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BIRLA SUN LIFE ASSET MANAGEMENT COMPANY LIMITED

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BIRLA SUN LIFE ASSET MANAGEMENT COMPANY LIMITED Guidebook for Advisors Document Version: 2 Date: 15-March-2016 Important: The process and procedures stated in this guidebook are subject to change. It is
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BIRLA SUN LIFE ASSET MANAGEMENT COMPANY LIMITED Guidebook for Advisors Document Version: 2 Date: 15-March-2016 Important: The process and procedures stated in this guidebook are subject to change. It is requested to refer to the latest offer document and addendums for the update. Index to Distributor Guidebook 1. Overview 2. How to become a Distributor 3. How to Empanel with BIRLA AMC Individual / Non Individual 4. Transaction and Service touch points 5. Key elements to transaction processing Important data fields and instructions KYC/FATCA/UBO requirement NAV applicability Non financial transactions 6. Common requirements of investors 7. Alternate Platforms and Self Service options SMS transact IMPS Telephonic Transaction Facility Cash Transact Stock exchange platforms Click in One Missed Call Facility One Time Mandate Facility ekyc FinGo 8. Servicing of Brokerage payouts 9. A collaborative approach to customer delight 10. Annexure Overview An advisor helps the investors in making sound investment decisions and also ensures the documentation and servicing as per the laid down procedures. This requires understanding of financial tools and various processes currently applicable in the financial system. In a mutual fund set up, the advisor s role is quite prominent as there are various products and services which need to be counselled to the investors to make the right investment decisions and transact accordingly. From a service perspective, it is important to understand and facilitate all the customer expectations as per the defined processes to ensure that they are fulfilled with first time right approach. As part of our delivering happiness initiative, it is an attempt to compile various processes and service enablement at one place in the form of a guidebook and provide a convenient access of the same to our business partners. It also provides an insight into the digital platforms for a faster and convenient transactional and service experience to our customers. How to become a Distributor Who is a Distributor? The person who acts for Applicant / unit holder and Mutual Fund providing various advisory services and support for transaction processing, is called as DISTRIBUTOR. Who can be a distributor? The person who acts for Applicant / unit holder and Mutual Fund providing various advisory services and support for transaction processing, is called as DISTRIBUTOR. Documents required to become a distributor ARN Number issued by AMFI to a person Individual / Senior Citizen /Partnership Firm / Company. ARN Certificate issued by AMFI to a person other than Individual. Duly filled Empanelment form with a Photograph (For Company photograph is not required). PAN Number. A Self Declaration form stating compliance of circulars issued by AMFI. In case of a Firm / company additional document clearly stating that all their employees are AMFI qualified. Bank Mandate How to empanel with Birla Sun Life AMC Ltd. Offline Empanelment Process Individual / Non Individual Distributor submits all the relevant documents including filled distributor empanelment form. Branch Ops receives the same and send all the relevant documents to CAMS Distributor gets empanelled with us if documents submitted are verified and found ok by CAMS The entire process is expected to be completed in 5 days. Online Empanelment Process Available only for Individual Advisors Take the first step towards partnering with a quick, simple, and paperless process to empanel with us. Submit a few of your details to help us verify your information You only need to submit a few details such as your AMFI registration number, date of birth, Name, , and mobile. So please proceed to provide us a few details and start this journey with us: Project Sampark Project Sampark is an outbound call centre program for distribution enhancement. It is an exclusive call centre which will support as an end-to-end IFA Life Cycle Management, and help us to drive IFA channel more effectively and efficiently. We will be using the call centre for IFA Empanelment, activation of inactive IFAs, promotion of our key initiatives like SIPNOW and driving the IFA Portal and Privilege club which help us build these relationships further. Transactional and Service Touch Points Following are the various touch point available for our business partners to facilitate transactions and fulfilment of services: AMC branches: The branch operations and client relations desk provides transactional and service support to all the walk-in customers and channel partners. CAMS ISCs - These are investor service centre of our R&T Agent i.e. Computer Age Management Services (CAMS) which support transactional acceptance and processing. They provide all the service support to walk-in customers and channel partners. Contact Centre provides service support to all the incoming calls and s received on: Contact us : & us : CAMS Website There are various service enablement that have been created for self service options on CAMS website ( ) Advisors Services Mail back Service Online Transactions Brokerage FAQ Investor Services: few self service options for the customers are:- Online Transaction Transaction Status Generating Account Statements Online web portal: On our website (www.birlasunlife.com) there are various service enablement s that have been created for self service options for our customers to: Advisors Portal - The Advisor Portal on the Birla Sun Life Mutual Fund (BSLMF) website provides you, the Advisor, 24x7 accesses to your business with us. The portal contains 5 main sections - Investor Section, Privilege Club, SIP Tracker, Reports & My Profile Investor Section - This provides you information about your investors List of your investors with their contact details Investors portfolio Investor transaction history Most importantly it allows you to download your investors Account Statement & Capital Gains Statement Privilege Club Launched in January 2011, the ABFSG Privilege Club is a Specialized, exclusive program with a host of attractive benefits for our valued IFAs. Provides you details on your current privilege club points & status along with the benefits available with the club. It also shows your next Privilege club points & status. SIP Tracker - This allows you to keep track of your investors SIPs which are about to expire in the coming three months currently active those that have expired in the last 3 months Reports - Allows you to analyse your business with BSLMF through various reports basis scheme, asset class, investor, transaction type etc My Profile - Through this section you can View your contact details updated with CAMS, Update & view additional data (anniversary date etc), Subscribe to NAVs Subscribe to account statement via / sms on behalf of your investors and Update your advisor portal password How to register for the Advisor Portal To register for the advisor portal you need the following details handy - ARN code & ARN name. On entering these two details correctly, you would need to enter / validate any 4 out of these 6 fields that you would have submitted to CAMS ARN address Pin Code PAN Mobile / Landline no Bank Name and A/C number Folio click New Folio Creation First time individual investors of Birla Sun Life Mutual Fund can now experience the world of online convenience With our simple & secure platform one can start investing with us completely online and then transact 24x7 through our website mutualfund.birlasunlife.com. No paperwork. No branch visit. Before you get started, we recommend you keep a few things handy with you: You re KRA KYC compliant PAN. Details of your bank account you intend to use for your investment (A/C No., A/C Type, Branch etc) The process for starting your folio has a few simple steps: 1. Fill in your PAN to check if it is KRA KYC Compliant 2. If PAN is KYC-Verified, proceed to enter your contact details, bank details etc. 3. Create your username & password. 4. Start investing. Invest Online: Invest Without login. All you need is: Folio Number (KYC validated) PAN Net banking / Debit Card facility with any of the select banks available with us. Create Login Investor can create there login on Birla Website: To view Transactional history To generate account statements / capital gain statements To Transact (Additional Purchase, Redemption, Switch, New SIP etc) To Update Contact Details Demo - How to transact on website - Purchase, Switch, and Redemption Customer Services Weblink to BUY BSL-MF The co branded link is your ready tool to enable your investors to use the online transaction facilities of our website while also ensuring that your ARN code gets captured by default and shown on the top of every page Well, it s as simple as typing your ARN code in the link (URL) given below. Yes, all you need to do is replace xxxx with your ARN code in the link & your ARN code gets captured against all the transactions made through the link. For Login page (Purchase / Switch / Redemption / isip / STP / SWP) With EUIN https://mutualfund.birlasunlife.com/pages/secured/individual/usernamelogin.aspx?brokcode=arn xxxx&euin=exxxx Without EUIN https://mutualfund.birlasunlife.com/pages/secured/individual/usernamelogin.aspx?brokcode=arn xxxx For Invest Online page (Purchase with Folio number & PAN. Login not required) With EUIN https://mutualfund.birlasunlife.com/pages/secured/individual/myaccount/transact ions/invinvestonline.aspx?brokcode=arn xxxx&euin=exxxx Without EUIN https://mutualfund.birlasunlife.com/pages/secured/individual/myaccount/transact ions/invinvestonline.aspx?brokcode=arn xxxx In case you wish to add the EUIN, please replace the xxxx (succeeding the E) with the EUIN code assigned to your RM. Key elements of Transaction processing KYC of applicants and Guardian to be verified on KRA platforms FATCA for individual & HUF and FATCA/UBO for non individual client is to be submitted. Transaction to be time stamp before 2 PM for liquid and 3 PM for non liquid Handling of NIGO (Not In Good Order) transactions Timely handover of transfer cheques (only CTS) for banking before 12 PM Transfer banking arrangements with all the leading banks Banking of MICR cheques on T+1 NAV applicability is subject to funds available for realization All amounts for liquid collections Above 2 lacs for non liquid collections At times there are overwriting observed in various transactions without the same being authenticated by investors. This may lead to a risk of incorrect processing resulting in financial or regulatory impact It is a must to organize investor s authentication on any overwriting on the transaction forms. Usage of white ink on applications is strictly prohibited Important data fields and instructions Common Application Form SIP Purchase OTM/NACH form Systematic Transfer Plan Value STP Capital Appreciation Systematic Withdrawal Plan Switch Redemption KYC Requirements/FATCA/UBO Click on below link to download all types of forms: Downloads/Forms.aspx Common Application Form Data Field ARN code / Sub broker code / EUIN Things to remember ARN code and EUIN should be clearly mentioned. In case of any correction, it need to be authenticated by the investor Name in application should tally with the name in KYC records Name/ Applicant Minor Minor Application The minor applicant shall be the first and the sole holder in the folio. No joint holder will be allowed in the folio. Guardian in the folio on behalf of the minor should either be a natural guardian (i.e. father or mother) or a court appointed legal guardian DOB proof is mandatory in case of minor. The proof evidencing the age and the relationship with the guardian should be provided along with the application Nomination is not allowed for a minor applicant Address Bank details Scheme name and option For minor investment we can consider the following documents as DOB proof: Birth certificate by municipal corporation (the minor name should be mentioned on the certificate ) School certificate; Passport Copy Pan card of Minor Complete address of the investor to be provided. It is mandatory to provide bank details (redemption mandate) for a fresh application along with account proof, if different from the funding cheque. Account number, Bank, Branch, MICR Code and IFSC code to be clearly mentioned. Scheme name and option to be correctly mentioned in the application form. Scheme name should tally with the scheme name on the cheque. In case of mismatch, the scheme mentioned in the application form will be considered. In the absence of option, default option as per the scheme features will be considered Amount Ensure that the amount mentioned on the Cheque and application tallies The minimum amount criteria of fresh and additional purchase under the scheme need to be complied Demat If the investor opts for dematerialization of allotment of units, the following details should be correctly filled in the application form : 1. DP name 2. DP ID 3. Beneficiary ID Application should be duly signed by all the holders In case of thumb impression, it must be attested by a magistrate or a notary or a specific executive magistrate under his/ her seal Signature Payment instrument Pan / KYC/ FATCA/ UBO/ Supplementary KYC The power of attorney should necessarily be signed by both the investor and the constitution power of attorney which should be notarized in original or attested by gazette office or bank manager. POA holder should be KYC compliant and attach the KRA acknowledgement with the application In case of minor it should be signed by guardian The instrument need to be in favour of the scheme name or as per the scheme features mentioned in SID The instrument should not be a third party cheque. For investment in the name of minor, the guardian may issue the cheque along with third party declaration for a maximum amount of Rs per tranche The amount in words and figures should be the same Post dated cheques are not acceptable In case of fund transfer / RTGS, the applicable collection account number of the scheme to be used Name in the PAN/ KYC copy and application should tally PAN number should be clearly mentioned in the application KYC should be verified on KRA platform as per the KRA process. FATCA/UBO/Supplementary KYC should be compliant SIP purchase Application/Folio Number Each Sip amount / Start and end date SIP Tenure ECS debit bank account and MICR code Nominee Other For existing investors, the Folio number should be correctly mentioned Each SIP amount must be filled in the ECS mandate Start date must be specified in the ECS mandate The tenure of the SIP needs to be clearly specified If the same is not mentioned then it is considered for the default period CSIP tenure = 55- current age These are the details of the bank account from which the monthly ECS will be debited The bank authorisation section to be signed as per the records in bank MICR code is mandatory Nominee name and relationship is mandatory in the form for CSIP Other mandatory point are as per the purchase application OTM/NACH Date Account Type OTM Mandate Amount Period Account Holder name as in bank The day OTM mandate is submitted is to be mentioned It is mandatory to mentioned the bank account type in which investor is getting the OTM Registered. IFSC or MICR must be mentioned. OTM Mandate amount should be mentioned in words & figures both. Mandate Start date should be mentioned from which OTM is to be registered with BANK. Account holder name should be mentioned below the signature STP Application/Folio Number Each STP amount / Start and end date STP Tenure Scheme Signature For existing investors, the Folio number should be correctly mentioned Each Stp amount and total amount of transfer to be filled Start date should be clearly specified as per the criteria STP tenure or total number of transfers to be clearly specified Source Scheme and target scheme should be clearly filled Source scheme should have sufficient balance in folio Application should be duly signed by all holders Value STP Application/Folio Number Each STP amount / Start and end date STP Tenure Scheme Signature For existing investors, the Folio number should be correctly mentioned Each Stp amount and total amount of transfer to be filled Start date should be clearly specified as per the criteria STP tenure or total number of transfers to be clearly specified Source Scheme and target scheme should be clearly filled Source scheme should have sufficient balance in folio Application should be duly signed by all holders Capital Appreciation Application/Folio Number Start and end date STP Tenure Scheme Signature For existing investors, the Folio number should be correctly mentioned Start date should be clearly specified as per the criteria STP tenure or total number of transfers to be clearly specified Source Scheme and target scheme should be clearly filled Source scheme should have sufficient balance in folio Application should be duly signed by all holders SWP Application/Folio Number For existing investors, the Folio number should be correctly mentioned Scheme details Amount per transfer Transaction period and dates Out scheme should be clearly mentioned along with the options as per the folio Withdrawal for the fixed amount or the capital appreciation need to be clearly specified Start period and end period should be clearly specified Switch transaction ARN code / Sub broker code / EUIN Folio Number and Name Name of the scheme Units / Amount to be switched Signature ARN code and EUIN should be clearly mentioned, any correction has to be authenticated by the investor Folio number and name of the investor should tally. ARN code and EUIN should be clearly mentioned, any correction has to be authenticated by the investor Source Scheme and target scheme should be clearly filled Either Units or amount should be clearly mentioned in the request. For close ended schemes, the Switch out transaction can be submitted up to 10 calendar days in advance prior to the date of maturity of the scheme. all the holders should sign the request as per mode of holding. Redemption Folio Number and Name Name of the scheme Units / Amount to be redeemed Demat Signature Folio number and name of the investor should tally. Scheme name and option to be correctly mentioned as per the folio. Either Units or amount should be clearly mentioned in the request. For the units in Demat form, redemption needs to be submitted with DP of the investor. Manual transaction at AMC Front offices is not accepted. All the holders should sign the request as per mode of holding. Redemption with COB (Change in Bank mandate) In case of any change required in bank mandate, the investor is advised to submit the request 7 days in advance of any redemption requirement. In case a redemption is submitted along with COB, there will be a seven days cooling period from the date of change in bank mandate. In the interim, we shall be attempting to confirm the COB mandate from the investor and if confirmed in affirmation, the payout will be relased to the new account. Otherwise it will get paid in the new account post the completion of 7 days cooling period. KYC Requirements /FATCA/UBO KYC- Know Your Customer KYC is an acronym for Know Your Customer , a term commonly used for Customer Identification Process. SEBI has prescribed certain requirements relating to KYC norms for Financial Institutions and Financial Intermediaries including Mutual Funds to 'know' their clients. This entails In-Person Verification (IPV), verification of identity and address, financial status, occupation and such other personal information as may be prescribed by guidelines, rules and regulation. Effective January 01, 2011, KYC has been made mandatory for all categories of investors who wish to invest in the schemes of Birla Sun Life Mutual Fund irrespective of investment amount for all transactions. List of KYC Documents Non Individual Investor Types of Entity Corporate Partnership Firm Trust
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