the EARF, shall be transmitted to caporegistry@bsp.gov.ph, using the following e-mail subject format:
EARFcspace><BSl Name><space><Date of approval by the BSI President or officer of equivalent rank in dd Month yyW format> For example:
To: caporegistry@bsp.gov.ph
Subject: EARF ABC Bank 25July 2o25
Rules of Procedure on the Conduct of Inquiry into Financial Accounts and Sharing of Financial Account lnformation by the Bangko Sentral ng Pilipinas Pursuant to the Anti-Financial Account Scamming Act (AFASA).
Annex ?.' The prescribed EARF (in MS Excel format) can be downloaded at
https://www.bsp.gov.ph/Regulations/Banking%2OLaws/CAPO-Email-Account-Registration-Form.xlsx. 3. 4.

B. Replacement of Registered E-mail Accounts
1. In case of the existence of the conditions/circumstances mentioned in Rule Vll,
Section 2'l of Circular 1214, the concerned BSI must notifo CAPO and register
replacement e-mail account/s by submitting a duly-accomplished E-mail Account Change Form (EACF),3 signed and approved by the BSI's President or an officer of equivalent rank, within the following period:
Circu mstance/Condition Period
Authorized officer with access to a registered e-mail account is separated from seruice or is otherwise no longer authorized to act on behalf of the BSI Within three (3) calendar days from the separation, or revocation of access. ofthe concerned officer Flegistered e-mail account has been compromised Within twenty-four (24) hours upon discovery of the compromise or securitv breach
2. The scanned copy of the signed EACF in PDF, together with the accomplished
MS Excel file of the EACF, shall be transmitted to caporegistry@bsp.gov.ph, using the following e-mail subject format:
EACFcspace><BSl Name><space><Date of approval by the BSI President or officer of equivalent rank in dd Month yyly format> For example:
To: ca poreg istry@bsp.gov.ph
Subject: EACF ABC Bank 25 July 2025
Use of Registered E-mail Accounts
L The CAPO shall use the e-mail account capo-fai@bsp.gov.ph in transmitting Inquiry Orders and other notices in relation to its conduct of inquiry to the registered e-mail account/s of a BSl. All communications, documents, and submissions by a BSI in relation to CAPO's conduct of inquiry shall be transmitted to the same e-mail address.
2. The CAPO shall only acknowledge and accept submissions from registered e￾mail accounts of BSls. An electronic transmittal from an unregistered e-mail
account shall be rejected and shall not be considered as an official submission of a BSl.
Annex "8." The prescribed EACF (in MS Excel format) can be downloaded
https://www.bsp.gov.ph/Regulations/Banking%2OLaws/CAPO-Email-Account-Change-Form.xlsx. c.

D. ClarificationontheSubmissionof ReportonTemporaryHoldingof Disputed Funds '1. BSls shall use their existing e-mail accounts that are registered with the Department of Supervisory Analytics, BSP, in their submission of Report on Temporarily-Held Funds (THF) as required under the Guidelines on the Submission of Report on Temporary Holding of Disputed Funds, Annex C, BSP Circular No. 1215. Series of 2025.4
2. The BSP shall issue a separate Memorandum on the Reporting Templates (i.e.,
Data Entry Template, Control Prooflist, and User Guide)which shall be used by BSls in the submission of Reports on THF to BSP. For guidance and immediate compliance. -^. &o.(i ELMORE O. CAPULE Officer-in-Charge t5 June 2025 " As provided in Section 4(b), Transitory Provisions, of Circular No. l2l5, Series of 2025, Submission of Report on Temporary Holding of Disputed Funds shall take effect effectivity of said Circular. '=J;,,,,r,

pprercn(e \o { to be f,lled ul\ by B..p)
BANGK() SENTRAL NG PILIPINAS
EXECUTTVE OFFTCES I CONSUMEn ACCOUNT PROTECTTON OFFTCE E-MAIL ACCOUNT REGISTRATION FORM (BSr NAME) (Bsr coDEl A, OFFICIAL E.MAILADDRESS/ES CERNFICATION I' lFull Name of Authorized offic€rl, IDesignation/Positionl ot lName ot Bsl] hereby certttres and warrants that:
I The e-mail account/s enurnerated above are the offic jal e-mail account/s of [Name-of-Bsll, pursLlant ro Rule Vll of BSp Circular No. l2l1+. Series of 2025 2 The e-mail account/s enumerated above shall be, at all times, available, functional, and capable of receivinq all official communications from the consumer Account Protection office (CAPo), BsP, including Inquiry orders, notices, correspondences, and other relevant documenrs. AN N EX ''A'' [Signature over Printed Name of Autho]ized officerl [Des: gnation/position] NO. E-MAILADDRESS NAME OF BSI OFFICER (LASI NAME, FIRST NAME, MIDDLE NAME) POSITION TITLE {do not abbreviatel CONTACTNO.

Reference No (To be filled Up bV RSp)
BANGKO SENTRAL NG PILIPINAS
EXECUTTVE OFFTCES I CONSUMEQ ACCOUNT PROTECTTON OFFTCE E.MAIL ACCOUNT CHANGE FORM
ANNEX ''B''
(BSr NAMEI
(Bsr coDE)
A. REGISTERED E.MAIL ACCOUNT/S TO BE REPLACED B. REPI.ACEMENT E-MAILACCOUNT/S CERNFICATION l, lFull Neme ot Autho]lzed Ottlcerl, lDeslgnatlon/position] ot [Name of Bsll hereby certries afrci warrants that:
1.[Forofficerswho|1ovebeenseporotedorwhooreno|ongerouthorizedtoOCto|1beholfoftheB.s,:A||acceSStothee.mai|ac containedtherein,bythe officer/swhohavebeenseparatedorwhoare nolongerauthorizedtoactonbehalfof[Name-of-Bsl],havealreadybeenrevoxecr. [Forreolocementofcomoromisecle-moilsl: /lll accesstothccomnromisecl e-mail nc.otint/shavealrearjvbecnelisahlerl
2. The replacement e-mail account/s enLrmerated above are the official e-mail accorrnt/s of [Name-of-Bsll, pursuant to Rule Vll of BSp Circular No 214, Series of 2O25
3. The replacement e-mail account/s enumeratcd above shall be, at all timcs, available, functional, and capablc of rece iving all official communications from the Consumer
Account Protection Office (CAPO), BSp, including Inquiry Orders, notices, correspondence, and other relevant documents. c. [Slgnature Over Prlnted Name of Authorlzed Officed [Desi gnatlon/posltionl NO. E-MAILADDRESS NAME OF BSI OFFICER (I.AST NAME, FIRST NAME, MIDDLE NAMEI DATE OF RECISTRATION IMM/DD/YYYYI REASON FOR REPI.ACEMENT NO. E-MAILADDRESS NAME OF BSI OFFICER (LAST NAME, FIRST NAME, MIDDLE NAMEI POSINON TITLE (do not abbrevlatel CONTACTNO. Date