Instruction No. 0114/BCRG/2020 Fixing the Procedure for Archiving Paper Vouchers in Electronic Exchanges for Automated Clearing

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Conakry, April 30, 2020
No. 0-114
Instruction No. 0114/BCRG/2020 fixing the procedure for archiving paper vouchers in the context of electronic exchanges for automated clearing in the Republic of Guinea

THE GOVERNOR

Having regard to Law No. L/2017/017/AN of June 8, 2017, repealing Law No. L/2016/064/AN of November 9, 2016, itself amending Law No. L/2014/016/AN of July 2, 2014 establishing the status of the Central Bank of the Republic of Guinea;

Having regard to Law No. L/2013/060/CNT of August 12, 2013 on banking regulation in the Republic of Guinea;

Having regard to Decree No. D/2010/PRG/SGG of December 27, 2010 on the appointment of the Governor of the Central Bank

HEREBY DECIDES

Article 1: The purpose of this Instruction is to establish the procedure for archiving paper vouchers in the context of electronic exchanges for automated clearing in the Republic of Guinea.

Article 2: Following the end of the business day, the Capture Agent must forward the vouchers presented for clearing to the Branch Manager or another person expressly designated by them. The vouchers are accompanied by the "Branch Submissions" statement generated from the Capture application. The Branch Manager or their delegate ensures the physical existence of all vouchers listed in the "Submissions" statement and retains them at their level until the end of the next Clearing day (J+1).

Article 3: On J+1, all vouchers rejected by the Drawee Bank are returned to clients. Each client receives the voucher accompanied by the RCP Code 22 registration file related thereto, generated from the Central Web. The rejection reason field must be highlighted with a colored marker to clearly specify the reason for the voucher's rejection. The bank may add any other comments deemed useful to the statement.

Article 4: Vouchers not subject to a bank rejection are transmitted for physical archiving, accompanied by the "Submissions" statement of the day. * The references of rejected vouchers are highlighted on the "Submissions" statement with a colored marker, and the notation "rejected voucher" is recorded therein.

Article 5: The Branch Manager or their delegate carefully affixes to each voucher a stamp marked with the "cleared" seal.

The Archiving Agent daily sorts the vouchers, accompanied by the "Submissions" Statement, into envelopes on which the capture date (day of: ....) is recorded. These envelopes are stored in a safe or appropriate location, which is under the sole custody of the keyholder.

Article 6: The Archiving Agent maintains a stock register or file in which the following are recorded for each archived voucher:

• The Capture day,
• The number of scanned vouchers,
• The number of rejected vouchers,
• The name of the operator who performed the scanning,
• The archiving date of the voucher,

Article 7: An archived voucher cannot be returned to the submitter for any reason whatsoever.

Any claim for the voucher is made by the drawer of the voucher with their bank.

The Drawee Bank transmits a reasoned request to the beneficiary participant of the claimed voucher.

The claim is received at the Participant's headquarters, which forwards it to the beneficiary Branch of the voucher.

Upon receipt of the request, the Archiving Agent hands over the claimed voucher to the Branch Manager against a receipt. The latter forwards it to Headquarters, which in turn sends it to the Drawee Bank.

Article 8: The Archiving Agent updates their stock register or file for any withdrawal by recording the following information:

• The name and surname of the drawer,
• The voucher number,
• The drawer's Bank Identification Statement (RIB),
• The voucher amount,
• The capture date of the voucher,
• The name of the operator who performed the scanning,
• The archiving date of the voucher,
• The withdrawal date of the voucher,
• The reason for withdrawal.

Article 9: Upon the voucher's return, the Archiving Agent records the return date in their stock register or file.

Article 10: The Headquarters Administrator must be systematically informed of the physical movements of vouchers to effect updates at the administration module level.

Article 11: Once a month, the Branch Manager or their delegate conducts an unannounced inspection of physically archived vouchers. They randomly select a number of vouchers listed in the "Voucher Submissions" statements from various clearing days, and then verify their physical existence.

Article 12: This Instruction, which enters into force as of its signature date, repeals and replaces all prior provisions. It shall be published and communicated wherever necessary.

[Stamp and signature]
Dr. Louncény NABE