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REPORTS ON CRIMES AND LOSSES
In compliance to Reporting requirements oF Crimes and Losses to Bangko Sentral ng Pilipinas, and to properly handle and monitor incidents, accidents, and staff admin cases (SAC), following are the amendments from the previous Compliance Memo 2023-09 Weekly Consolidated Report of Incident, Accident and Staff Admin Cases issued last April 28, 2023, and Compliance Memo 2024-22 Incident, Accident and Staff Admin Cases Submission issued last September 19, 2024. This will strengthen the branch monitoring and reporting process to mitigate lapses and penalty on late and unreported cases between the branch and compliance unit.
Submission via Google form template.
DAILY submission or within 24 HOURS UPON KNOWLEDGE of branch cases will be implemented using the 2024-2025 Branch Compliance Reports on Crimes and Losses (RCL) GOOGLE FORM. This form will be regularly used in reporting process. Note that there is no processing of branch reports on crimes and losses (incident, accident, and staff admin cases) without proper submission in the provided google form. This is to be able to properly trace and identify the reporting lapses of the branches and the compliance unit.
The INITIAL and the FINAL report of the case.
1. INITIAL REPORT – This report are the cases to be submitted to the compliance within 24 HOURS UPON KNOWLEDGE except Saturdays and Sundays. All the cases upon knowledge must be immediately reported to the compliance via uploading of the details of the prescribe google form template.
2. FINAL REPORT – This case has final investigation report with fact findings, termination letter, and other supporting documents, if any to be SUBMITTED THE FOLLOWING DAY after the FINAL decision.
3. INCIDENT-ACCIDENT - for the cases in the branch related to incident and accident and other non-crime or not fraud cases. (This case can be also an initial or final report depending on the amount involved, if any, and the nature of the case.)
Weekly Reports on Thank You Letter and Dormancy Notice
In the compliance to 2018 Implementing Rules and Regulations of Republic Act No. 9160, otherwise Known as the Anti-Money Laundering Act Of 2001, as amended [January 2021 Amendment], one of the preventive measures under Section 921 Customer Due Diligence in minimum validation procedure is the sending of Thank You Letter, while under Section 162 on Internal Control Framework, the minimum internal control measures, and internal control procedures is the management of dormant account.
In addition to Compliance Memo 2022-16 - Management of Returned Dormant and Thank You Letter, number 10, stated that, excel report of the returned Dormant and Thank You letters (separate excel) will be sent to assigned Assistant AML Compliance Officer (AAMLCO) in the area in a weekly basis for consolidation, reporting, and monitoring purposes. To properly monitor the regular sending of dormancy notice and thank you letter, these summaries will be sent through google form in a weekly manner.
Branch Report Submission
1. Branch WEEKLY submission is EVERY MONDAY OF THE FOLLOWING WEEK to be submitted within the day until 5:00 o’clock in the afternoon. Failure to submit will result and TAG as UNSUBMITTED report. All verified account by regulatory body, audit and other monitoring body with the none sending of thank you letter, and dormancy notice are subject to corresponding sanction based on the new table of offenses under RULE VI Negligence, Inefficiency, and Violations of Work Standards Sec. 2 Neglect of Assigned Duty.
2. To ensure that the reports submitted has been verified and checked by the approving officer, the accomplished 2025 Annex 4 - NDs and TLs Proof of Checking and Validation Report must also be uploaded to the google form at the last portion of the report.
3. In case that there is no account subject for sending thank you letters and dormancy notice, SUBMISSION ON THE GOOGLE FORM IS NECESSARY by indicating zero to all required details, but make sure that the number of new accounts are indicated in the form. For the file to be upload, you may upload the summary from the previous week, but the proof of checking and validation are up to date.
4. The reporting link will be found on the Compliance site under the Report Submission.
Compliance site: https://sites.google.com/cardmri.com/cardbankcompliance/report-submission
New Scanning and Uploading of Client Specimen Signature Card on T24 System
Here is the process for completing the form and Report Submission.
I. Identifying and Administrative Information
The branch must first complete the required header fields:
1. Input Branch and Unit Names: Record the Name of Branch and the Name of Unit on the form.
2. Specify Reporting Dates: The branch must identify the Reporting Date (Monday of the following week) and the Reporting Date For the week.
BEFORE ACCOMPLISHING THE FORM, NOTE THAT THE NEW ON-BOARDED CLIENT IS SEPARATE FROM THE UPDATING OF THE LIST OF CLIENTS WITHOUT SPECIMEN CARD UPLOADED IN SYSTEM. (see the list of clients sent by your ACO).
II. Reporting Newly on Boarded Client Data (DMS Upload)
The branch must calculate and report the number of new accounts under Section A. Number of New Accounts:
3. Report New Account Classifications: Input the number of new accounts for the specified categories:
◦ i. Member.
◦ ii. Non-Member.
◦ iii. Corporate (Others).
4. Calculate Total DMS Uploads: Calculate the Total Number of Accounts Uploaded in DMS using the formula: (Ai + Aii + Aiii).
5. Report Pending Uploads: Input the Number of Not YeT Uploaded accounts.
6. Provide Remarks: Fill in any necessary Remarks pertaining to the newly onboarded client section.
III. Reporting Specimen Uploading Data (T24 Report)
The branch must report data concerning the SPECIMEN UPLOADING IN CLIENT ACCOUNT IN T24 REPORT under Section B. Note that the total reported here must be tally to the number of accounts updated in the list in the excel report Update:
(The Excel report will send by your respective Assistant Compliance Officer in your area)
7. Report Specimen Upload Classifications: Input the Number of Uploaded Specimen in T24 for the following categories:
◦ i. Member.
◦ ii. Non-Member.
◦ iii. Corporate (Others).
8. Calculate Total T24 Uploads: Calculate the Total Number of Accounts Uploaded in T24 Client Account using the formula: (Bi + Bii + Biii).
9. Report Pending Uploads: Input the Number of Not YeT Uploaded specimens.
10. Provide Remarks: Fill in any necessary Remarks pertaining to the specimen uploading section.
IV. Sign-off and Approval
The completed report requires multiple levels of authentication and approval, including signatures, positions, and dates:
11. Prepared By: The report must be signed and dated by the CSO/Unit Manager. If applicable, another Other Officer in Charge must sign, list their Position, and date the preparation.
12. Checked By: The report must be signed and dated by the Cashier. If applicable, another Other Officer in Charge must sign, list their Position, and date the checking.
13. Approved By: The final report must be signed and dated by the Branch Head/Area Managers. If applicable, another Other Officer in Charge must sign, list their Position, and date the approval.
Top of Form
IV. Google Form Reporting Procedure
14. Submit the report to google form link found in the CARD Bank Compliance Site in the Report Submission Section Name New Branch Specimen Signature Uploading and KYC Updating Report.
15. Fill in all the necessary information in the form.
16. Upload the signed and accomplished Compliance Memo 2025-05 - 2025 Annex 5 - Specimen Uploading and KYC Updating Validation Report-Revised (see attached form template).
17. Upload the updated list of account where the list of clients is updated by each unit or branch based on the uploaded specimen card. (Include the date in the file name. (ex. Agoo as of 10-23-2025).
FOR MORE INQUIRES PLEASE EMAIL OR CHAT THE FOLLOWING DETAILS BELOW
1. Gabril Cawaling - gab.cawaling@cardmri.com
2. Sherwin Sanay - sherwin.sanay@cardmri.com
3. May P. Mayo - may.mayo@cardmri.com
New Branch Specimen Signature Uploading and KYC Updating Report
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