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title: "Onboarding Procedure"
canonical: "https://bizcore.refined.site/space/BCKB/1879736321/Onboarding%20Procedure"
format: markdown
---
> Macro (toc)

# **Overview**

This article will guide you through onboarding a new subscriber.

Due to the nature of the platform and it’s payment processing capabilities, it is common for fraudsters to try and gain access to Biz Core. Onboarding is the first line of defence against people wanting to use Biz Core for illegitimate purposes e.g. money laundering, terrorism finance, and scams. This is why it is important to follow procedure and identify the customer and the business as best you can.

Before reaching the Onboarding stage, a sales team member should have:

- Established use cases for the new sub
- Locked in pricing
- Sent the [Sign Up Form](https://form.jotform.com/211077727593866) link to the sub: [https://form.jotform.com/211077727593866](https://form.jotform.com/211077727593866)

Once the new subscriber completes the sign up form it will be posted to the #sign-ups slack channel. Now you can begin verification of the subscriber.

## **Things to know:**

- A beneficial owner is someone who owns 25% or more of the business
- There are different requirements when identifying an individual or an organisation

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# **Identity and Business Verification Procedure**

> 📝 Before beginning you need to create a folder for the subscriber in the [Admin GDrive](https://drive.google.com/drive/u/3/folders/1hyfVWbbbMWdpgoMJQwhzWs4uopcb4nLY). All documents and ID should be stored in this folder.

1. **ABN Lookup - **[https://abr.business.gov.au/](https://abr.business.gov.au/) Check the organisation exists and is currently registered.
  1. Check the ABN status is active
    1. You should be cautious if the business is less than 2 years old.
  2. Download PDF copies of the ‘Current details’ and ‘Historical details’
  3. Check through any other known business names on the 'Historical details' tab
2. **Check website, socials and reviews/ratings **- Look at the website, social sites (Facebook, LinkedIn etc.), and review the business product/services offerings. Look at posts, comments, reviews etc.
  1. You are trying to determine if there is cause for concern;
    1. does the product offerings match why they want to use Biz Core to accept payments
    2. are there reviews or comments that raise alarm bells in terms of legitimacy of the business and their practices
    3. does the business address and contact details match what they provided
    4. does anything not look or feel right etc.
3. **Check registered business address** - Search the address on [Google Maps](https://www.google.com/maps) and ensure the building aligns with the business. e.g. If the business is a gym but the address shows a residential house, that is a red flag.
4. **Check a recent bank statement **- verify the bank account holder, the account details and the statement provided is legitimate.
  1. The bank account should be in the businesses name.
5. **Equifax Beneficial Ownership Report **- [https://www.vedacheck.com/](https://www.vedacheck.com/) Conduct a beneficial ownership check through Equifax portal. [Here’s a guide on how to do it.](https://fsoftsolutions.atlassian.net/wiki/spaces/BCKB/pages/1879703595) There are circumstances where the search yields no results and no report, in this case we are to decline the sign up.
  1. You may identify more than 1 beneficial owner from this report, at this point you may need to request more ID for each beneficial owner.
6. **100 points ID **- you must **collect** **at least 2** of the following forms of ID **for** **each beneficial owner** driver’s licence, Medicare card and passport.** **The ID should be valid and not expired.
  1. You need to verify the full name AND date of birth OR address.
  2. All forms of ID can be faked, so look at the details and look for things that don’t look right. e.g. words overlapping, not spaced correctly, dull images, missing information etc.

> ✅ If all of the above checks out, you can send an Approval Letter.

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# **Send Approval Letter**

1. Go to **Admin GDrive → Subscribers Folder**
2. Make a copy of the ‘Template - Biz Core Platform Approval Letter.docx’
3. Move the copy to the folder you have created for the new sub
4. Edit the document copy and replace/remove text so that only what is relevant remains
5. Rename the document copy and replace ‘Template’ with the business name
6. Save a PDF version of the letter
7. Go to admin gmail and compose an email
8. Insert the ‘Your Biz Core subscription has been approved’ template and attach the PDF copy of the Acceptance Letter
9. Send the email to the subscriber

> ℹ️ The subscriber will reply with **‘I accept’ **and it will show up in the #sign-ups channel. Once this happens you can proceed to setting up a new subscription.

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# **New Subscription Setup **

1. Login to [admin.bizcore.com.au](https://admin.bizcore.com.au/)
2. Go to **Administration → Subscriptions** and click the + icon at the top right
3. Follow the setup wizard
4. Once setup is complete you will be taken to the subscriber pages, click the tick icon to activate the subscription
5. Login to [http://portal.bizcore.com.au](http://portal.bizcore.com.au)
6. Go to **Settings → Payments Module → Agreements**
7. Check 'Scheduling - Process Non Banking Dates In Advance' toggle is set to what is requested on sign up form
8. Go to **Settings → Payments Module → Flows**
  1. ensure all max limits, preferred payment times, fees and settings are correct
9. Go to **Settings → Payments Module → Reports**
10. Add the nominated email from the sign up form to receive the Settlement Report and Rejection Report, don’t forget to click SAVE after adding the emails

> ✅ Subscription is setup.

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# **Resources**

## **Know Your Customer**

This section is simply a reference to governing body text we base our procedures on. If you’re unsure on something during the identity and verification process, you might find some answers below.

Resource: [https://www.austrac.gov.au/business/how-comply-and-report-guidance-and-resources/customer-identification-and-verification](https://www.austrac.gov.au/business/how-comply-and-report-guidance-and-resources/customer-identification-and-verification) 

Applicable customer identification procedures (ACIP) include:

- collecting and verifying customer identification information through [<u>know your customer procedures</u>](https://www.austrac.gov.au/business/how-comply-and-report-guidance-and-resources/customer-identification-and-verification/customer-identification-know-your-customer-kyc)
- identifying and verifying the [<u>beneficial owner(s)</u>](https://www.austrac.gov.au/business/how-comply-and-report-guidance-and-resources/customer-identification-and-verification/beneficial-owners) of a customer
- identifying whether a customer or beneficial owner of a customer is a [<u>politically exposed person (PEP)</u>](https://www.austrac.gov.au/business/how-comply-and-report-guidance-and-resources/customer-identification-and-verification/politically-exposed-persons-peps)
- getting information on the purpose and intended nature of the business relationship.

The identity information you must collect and verify depends on the type of customer and the level of ML/TF risk posed by the customer.

For **individual customers (sole traders)**, this information includes, as a minimum requirement, their full name as well as either their residential address or date of birth. There are procedures for [<u>identifying customers who do not have conventional forms of identification</u>](https://www.austrac.gov.au/business/how-comply-and-report-guidance-and-resources/customer-identification-and-verification/identifying-customers-who-dont-have-conventional-forms-id) in rare circumstances.

For **customers who aren’t individuals (trusts, associations, businesses, companies)**, you must collect information so that you are reasonably satisfied the customer actually exists. For example, if the customer is a company in Australia you must collect and verify information including the full name of the company, whether it is registered with the [<u>Australian Securities & Investments Commission (ASIC)</u>](https://asic.gov.au/) as a public or proprietary company, and its Australian Company Number (ACN) or Australian Registered Body Number (ARBN).

You may use ‘safe harbour’ procedures to verify your customer’s identity if they are an individual and you have assessed their money laundering and terrorism financing risk as medium or low. These checks are less stringent than those required for [<u>high risk</u>](https://www.austrac.gov.au/node/134) customers. You must still verify their full name, and, depending on which you collected, either their date of birth or residential address.

You can use either [<u>reliable and independent documents or electronic data</u>](https://www.austrac.gov.au/business/how-comply-and-report-guidance-and-resources/customer-identification-and-verification/reliable-and-independent-documentation-and-electronic-data) to verify the identity of your medium or low risk customer.

For documents, you must use original or certified copies of primary or secondary documents. For electronic data, you must use at least two separate data sources to verify customer information. This can include records from credit reporting agencies.