In the financial services sector, safeguarding accounts are one of the hardest to obtain due to the complexity of reporting and a very small number of traditional banks that are willing to open such accounts. Safeguarding accounts are designed to segregate client money from the financial institution's own funds, providing an added layer of protection in the event of insolvency or financial distress and safeguarding accounts are also a hard requirement from the regulator that cannot be ignored.
Why Safeguarding Account Are Required By The Regulators?
Almost all financial regulatory bodies across the world have specific requirements for safeguarding of client funds and in short, they require licensed financial institutions to have dedicated safeguarding accounts with banks (licensed credit institutions) that will only allow 1st to 1st party payments and will be certified for safeguarding purposes only. These regulations are designed to ensure that client money is adequately protected and that financial institutions adhere to stringent operational standards.
How To Open A Safeguarding Account?
Opening a safeguarding account is not an easy task, especially if multi-currency safeguarding is required. However, there are some specialized and traditional banks that can help and we are going to break down the whole process into few steps:
1. Choosing A Safeguarding Bank
Selecting a reputable bank is crucial as many clients there days are interested and trying to find out where their money are safeguarded. Moreover, getting an institution with a strong track record of handling client funds and providing an API to automate the process is of great importance as well. It is not likely that once your institutions will grow to a certain size, you will want to do transfer to and out of the safeguarding account manually. If you would like to get an up to date list of banks that can provide safeguarding accounts to your financial institution, fill out our contact form and we will send it to you by email.
2. Understand the Terms and Conditions
Carefully review the terms and conditions associated with the safeguarding account. This includes understanding the fixed and variable fees, such as monthly account maintenance fee and fees for incoming or outgoing transactions. Moreover, make sure you understand all compliance requirements and checks performed by the bank.
3. Complete Due Diligence
Financial institutions are required to perform due diligence on their banking partners. This includes verifying the bank’s regulatory status, financial stability, and compliance with relevant safeguarding regulations. On top of that, make sure there is no adverse media on the chosen bank.
4. Sign The Pricing Agreement And Finish Account Opening
Once due diligence is complete the next step is to sign the commercial agreements and finish with the safeguarding account opening.
5. Ongoing Reporting
Ongoing monitoring and reporting are essential for maintaining the integrity of the safeguarding account. This includes regular reconciliations, internal audits, and compliance checks to ensure that client funds are adequately protected.
What Are The Best Practices For Managing Safeguarding Accounts?
Effective management of safeguarding accounts is important as well as it will help to reduce the time and cost involved in maintaining such complex financial infrastructure. Here are some best practices to follow:
1. Maintain Clear Documentation
Keeping detailed records and documentation of all transactions related to the safeguarding account is essential. This includes maintaining clear audit trails and ensuring that all records are easily accessible for regulatory inspections and audits.
2. Conduct Regular Reconciliations
Regular reconciliation of the safeguarding account with the institution’s internal records is crucial for identifying discrepancies and ensuring the accuracy of client fund balances. This should be done at least monthly, if not more frequently.
3. Implement Robust Internal Controls
Establishing strong internal controls helps prevent errors and fraud. This includes segregating duties among staff, implementing approval processes for transactions, and conducting regular internal audits.
4. Ensure Transparency with Clients
Providing clients with clear and transparent information about how their funds are safeguarded builds trust and confidence. This includes regular updates on the status of their funds and clear communication about the institution’s safeguarding practices.
5. Stay Updated on Regulatory Changes
The regulatory landscape for safeguarding accounts can evolve. It is important for financial institutions to stay informed about any changes in regulations and adjust their practices accordingly to maintain compliance.
Conclusion
Opening and managing safeguarding accounts is a critical responsibility for financial institutions. Following regulatory requirements, implementing robust internal controls, and maintaining clear communication with clients will help to build proper safeguarding system and trust among clients.