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 Bank of India Digital Banking Department
Head Office
-4"1.il"ft'1 30
Bank of India
Branch Circular No: 114/253 Sub: In-house ECS/NACH Outward Debit
Process
Ref No:HO:DBD:AKK:2020-21:128 Date: 09-02-2021

CIRCULAR TO ALL BRANCHES/OFFICES

Introduction of in-house process of ECS/NACH outward Debit Mandate

1. Introduction
ECS/NACH outward debit is a process of payment and settlement under the
purview of National Payment Corporation of India (NPCI) for collection of fund for Loan
EMI, recurring payment for specified purpose and collection and settlement for corporates
on behalf of their customers.

Modality was last circulated vide Branch Circular No. 107/174 dated 10-12-2013.
We have now reviewed the existing system and put in place a new system for efficient and
timely execution of mandates.

2. Existing Process Flow

a) Currently branches are sending mandate form, IOM containing applicable charges and
cancelled cheque to Head Office Digital Banking Department, for ECS/NACH mandate
registration.
b) After receiving hard copy of mandate through courier, Digital Banking Dept. compiles
and sends the same to service providers for further processing.
c) It takes 30 to 45 working days for activation of mandate. As per existing arrangement,
process of execution of mandates is scheduled only on 3 days of every month (2nd, 5th
and 15th). Due to this we often receive customer complaints.

3. Proposed Process
In order to reduce the TAT, align the date of processing to customer requirement
and to reduce cost, we are starting in-house processing of ECS/NACH outward mandate.
Bank shall participate as sponsor bank directly for outward debit transactions. Document
Management System (DMS) has been implemented for entering requisite data & upload
of scanned ECS/NACH mandate directly from Branches. The process flow to enter data
and upload images in DMS is mentioned in Annexure-1.

4. With introduction of this facility, we are now ready to serve the corporate customers
as sponsor bank. Considering the avenue for mobilization of CASA accounts and to
increase non-interest income, branches/LCB/Zonal Office/NBG office are advised to
generate lead and advise Digital Banking Department.

5. Branches are advised to follow the proposed process meticulously.

n Padhi)
General Manager
Dlonal
Banking
p4Ge11 Page 1 of 13
 Annexure-1

A. Registration of fresh ECS Mandate and transactionprocess:

Branch Level:

I. Branch will receive one original ECS mandate, duly filled and signed by the customer.
Instructions to fill ECS Mandate and Sample Format are mentioned here:
Instructions for Filling ECS/NACH Mandate Form:
Sr. Fields To be Filled in
No.
1 Date ECS Mandate Submission Date
2 Sponsor Bank Code 400013999
3 Utility Code BKID00090000010310
4 I/we hereby authorize BOI & Branch Name
5 Type of action Select CREATE/MODIFY/CANCEL
6 Account Number Tick on SB/CA/CC/SB-NRE/SB/SB-NRO/OTHER
7 Bank Account Number Other than BOI Bank Account Number
8 With Bank Name of Customer/Destination Bank (Other than BOI)
9 IFSC / MICR Customer/Destination Bank (Other than BOI)
10 An Amount of Rs. Amount in figures (Mention in word)
11 Amount in Digit
12 FREQUENCY Tick on Monthly/Qtly/H-Yrly/As & when presented
13 DEBIT TYPE Tick on Fixed Amount / Maximum Amount
14 Reference 1 Fill BOI account Number
15 Reference 2 Fill BOI account's Name
16 Phone No Contact Number of Customer
17 Email id Email Id of Customer
18 From- Start Date
19 To- End Date
20 PERIOD Or- Do not have End Date then Tick on Until cancelled
21 box
(Do not Fill both- END DATE & UNTILL
CANCELLED)
22 Signature/s of Primary Customer/s and signature/s as well as Company Seal
Account Holder/s (where required)
23 Name as per Bank Customer's Name (Other than BOI)
Record

Oigitai
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'unit Page 2 of 13
 Sample of Filled ECS Mandate:

0€131T MANDATE ORM N / EGO T

BOI 7 LIMAN L_, 'J l i l Tyr Onto 2.10 2

Bank of India
011
Sponsor ,
Bank Coda 400013990 Witty Codo1 BKI 10310
tick
I/We hereby authorize 13;,110e 1 /. I‘ M " E 1 to debit(fidtili 161/CA cc SRAM / $841R0 / Odmor
04rroa at USW Saw Boon r cantosnyt
TE Bank Account Number : J OI,L iFiLiAll I 1 1 1 1 1 1 1 1 1 1 1 1 1 1 11
.
M°DWY With flank I Lf„,{ A . ., IFSD WI IiiiFfelOfOlel 0101Vili Or MICR 0 00
Imo... alfinninnallon Bo* sr,
CANCEL
,[zi 16c, H.fy—
. .1, ,I , ,

:*
AM MUMMA at Rumba -P-ha r 7-07 X 1, :0 4 `-tiZi

g FREQUENCY l'.7.jri,I,Jniniv 1 :, Otly ,_ ,H-YiTy Islip i_AS&when n

I re entrfo Debit Type : z.rfixed AmountCi Maximum Amount
z Reference 1 ( ,) n ' 3 P 9 '..1 7): c ", ,
I . r• .- --..... -, ,..,.._h,„..4,.._&, _ • ..-'
6 -0 (..,
-7'.:. ^ ,..... .r.-.___
i Phone No.: .3 9'g 9 g 3 9 9 99
0
2 Reference 2 ; il 4 vI,Js kt&23A. 1_ ,.. Email ID cokt_k_tt ral • est"-
c.) 1 .4roe 1o. (ha (Vtak or marnen0 parciamng ( ha ryes t$ tag 0) WOO' deft weave iffen chines of the tier&
= I

Z Fr0111/3.0 0 .3 12 .21 .2111

84graikswomil Primary SifinalsiroAs M Account Hcadisva Sionetursfs of Amount Holden%
I To LalE111A10i3I I. I 2. 3.
2 1 Ora Until cancelled Pew. at 1141111* Mt Po' Para few# tNaonr wa tan hara reandin

g • Pat, a a antra Vat es amain. known rigrotory nsd. inanftool 6 made 6,1 n',.4.0 .or, ,..,..(
• i IMvs und•r•tadd •!:!! ! !•• 4a,,040 11C! a!!cc • 10p1d MO PIPPO* hi, POMEMPPMA
n• ua, an. Carnat• m kaa . aa..I.
, LN, • ,,Piabewi r aeMpaPPPI raeyws ,P 140 LPN enPly
and Wined ty nsP
4,14 I have MAPPIPed the debt

II. After filling Mandate form. Branch has to enter the required details, scan and upload the
mandate form in DMS application as per below mentioned procedure. Cut off time for
entering the data and upload mandate images in DMS is up to 14:00 Hours daily.
Step-1 —
SCANNING OF IMAGE FOR UPLOADING:
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Note- Image size must be below 100KB. User has to scan and save both the images in
branch PC before login in the DMS application.

fintrq
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• -0
Step -2
Branch has to login in DMS application. Login Id and Password is same as Branch user MMS id &
Password:

Document Management Syst rt

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Step 3
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Page 5 of 13
Step-4
In metadata Screen, enter all the required fields in CAPITAL LETTER as instructed here
(Screenshot attached):
Steps Field Name To be filled
1. Date & Utility Code Data would be automatically populated
field
2. Destination Bank Fill any one IFSC or MICR as per Physical ECS debit form
IFSC-MICR
3. Amount Fixed Choose option "Y"
4. Amount Fill in the amount as per ECS mandate form
5. Consumer Reference Fill in the account number where ECS amount need to be
No. / Loan Account No credited. It may be Loan/Saving/Current
6. Scheme Reference Auto populated
No. & Frequency
7. Frequency Code Choose option as per mandate
8. Start Date and End Fill in format DDMMYYYY without special character i.e
Date 22091992. If End date is "until cancelled" then keep the
"End date" field blank
9. Customer Name Fill Customer Name as per Destination Bank records ( as
per cancelled cheque)
10. Customer Detail Fill Customer Id of Account number
11. Customer A/C No. Fill the Account no. to be debited
(Destination Bank A/C)
12. Account Type Choose a/c type i.e SAVINGS, CURRENT, CC, Other
13. Landline nos, Mobile Not mandatory, Fill only if mentioned in ECS
No and Email id
14. Cat-code In category code choose option 0001
15. Serial No Auto filled
16. Cycle Date Fill the cycle date on which debit will be executed.(Fill two
digit start Date i.e 01,02,03,10,15 etc)

Page 6 of 13
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Page 9 of 13
 Step-6
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ALL
Step-7
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Export Records

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Page 11 of 13
After clicking OK button following Screen display and record will export successfully.

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Head Office Level:

III. Head office Digital Banking Dept. (Transaction Banking) as a Nodal office will
download mandate data from DMS and upload to NPCI server on daily basis
through GPS application.

IV. Destination Bank will accept/reject the mandate received through NPCI.
Response will be uploaded at NPCI for further processing at our end.

V. Status of all success/failed ECS mandate registration will be shared to Branches

/ ZO periodically.

VI. After successful registration of mandate, ECS transaction will be presented to

NPCI on debit date mentioned in mandate. Debit / Cycle date can be any date of
the month.

VII. After receiving the successful transaction response from NPCI, fund will be
transferred to beneficiary account on T+1. Response of unsuccessful transaction
will be shared with Branches.

Page 12 of 13
 B. Modification and Deactivation of ECS mandate:

I. For modification in ECS debit/cycle date: Branch to take the consent from the
customer and mail to Digital Banking Department
(headoffice.trbd@bgankofindia.co.in).

II. For deactivation of ECS, Branch has to mail to Digital Banking Department
(headoffice.trbd@bankofindia.co.in) with following details:
a) Credit Account Number.
b) Destination Bank Account Number.
c) Mandate Amount

III. For any other changes like ECS amount, collection and destination Bank
Account, Branch has to first mail for deactivation of old mandate and then initiate
fresh mandate registration with modified details.

IV. HO-Digital Banking Dept. (Transacting Banking) will recover mandate

registration charge and annual facilitation charge as per extant service charges
circular. Branches need not recover any charges for ECS facility from their end.

C. Escalation Matrix:

Escalation Designation Contact No. Email Id

Level
Level 1 Manager 022-6131-7582
Level 2 Senior Manager 022-6131-7569 Headoffice.trbdgbankofindia.co.in
Level 3 Chief Manager 022-6131-7565

V
rtal
All IV
Page 13 of 13