122 Ingram Drive
Fall River, Nova Scotia
Phone: (902) 293-6400
Fax: (902) 860-4732
FRALICK FINANCIAL & INSURANCE
FINTRAC COMPLIANCE MANUAL
TO PROMOTE ADHERENCE TO:
THE PROCEEDS OF CRIME
AND TERRORIST FINANCING
Michael C. Fralick - President
Vineeta Fralick Fralick - Chief Compliance Officer
Fralick Financial & Insurance Inc.
FRALICK FINANCIAL & INSURANCE FINTRAC COMPLIANCE MANUAL
The purpose of section one of this manual is to provide an overview of the Proceeds of Crime (Money Laundering) and Terrorist Financing Act (PCMLTFA) to assist Fralick Financial & Insurance Inc Staff members and Sub-Contracted Independent Advisors to develop a "knowledge base" from which to exercise judgment in carrying out your obligation to report suspicious activity related to a money laundering or terrorist activity financing offence.
The Act was passed on June 29, 2000. The Act was amended in December 2001 to include provisions dealing with the financing of terrorism and amended further in December 2006. The regulations have been amended and most of them have been in effect as of June 23, 2008. The legislation's intent is to strengthen Canada's efforts in the fight against transnational crime - specifically money laundering and the financing of terrorist activities.
The Act makes it mandatory for various individuals and entities, including life insurance agents and brokers, to report a variety of transactions to the Financial Transactions and Reports Analysis Centre of Canada (FINTRAC). The mandatory reporting is designed to assist in the detection and deterrence of money laundering and terrorist financing activities as well as to facilitate the investigation and prosecution of money laundering and terrorist activity financing offences. Some of the key principles of the ACT include; detecting and deterring money laundering, providing vital tools for law enforcement and striking a balance between privacy right and enforcement needs.
1.1 What is money laundering
Money laundering is defined as "any act or attempted act to disguise the source of money or assets derived from criminal activity." Essentially, it is the process where 'dirty money' is transformed into 'clean money'.
Under Canadian law, a money laundering offence involves concealing or converting property or the proceeds of property (e.g. money), knowing or believing that the property or proceeds were derived from the commission of another offence.
1.2 Stages of money laundering
The process of money laundering is ongoing. Dirty money is constantly being introduced into the financial system in an effort to clean it. There are three recognized stages in the money laundering cycle:
Placement is the initial stage in which money from criminal activities is placed in financial institutions. One of the most common methods of placement is structuring- breaking up currency transactions into portions that fall below the reporting threshold for the specific purpose of avoiding reporting or record
keeping requirements. Because most life insurance companies in Canada do not accept cash payments, you should be on the look out for cash equivalents, such as money orders or traveller's cheques.
Layering is typically the second stage where the process of conducting a complex series of financial transactions is executed with the purpose of hiding the origin of money from criminal activity and hindering any attempt to trace the funds. This stage can consist of multiple securities trades, purchases of financial products such as life insurance or annuities, mortgages, cross-border transactions and wire transfers.
Integration is the final stage. It involves placing the laundered proceeds of crime back in the economy to create the perception of legitimacy. For example, the money launderer becomes the beneficial owner of a legitimate business enterprise. In outward appearance it is a normal commercial entity. In reality, its whole operation is based on criminal money. These stages can occur simultaneously, separately, or can overlap.
1.3 Methods of money laundering There are many known methods to launder money and more are being devised every day. The methods are becoming more sophisticated and complicated as technology advances. Some of the most common methods are:
Nominees - use of family members, friends, or associates who are trusted within the community and who will not attract attention. This facilitates the concealment of the source and ownership of the funds involved.
Structuring (smurfing) - inconspicuous individuals deposit cash, buy bank drafts, or money orders at various institutions, usually for amounts less than the thresholds for reporting. The drafts or money orders are usually made payable to other parties and, along with cash, are typically deposited to a central account.
Bulk cash asset purchases - individuals buy big-ticket items like cars, boats, and real estate for cash. Often these will be registered in other names to distance the launderer. The assets can then be sold and converted back to 'clean' cash.
Currency smuggling - funds are moved across borders to other countries to disguise the true source and ownership of the funds. They are typically taken to countries where there are few, if any, laws to record the ownership of funds entering the financial system. These countries tend to also be those with very strict bank secrecy laws. Methods for smuggling include mail, courier, and body packing.
Exchange transactions - proceeds of crime are used to buy foreign currency that can then be transferred to offshore bank accounts or converted back to functional currency at another institution.
Casino gambling - individuals bring cash into a casino and buy casino chips/tokens. After gaming and placing a few small bets, they redeem the remainder of the chips/tokens and request a casino cheque (often made payable to a third party).
Black market peso exchange - this is a method primarily affecting the United States although Canada is not immune to it. There is an underground network of currency brokers who buy the US and Canadian dollars from the criminal and give them pesos. The brokers then sell these US and Canadian dollars to foreign companies for pesos who use the funds to purchase goods in the US and Canada for sale back home.
1.4 What is terrorist activity financing Under Canadian law, terrorist activity financing is when you knowingly collect or provide property, such as funds, either directly or indirectly, to terrorists. This includes inviting someone else to provide property for this purpose. It also includes the use or possession of property to facilitate or carry out terrorist activities.
Terrorists need financial support to carry out terrorist activities and achieve their goals. In this respect, there is little difference between terrorists and other criminals in their use of the financial system. A successful terrorist group, much like a criminal organization, is one that is able to build and maintain an effective financial infrastructure. For this, it must develop sources of funding and means of obscuring the links between those sources and the activities the funds support. It needs to find a way to make sure that the funds are available and can be used to get whatever goods or services needed to commit terrorist acts.
The fundamental aim of terrorist activity financing is to obtain resources to support terrorist activities. The funds needed to mount terrorist attacks are not always large and the associated transactions are not necessarily complex.
1.5 Methods of terrorist activity financing There are two primary sources of financing for terrorist activities. The first involves getting financial support from countries, organizations, or individuals. The other involves revenue-generating activities.
Financial support Terrorism could be sponsored by a country or government, although this is believed to have declined in recent years. State support may be replaced by support from other sources, such as individuals with sufficient financial means. This could include, for example, donations to certain organizations that are known to have links to terrorists or terrorist groups.
Financing for terrorist groups may also include legitimately earned income, which might include collection of membership dues and subscriptions, sale of publications, speaking tours, cultural and social events, as well as solicitation and appeals within the community. This fundraising might be in the name of organizations with charitable or relief status, so that donors are led to believe they are giving to a legitimate good cause. Only a few non-profit organizations or supposedly charitable organizations have been implicated in terrorist financing networks in the past worldwide. In these cases, the organizations may in fact have carried out some of the charitable or relief work. Members or donors may have had no idea that a portion of funds raised by the charity was being diverted to terrorist activities. This type of "legitimately earned" financing might also include donations by terrorist group members of a portion of their personal earnings.
The methods used by terrorist groups to generate funds from illegal sources are often very similar to those used by "traditional" criminal organizations. Like criminal organizations, they have to find ways to launder these illicit funds to be able to use them without drawing the attention of the authorities. For this reason, transactions related to terrorist financing may look a lot like those related to money laundering. Some transactions may include collection of membership dues, social events, fundraising and they may appear to be legitimate. That is why diligent checking of names of individuals and entities serves an important purpose.
Therefore, a robust comprehensive anti-money laundering regime is key to providing the information necessary to identify and track terrorists' financial activities.
1.6 How big is the problem and why is it important
Since money laundering and the criminal activities that it attempts to conceal are hidden, it is difficult to determine how widespread money laundering is throughout the world. Nevertheless, there is a consensus that the Canadian government should pay attention to money laundering and terrorist activity financing. Drug trafficking - considered to be the source of much of the money laundered through Canada - is believed to be a business earning multi-billion dollar amounts per year. Economic crimes such as fraud are also thought to be widespread in Canada. If money is laundered through life insurance agents and brokers, the reputation, and even the integrity, of the industry could be ruined.
1.7 Who is covered by this legislation
The Act applies to the following individuals and entities:
Life insurance agents and brokers Accountants and accounting firms
Life insurance companies Real estate brokers or sales representatives
Deposit-taking institutions Casinos
Securities dealers - including portfolio Employees of any of the above
Foreign exchange dealers Money services businesses
Agents of the crown or provinces that sell managers and investment counsellors money orders or accept deposits from the public
Financial planners are also covered under the Act as securities dealers, provided they are licensed to sell securities of any type (i.e., mutual funds, etc.)
2.1 What is FINTRAC
The Financial Transactions and Reports Analysis Centre of Canada (FINTRAC), Canada's financial intelligence unit, was created in 2000. It is an independent agency, reporting to the Minister of Finance, who is accountable to Parliament for the activities of the Centre. It was established and operates within the ambit of the Proceeds of Crime (money Laundering) and Terrorist Financing Act (PCMLTFA) and its Regulations.
FINTRAC will collect and coordinate the data it receives in order to facilitate more effective and efficient recognition of money laundering and/or terrorist activity financing as well as conducting its own internal research and obtaining information from other international sources. It operates independently from law enforcement agencies (e.g., the RCMP) even though part of its mandate is to assist in the detection and deterrence of money laundering and the financing of terrorist activity in Canada and around the world.
FINTRAC also has the primary responsibility to ensure reporting entities, such as life insurance agents and brokers, comply with Part 1 of the Act and its requirements. Subsequently, FINTRAC also has the authority to inquire into your business and examine your records to ensure compliance with the Act. Part of FINTRAC's mandate also includes increasing the public's awareness and understanding of money laundering and it will issue periodic reports on the usefulness of information it has received.
2.2 What does FINTRAC do with the information reported
If FINTRAC determines, based on its analysis and assessment, that there are reasonable grounds to suspect that the information reported would be relevant to the investigation or prosecution of a money laundering or terrorist activity financing offence, it will disclose designated information only to the appropriate police force.
If the police force wants more information than what FINTRAC has provided, it must obtain a court order directing the release of further information.
2.3 Who may FINTRAC disclose information to
In addition to the appropriate police force, FINTRAC may also disclose this same designated information to three other government agencies provided key conditions have been met. First, FINTRAC must determine that there are reasonable grounds to suspect that there is designated information that would be relevant to investigating or prosecuting a money laundering or terrorist activity financing offence and second, there is a determination of other criteria. Some of the other government agencies and some examples of the additional criteria that must be met are:
Canada Revenue Agency (CRA) - if FINTRAC also determines that information is relevant to an offence of evading or attempting to evade paying taxes or duties imposed under an Act of Parliament administered by the Minister of National Revenue;
Canadian Security Intelligence Service (CSIS) - if FINTRAC also determines that the information is relevant to threats to the security of Canada within the meaning of the Canadian Security Intelligence Service Act; and
Canada Border Services Agency, if FINTRAC also determines that the information is relevant to determining whether a person is a person described in sections 34 to 42 of the Immigration and Refugee Protection Act (the IMRPA) or is relevant to an offence under any of sections 117 to 119, 126 or 127 of the IMPRA.
FINTRAC may also disclose the designated information to other Financial Intelligence Units (FIU) where an information-sharing agreement is in place called Memorandum of Understanding (MOU).
2.4 Protection of privacy
The Act requires FINTRAC to respect individual privacy and to protect confidential information.
Some of the safeguards intended to protect the privacy of individuals are:
Independence of FINTRAC from law enforcement and other government agencies entitled to receive information;
Significant criminal penalties for unauthorized use or disclosure of personal information obtained by FINTRAC;
That only limited designated information may be disclosed to law enforcement and only once FINTRAC has determined that there are reasonable grounds to suspect that the information would be relevant to the investigation or prosecution of a money laundering offence or a terrorist activity financing offence;
The requirement that certain designated law enforcement and government agencies have to get a Production Order to obtain more than the designated information; and
The fact that FINTRAC is subject to the federal Privacy Act.
2.5 FINTRACs authority under Part 1 of the Act
The Act authorizes FINTRAC to enter, at any reasonable time, any individual's or entity's business premises without a warrant. The only time a warrant may be required is when the individual's or entity's business premises are in a dwelling house. FINTRAC may not enter the dwelling house without the consent of the occupant except under the authority of a warrant issued under the Act.
The owner or person in charge of the business premises (including dwelling-house) and every person found there are required to give the authorized person all reasonable assistance to enable them to carry out their responsibilities. They are also required to furnish them with any information with respect to the Act. A failure to assist a compliance officer (authorized person) in their efforts could, upon conviction, lead to up to five years imprisonment and/or a fine of up to $500,000.
2.6 FINTRAC's approach to compliance monitoring
FINTRAC states that it favours a co-operative approach to monitoring. The emphasis will be on working with life insurance agents and brokers to achieve compliance with the Act and regulations. As a general rule, when compliance issues are identified, FINTRAC will work with the life insurance agents and brokers in a constructive manner to find reasonable solutions. If these efforts are not successful or the breach is particularly egregious, FINTRAC may refer non-compliance cases to the appropriate law enforcement agencies.
3. MANDATORY COMPLIANCE REGIME
All individuals and entities covered under the Act are required to have a compliance regime. The compliance regime is intended to ensure you comply with all your obligations under the Act. Although you may never have to file a report, you will still have to put a compliance regime in place. The compliance regime is statutorily required - it is not an option.
Specifically, a compliance regime must include the following five requirements of a FINTRAC compliance regime:
(i) the appointment of an individual (the compliance officer) who is to be responsible for the implementation of the regime. (A sole practitioner may serve as the compliance officer for his/her own business.) Currently, as of March 2011, the Fralick Financial & Insurance Compliance Officers are;
(ii) the development and application of compliance policies and procedures. These policies and procedures have to be written and kept up to date. If you are an entity, they also have to be approved by a senior officer;
(iii) an assessment and documentation of risks related to money laundering and terrorist activity financing which assesses the risk of a money laundering offence or a terrorist activity financing offence. Where there is a high risk, special measures must be taken for identifying clients, keeping records and monitoring financial transactions in respect of the activities that pose the high risk;
(iv) a review, as often as is necessary, but at least every two years, of those policies and procedures to test their effectiveness, to be conducted by an internal or external auditor, where the person or entity has one, or by the person or entity itself, where it does not have an internal or external auditor; and
(v) if you have employees or agents or any other individuals authorized to act on your behalf, the implementation of an on-going compliance training program is required for them and it has to be in writing and maintained.
Implementation of a compliance regime is a requirement as well as a good business practice for anyone subject to the Act and regulations. A well-designed, applied, and monitored regime will provide a solid foundation for compliance with the legislation. FINTRAC recognizes that not all individuals or entities operate under the same circumstances, hence compliance regimes should be tailored to fit individual and entity needs and should consider the nature, size, and complexity of operations. Although there is this view of "flexibility", your program has to contain all five elements described above.
3.1 Appointment of compliance officer
The appointed compliance officer should have the authority and the resources necessary to discharge his/her responsibility effectively. Depending on the type of business, the compliance officer should report to the Board of Directors or senior management or to the owner or chief operator. You can also appoint yourself if your business is small. The implication is that the compliance officer needs to be a senior person in the business.
To ensure consistent and ongoing attention to the compliance regime, the compliance officer may choose to delegate certain duties to other employees. For example, you may delegate an individual in your office to ensure that compliance procedures are properly implemented at your location or other location, if any. Even though you may wish to delegate some of these duties, the compliance officer remains responsible for the entity's overall compliance regime.
Individuals who are subject to the Act may appoint themselves as "compliance officer" or may choose to appoint another individual to help them implement the compliance regime. You should take care if someone asks you to be their compliance officer and you should also make sure the person you appoint is aware of their potential liabilities.
The Act covers life insurance agents and brokers as a profession - as individuals, as firms or members of firms and as partners in a partnership. This means individual practitioners in a firm or partnership will be responsible to make sure that their reporting obligations are met when it relates to any life insurance transaction they may be involved with. You may choose to have a compliance officer for the firm or partnership as a whole, but you are ultimately responsible for your individual responsibilities so you will want to make sure your obligations are being met.
3.2 Establishing compliance policies and procedures
An effective compliance regime is a commitment by each life insurance agent and advisor to institute policies and procedures to prevent, detect, and address non-compliance with the Act and the regulations. The formality of the policies and procedures will depend on the degree of detail, specificity and formality of the regime, the complexity of the issues and transactions that you are involved in or will be involved in as well as the risk of exposure to money laundering and terrorist activity financing.
The policies and procedures should provide you and/or your personnel with enough information to properly process and complete a transaction. They should also provide a clear definition of roles and responsibilities for identifying reportable transactions, record keeping, record retention, ascertaining identity, exceptions, and completing and filing of reports.
You should consider what is necessary to ensure compliance with these requirements when assessing what specific policies and procedures should be implemented. The scope of policies and procedures will vary depending on the type and size of business you have. The policies and procedures for some may be less formal and simpler than those of others. What is important is that the policies and procedures are communicated, understood, and adhered to by you and all employees and staff.
Foreign subsidiaries and foreign branches in countries that are not members of the Financial Action Task Force must develop and apply policies and procedures regarding identity verification, record keeping and having a compliance program when the laws of the country permit it. Where the laws do not permit it, foreign subsidiaries must keep and retain a record of that fact in accordance with regulations.
3.3 Assessment and documentation of risks
An entity subject to the Act must take a risk-based approach (RBA) to assessing and documenting risks related to money laundering and terrorist activity financing, by considering the following factors:
-the products and services and the delivery channels through which products are offered;
-the geographic locations where we conduct activities and the geographic locations of our clients (independent brokers);
-other relevant factors related to our business; and
-our clients (independent brokers) and the business relationships we have with them
If you consider the risk of a money laundering offence or a terrorist activity financing offence to be high, the risk has to be mitigated by adopting prescribed special measures for identifying clients, keeping records and monitoring such life insurance transactions. The special measures that are required to be taken when the risk is high include the development and application of written policies and procedures for:
(a) taking reasonable measures to keep client identification information up to date;
(b) taking reasonable measures to conduct thorough FINTRAC education and ongoing monitoring for the purpose of detecting transactions that are required to be reported to FINTRAC; and
(c) mitigating the risks identified.
3.4 CONTRACTING Screening New Employees and Advisors
The first level of prevention, detection and addressing non-compliance with PCMLTFA; occurs in Fralick Financial & Insurances new employee and advisor contracting and screening process. In addition to Carrier contracting documents, Fralick Financial & Insurance uses two primary documents to screen new employees and sub-advisors who wish to work/write business through Fralick Financial & Insurance Inc. These are:
CLHIA Standard Form for Contract or Sponsorship PART A and PART B
( See Appendix F )
The CLHIA Standard Form for Contract or Sponsorship PART A and PART B (which all advisors complete and sign when contracting through Fralick Financial & Insurance with any Insurance Carrier) states that the advisor agree to notify and provide updated information to Fralick Financial & Insurance and the Insurance Carriers within 10 business days, should there be any change in the information concerning the advisors ability to legally continue to sell life insurance and/or accident and sickness insurance. This advisor requirement provides Fralick Financial & Insurance with the right to know if any agent/broker becomes and unsuitable risk.
Furthermore, the CLHIA Standard Form for Contract or Sponsorship PART A and PART B states that the Advisor specifically authorizes the Organization to:
*Fralick Financial & Insurance has its own set of compliance guidelines that we expect all advisors to adhere to. Fralick Financial & Insurance also gives special consideration to the rules and guidelines set out by the Financial Transactions and Reports Analysis Centre of Canada (FINTRAC) and the Proceeds of Crime (Money Laundering) and Terrorist Financing Act (PCMLTFA).
Fralick Financial & Insurance also obtains copies of all relevant Agent Life and A&S licensing , E&O and articles of incorporation when verifying Agent identity.
Factors that may cause Fralick Financial & Insurance and/or our Carrier partners NOT to contract with a new Agent/Advisor include but are not limited to:
1. Financial crimes convictions, including but not limited to theft, fraud, misappropriation of client funds, forgery, tax evasion, drug trafficking and money laundering.
Where the applicant was convicted of such a crime within ten years of the date of application and has not received a pardon (unless committed under the Young Offenders Act), the application will be declined.
2. Unresolved Criminal Charges
An application from anyone who is currently charged with any criminal offence should be delayed until such matters are resolved. Decisions on the applicant should rest on the outcome of such proceedings.
3. Disciplinary actions by regulators or insurance councils
An applicant who has been fined or had a license suspended or revoked by any regulatory body or Agent/Brokers council for contravention of provincial or territorial insurance acts and regulations should be investigated to determine whether, based on information available to the company, the applicant can be deemed suitable. Suspension or revocation of a license by a regulatory body or an Agent/Brokers council is significant and care should be taken in considering such applicants. If an applicant has had a license suspended or revoked more than once by any regulatory body or Agent/Brokers council, the application should be declined.
4. Investigations by regulators or insurance councils
An application from anyone who is currently charged or under investigation should be delayed until such matters are resolved. Decisions on the applicant should rest on the outcome of such proceedings.
An application from an applicant with an undischarged bankruptcy should be declined. Where available evidence about a discharged bankruptcy or conditionally discharged bankruptcy indicates unacceptable sales practices while acting as a financial services representative, the applicant should be reviewed carefully and may be declined.
6. Errors and omissions insurance
If the applicant does not carry legally-required liability (E&O) insurance or cannot obtain coverage, the applicant cannot sell insurance in those provinces or territories and the application should be declined.
7. Unacceptable Sales practices
Companies should make inquiries to regulators and to other companies with which the applicant has done business about the applicants sales practices. Where available evidence leads to a reasonable belief that the applicant engaged in unacceptable sales practices, regardless of whether this was reported to regulators or other legal authorities, the application should be declined. In some instances, a single offence is serious enough that it would provide the Carrier with reasonable grounds for believing that the applicant is unsuitable for a contract. In other instances, a pattern of unsuitable actions would be necessary in order for a Carrier to possess reasonable grounds to decline an application. (A pattern of unsuitable behaviour means that the unsuitable behaviour is not an isolated incident and there is reason to believe that the behaviour is part of the Brokers regular method of conducting business).
Unacceptable sales practices include but are not limited to:
Material misrepresentation, omissions or misleading statements to an insurer
Lack of trustworthiness, where a broker contract has been terminated for cause
Commission-sharing with an unlicensed individual
Unnecessary delay in delivering policies or failure to deliver policies
Trafficking in insurance policies, where prohibited
Where possible and deemed necessary, Carriers and/or Fralick Financial may also inquire as to the grounds for any employment or contract terminations and compare the information collected with that provided by the applicant.
Where there is a discrepancy and where available evidence suggests that the termination was related to unacceptable sales practices, the application should be declined.
Where available evidence suggests that poor persistency stems from unacceptable sales practices, such as indiscriminate systematic replacement, or poor needs analysis, the application should be declined.
Brokers who have high debts may have financial difficulties, which may result in them placing more importance on their own financial needs than those of their clients. If available evidence suggests that an applicants debt with any financial services entity is a symptom of unacceptable sales practices, the application should be declined.
10. Refusal to sign consent and authorization for release of information
The consent and authorization provided in the Standard Form for Contract or Sponsorship has been designed to allow insurers to carry out their screening and reporting responsibilities. It meets applicable privacy rules. It is a mandatory and integral part of the application. Applications without signed consents and authorizations should be declined.
11. Broker refusal to acknowledge and sign the Fralick Financial & Insurance Independent Broker Contracting Agreement
In addition to CLHIA G8 guidelines; FFI will not contract with the Broker who refuses to sign the FFI Broker Contracting Agreement.
High risk factors relating to PCMLTFA as per FFI FINTRAC Risk Assessment Grid attached to FFI Broker Contracting Agreement.
3.5 Review of compliance policies and procedures
The Act calls for a mandatory review of the FINTRAC policies and procedures compliance regime. The review allows an entity to monitor the effectiveness of its compliance regime and evaluate the need to modify existing policies and procedures if necessary or implement new ones.
The compliance review should be conducted as often as necessary but must be carried out every two years. Some factors to consider that would prompt a need for a review are changes in the legislation, non-compliance issues, or new services and products being offered beyond life insurance.
The review must be conducted by either an internal or external auditor. If you do not have an internal or external auditor, you can do a "self-review" or have another outside party conduct the review. Whenever possible, the review should be conducted by an individual who is independent of the reporting, record keeping, and compliance monitoring so as to maintain objectivity.
The review is to be conducted by an internal or external auditor, if you have one. The review by an internal or external auditor could include interviews, tests and samplings, such as the following:
Within thirty (30) days after the assessment, the following is required to be reported in writing to a senior officer:
(a) The findings of the review;
(b) Any updates made to the policies and procedures within the reporting period; and
(c) The status of the implementation of the updates to those policies and procedures.
While not specifically required under the Act, it would be good business practice to document the scope and results of the review. Deficiencies and weaknesses that appear should be identified and reported to the senior management. The report should also include a request for a response indicating corrective measures and follow-up actions as well as a time-line for implementing such actions.
until you send the completed report to FINTRAC. In light of3.6 Ongoing compliance training
The success of a compliance regime is highly dependent on adherence. Only when staff is made aware of the requirements and responsibilities will they be able to contribute to the program. On-going training is essential to maintaining a sound compliance regime. All individuals should be generally familiar with the legislation and regulations and should receive training in areas directly affecting their responsibilities. They must also be trained in policies and procedures the entity or individual adopts to ensure compliance with legal obligations.
Periodic training will help ensure adherence to policies and procedures. The method of training may vary greatly depending on your business' size, time requirements, and the complexity of the subject matter.
When assessing training needs, individuals and entities subject to the Act should consider the following elements:
Legislative and regulatory requirements and related liabilities - the training should provide an understanding of the legislative and regulatory requirements as well as the liabilities under the Act and applicable regulations;
Policies and procedures - the training should provide awareness of the internal policies and procedures for deterring and detecting money laundering that are associated with the job. It should also provide a concrete understanding of responsibilities.
Background information on money laundering and terrorist activity financing - any training program should include some background information on money laundering and terrorist activity financing to ensure that money laundering and terrorist activity financing are understood, why criminals choose to launder money, and how the process usually works.
For more information on creating a compliance regime, visit www.fintrac.gc.ca and refer to Guideline 4 Implementation of a Compliance Regime.
4. MANDATORY REPORTING REQUIREMENTS
The Act has three sections that deal with mandatory reporting requirements applicable to the life insurance industry; Suspicious transaction or attempted transaction reporting; Large cash transaction reporting; and Terrorist group and listed person property reporting. Life insurance agents and brokers are covered as a "reporting entity" under the legislation.
5. SUSPICIOUS TRANSACTION OR ATTEMPTED TRANSACTION REPORT (STATR)
The Act requires you to submit a Suspicious Transaction or Attempted Transaction Report (STATR) if you have reasonable grounds to suspect that the transaction or attempted transaction is related to a money laundering or terrorist activity financing offence. The reporting of suspicious activity is carried out by the Compliance Officer via online reporting. Contact your Compliance Officer as soon as you feel there is a Suspicious Transaction or Attempted Transaction about to take place.
The key questions for many are going to be, "What constitutes a suspicious transaction or attempted transaction?" and "What are reasonable grounds?" There is no easy answer to either of these questions. It is expected that through training (which is required under the Act) and with the assistance of this guidance manual, you will develop the judgment necessary to answer these key questions for yourself and thereby fulfill your legal obligations under the Act. If at any time, you are unsure of how to proceed, contact your Compliance Officer for further information.
There is no minimum dollar threshold for reporting suspicious transactions or attempted transactions.
Some important factors to understand concerning your obligation to report a suspicious transaction or attempted transaction under the Act are:
You are required to take reasonable measures to ascertain the identity of the person with whom the suspicious transaction or attempted transaction is being or has been conducted, unless you believe it would inform the person that the transaction or attempted transaction and related information is being or would be reported.
The transaction or attempted transaction has to occur in the course of your activities as a life insurance
broker or agent.
5.1 Identifying suspicious transactions or attempted transactions
When looking at a transaction or attempted transaction with a view towards deciding whether it is suspiciously related to a money laundering or terrorist activity financing offence, remember that behaviour is suspicious, not people.
It is the consideration of many factors which will lead you to conclude that there are reasonable grounds to suspect that the transaction or attempted transaction is related to the commission of a money laundering or terrorist activity financing offence. You must look at the overall picture and consider some of the following factors:
When looking at the context of the transaction and what is normal, think of the following example: Would you consider it normal for a client to buy a whole life policy based on a needs analysis? The answer is probably yes. Would you consider it normal for a whole life policy buyer to be more interested in early redemption features than financial security needs? Probably not.
As you can see the same insurance transaction can be normal in some circumstances but not in others.
What constitutes "reasonable grounds" must be decided in the context of what is reasonable under the circumstances, such as normal business practices and procedures within the client's industry, profession or environment.
5.2 Indicators of suspicious transactions or attempted transactions- general
The following is a sample of some general indicators that might lead a life insurance agent or broker to suspect that a transaction or attempted transaction is related to a money laundering or terrorist activity financing offence. It will not be just one of these factors alone, but a combination of several factors in conjunction with what is normal and reasonable in the circumstances of the transaction or attempted transaction.
_ Client admits to or makes statements about involvement in criminal activities.
_ Client does not want correspondence sent to home address.
_ Client appears to have accounts with several financial institutions in one area for no apparent reason.
_ Client repeatedly uses an address but frequently changes the name involved.
_ Client is accompanied and watched.
_ Client shows uncommon curiosity about internal controls and systems.
_ Client presents confusing details about the transaction.
_ Client makes inquiries that would indicate a desire to avoid reporting.
_ Client is involved in unusual activity for that individual or business.
_ Client insists that a transaction be done quickly.
_ Client seems very conversant with money laundering or terrorist activity financing issues.
_ Client refuses to produce personal identification documents.
5.3 Indicators of suspicious transactions or attempted transactions - industry specific
The following is a sample of some industry specific indicators that might lead you to suspect that a transaction is related to a money laundering or terrorist activity financing offence. It will not be just one of these factors alone, but a combination of several factors in conjunction with what is normal and reasonable in the circumstances of the transaction or attempted transaction.
_ Client proposes to purchase a life insurance product using a cheque drawn on an account other than
his/her personal account.
_ Client requests an insurance product that has no discernible purpose and is reluctant to divulge the reason
for the investment.
_ Client who has other small policies or transactions based on a regular payment structure makes a sudden
request to purchase a substantial policy with a lump payment.
_ Client conducts a transaction that results in a conspicuous increase in investment contributions.
_ Client cancels investment or insurance soon after purchase.
_ Client shows more interest in the cancellation or surrender than in the long-term results of investments.
_ Client attempts to pay in cash, uncommonly wrapped notes, with postal money orders or with similar means of payment.
_ Client is told cash is not accepted, and then immediately stops the transaction.
_ The duration of the life insurance contract is less than three years.
_ The first (or single) premium is paid from a bank account outside the country.
_ Client accepts very unfavourable conditions unrelated to his/her health or age.
_ For further examples (See Appendix H ) for Descriptive Scenarios of Suspicious Life Insurance Transactions or Attempted Transactions.
5.4 Reporting timelines for STATR
You have thirty (30) days, from the date on which you have reasonable grounds to suspect that the transaction or attempted transaction is related to a money laundering or terrorist activity financing offence to file your report. If suspicion occurs at the time of the transaction or attempted transaction, the 30-day reporting timeline begins at that time. If the suspicion occurs after the transaction or attempted transaction or after multiple transactions or attempted transactions, the 30-day reporting timeline begins at that later time. You are not permitted to tell the client that you have made a report.
FINTRAC will send you an acknowledgement message when your report has been received electronically. This will include the date and time your report was received and a FINTRAC-generated identification number. If your report contains incomplete information, FINTRAC may contact you by phone, or you can file an updated report using the identification number assigned to the original report.
This process must be completed within the 30-day time period, your obligation to report is not considered fulfilled unless the report is complete.
5.5 Liability in relation to reporting STATR to FINTRAC
The Act states that no criminal or civil proceedings lie against a person or an entity for making a report in good faith. In other words, you cannot be sued for disclosing information to FINTRAC as long as the report has been made in good faith. Failure to file STATRs carry a maximum $2 million fine and five years imprisonment.
5.6 Prohibited disclosure to clients
No person or entity shall disclose that they have made a report or disclose the contents of such a report, with the intent to prejudice a criminal investigation, whether or not a criminal investigation has begun. Basically, you are prohibited by law to tell the client that you have filed a report under this Act. The clause 'with the intent to prejudice a criminal investigation' may be a defence in case of accidental disclosure.
For more information on reporting suspicious transactions or attempted transactions, visit www.fintrac.gc.ca and refer to Guideline 2 Suspicious Transactions and Guideline 3 Submitting Suspicious Transaction Reports to FINTRAC.
5.7 Copy of STATR
Every person or entity who submits a STATR to FINTRAC, must keep a copy of the report.
6. LARGE CASH TRANSACTION REPORT (LCTR)
Given the no cash policy of Fralick Financial the large cash transaction reporting does not apply.
You have to send a Large Cash Transaction Report (LCTR) to FINTRAC in either of the following situations:
You receive an amount of $10,000 or more in cash in the course of a single transaction; or
You receive two or more cash amounts of less than $10,000 that total $10,000 or more from the same individual or on behalf of the same individual or entity. In this case, you have to make a LCTR if you know the transactions were made within 24 consecutive hours of each other by or on behalf of the same individual or entity.
TERRRORIST GROUP OR LISTED PERSON PROPERTY REPORT
7.1 Definition of property regarding terrorist group and listed person
FINTRAC defines 'property' as any type of real or personal property. This includes, but is not limited to, any deed or instrument giving title or right to property, or any deed or instrument giving a right to money or goods. For example, cash, bank accounts, insurance policies, money orders, real estate, securities (including mutual funds), and traveller's cheques. This can also include business assets such as a plant, property, and equipment.
According to FINTRAC, a terrorist or a terrorist group can include an individual, a group, a trust, a partnership or a fund, an unincorporated association or an organization that facilitates or carries out any terrorist activity as one of their purposes or activities and will also include anyone on the list published in Regulations issued under the Criminal Code. Under the Criminal Code, 'terrorist group' has a similar meaning to FINTRAC and includes a listed entity.
The Criminal Code defines 'listed entity' as including a person, group, trust, partnership or fund or an unincorporated association or organization that has been placed on a list by the Governor in Council. This is done on the recommendation of the Minister, where the Governor in Council is satisfied that there are reasonable grounds to believe that the entity has knowingly carried out, attempted to carry out, participated in or facilitated a terrorist activity; or the entity is knowingly acting on behalf of, at the direction of or in association with a listed entity. The term 'listed person' is defined under the Regulations Implementing the United Nations Resolution on the Suppression of Terrorism to be a person whose name appears on the list that the Committee of the Security Council of the United Nations established and has a similar meaning to the definition in the Criminal Code.
7.2 Reporting under the Act
Every life insurance agent and broker is subject to the Act and the reporting of terrorist property.
As a "reporting entity", you have a legal obligation to send a terrorist property report to FINTRAC if you have property in your possession or control that you know is owned or controlled by or on behalf of a terrorist group or listed person. This includes information about any transaction or attempted transaction relating to that property. All Terrorist Group and Listed Person Property Reports must be sent by paper as they cannot be sent electronically.
For more information on reporting a terrorist group and listed person property, visit www.fintrac.gc.ca and refer to Guidelines 5 Submitting Terrorist Property Reports to FINTRAC.
7.3 Reporting under the Criminal Code of Canada
In addition to making a Terrorist Group or Listed Person Property Report to FINTRAC under the Act, the Criminal Code also has reporting requirements for terrorist property. These Criminal Code requirements apply to every person in Canada and any Canadian outside of Canada. It does not matter whether you are a reporting entity under the Act or not and you do not have to be involved in any life insurance transactions before you are subject to the Criminal Code requirements.
The Criminal Code requires you to disclose to the RCMP and CSIS the existence of property in your possession or control that you know is owned or controlled by or on behalf of a terrorist group or listed person. This includes information about any transaction or attempted transaction relating to that property. Information is to be provided to the RCMP and CSIS, immediately, at:
_ RCMP - Financial Intelligence Task Force unclassified fax: (613) 993-9474.
_ CSIS Financing Unit, unclassified fax: (613) 231-0266.
If you have property in your possession or control that you know is owned or controlled by or on behalf of a terrorist group or listed person, including information about any transaction or attempted transaction relating to that property, you may not complete or be involved in the transaction or attempted transaction. It is an offence under the Criminal Code to deal with any property if you know that it is owned or controlled by or on behalf of a terrorist group or listed person. It is also an offence to be involved in any transaction in respect of such property. In such circumstances, you are to remove yourself from any involvement.
The Criminal Code has a 10-year maximum jail term for failure to report terrorist property to the RCMP and CSIS.
7.4 Reporting scenarios (important to know!)
There are four scenarios that can arise and your course of action depends on which set of circumstances is present. In all cases, if you have been involved in a life insurance transaction you may have a reporting obligation to FINTRAC and under the Criminal Code. If you have not been involved in a life insurance transaction, then your only potential reporting obligation will be under the Criminal Code.
Scenario 1 - If you do not know that the property in your possession or control is terrorist property and you do not suspect that it is, there is no obligation to report to FINTRAC under the Act or under the Criminal Code.
Scenario 2 - If you do not know that the property in your possession or control is terrorist property but you suspect that it is, there is no obligation to file a Terrorist Group or Listed Person Property Report to FINTRAC under the Act or disclose it to the RCMP and CSIS under the Criminal Code. In this circumstance you will have to file a Suspicious Transaction or Attempted Transaction Report regarding such property.
Scenario 3 - If you have property in your possession or control that you know is owned or controlled by or on behalf of a terrorist group or listed person, including information about any transaction or proposed transaction relating to that property, AND you have been involved in a life insurance transaction, you must file a Terrorist Group or Listed Person Property Report to FINTRAC and disclose it to the RCMP and CSIS under the Criminal Code.
Scenario 4 - If you have property in your possession or control that you know is owned or controlled by or on behalf of a terrorist group or listed person, including information about any transaction or proposed transaction relating to that property, BUT you have not been involved in a life insurance transaction, you must disclose it to the RCMP and CSIS under the Criminal Code.
8. MAKING REPORTS TO FINTRAC
8.1 Electronic reporting
You must submit all reports electronically, if you have the technical capabilities to do so, except for the Terrorist Group or Listed Person Property Reports which can only be paper filed at this time.
Electronic reporting must be done by logging on to FINTRAC's secure web site (F2R). All reporting entities must register for and utilize F2R if they have the technical capability. Generally technical capability means a computer and Internet access. This can be done via FINTRACs website at www.fintrac.gc.ca.
8.2 Report acknowledgement and correction requests
FINTRAC will send you an acknowledgement message when your report has been received electronically. This will include the date and time your report was received and a FINTRAC-generated identification number. Keep this information for your records.
If your report contains incomplete information, FINTRAC may notify you. The notification will indicate the date and time your report was received, a FINTRAC-generated identification number, along with information on what must be completed.
Any additional or incomplete information must be sent to FINTRAC within 30 days of the time the suspicion was first detected. Your obligation to report will not be fulfilled this 30-day requirement, you should ensure that your policies and procedures call for the reports to be made as quickly as possible to leave you enough time to respond to any correction requests.
8.3 Paper reporting
Under the Act, you are required to report electronically to FINTRAC if you have the capability. If you do not have the technical capability to report electronically or you have to file a Terrorist Group and Listed Person Property Report, you must submit paper reports to FINTRAC. The following forms can be accessed from FINTRAC's website and printed at your office or local library, or other public place with Internet access or call 1-866-346-8722 for a copy to be faxed or mailed to you.
_ Suspicious Transaction or Attempted Transaction Report (FINTRAC may refer to this report as a Suspicious Transaction Report)
_ Large Cash Transaction Report
_ Terrorist Group or Listed Person Property Report (FINTRAC may refer to this report as a Terrorist Property Report)
To ensure that the information provided is legible and to facilitate data entry, it would be preferable if paper reports were completed using word-processing equipment or a typewriter. If reports must be completed by hand, the use of black ink, and CAPITAL LETTERS is recommended.
There are two ways to send a paper report to FINTRAC:
_ fax: 1-866-226-2346; or
_ registered mail to the following address:
Financial Transactions and Reports Analysis Centre of Canada, Section A,
234 Laurier Avenue West, 24th Floor, Ottawa, ON K1P 1H7
FINTRAC will not send you any acknowledgement when a paper report has been received.
8.4 Information to be contained in reports
The information to be contained in reports depends on the type of report being filed. There are several parts that must be completed on both the Suspicious Transaction or Attempted Transaction Report form and the Large Cash Transaction Report form, but some parts are only to be completed if applicable. Any fields marked with an asterisk (*) must be completed. All other fields require you to make a reasonable effort to get the information. The information that is required to be provided includes:
_ Information about the reporting entity (you).
_ Information about the transaction or attempted transaction and its disposition.
_ Information about the individual conducting a transaction or attempting to conduct a transaction and/or the individual on whose behalf the transaction is being conducted or attempted to be conducted.
_ Information explaining your reasons for suspicion and if you have taken action.
With Suspicious Transaction or Attempted Transaction Reports, you should use field G to record the details of the transaction or attempted transaction and why you felt it was suspicious.
9. REQUIRED WRITTEN RECORDS
Pursuant to the regulations under the Act, as a reporting entity, i.e., a life insurance agent or broker, you are required to keep certain records, namely large cash transaction and client information records. Other records that you may be required to keep, depending on the situation, may include records related to beneficial ownership, not-for-profit organizations, third party determinations, and politically exposed foreign persons.
9.1 Client information record
If your client pays you $10,000 or more for an annuity or a life insurance policy, over the duration of the annuity or policy, you have to keep a client information record. This has to be kept no matter how the client paid for the annuity or policy, whether or not it was in cash.
**For an individual - You must ascertain and record your client's (1) name, (2) address, (3) date of birth and (4) the nature of the client's principal business or occupation. In the case of a group life insurance policy or a group annuity, the client information record is about the applicant for the policy or annuity. Client identity must be verified. While client identity for a large cash transaction record must be at the time of the transaction, client identity for a client information record, must be done within thirty (30) days of creating the record. This is true whether the transaction is conducted on the client's own behalf, or on behalf of a third party.
Unless otherwise specified, only original documents that are valid and have not expired may be referred to for the purpose of ascertaining identity. The identity is to be ascertained by reference to the individual's:
_ birth certificate;
_ driver's licence;
_ provincial health insurance card (where allowed). You cannot refer to an individual's provincial health
card from Ontario, Manitoba or Prince Edward Island since health cards cannot be used for this purpose in these
provinces. As another example, in Quebec, you cannot request to see a client's health card, but you may accept it
if the client wants to use it for identification purposes.
_ passport; or
_ any similar record other than the individual's social insurance number.
If you are required to ascertain the identity of an individual purchasing an annuity or life insurance policy, the client information record has to contain the individuals date of birth along with the following information:
_ if you used a document used to confirm the individual's identity, the type of identification document used, its reference number and its place of issue;
_ if you used a cleared cheque to confirm the individual's identity, the name of the financial entity and the account number of the account on which the cheque was drawn;
_ if you confirmed the individual's identity by confirming that the individual holds an account with a financial entity, the name of the financial entity, the account number and the date of confirmation;
_ if you use an identification product to confirm the individual's identity, the name of the identification product, the name of the entity offering the product, the search reference number, and the date the product was used to ascertain the individuals identity;
_ if you are consulting a credit file kept by an entity in respect of the individual to ascertain the individual's identity, the name of the entity and the date of the consultation;
_ if you use an attestation signed by a commissioner of oaths in Canada or a guarantor in Canada to ascertain the individuals identity, the attestation;
See Section 9.5, Third party determination record (below).
For a corporation -You must ascertain the existence, name and address of the corporation, and the names of its directors. This can be done by reference to:
_ certificate of corporate status;
_ a record that it is required to file annually under the applicable provincial securities legislation; or
_ any other record that ascertains its existence as a corporation.
Such a record may be in paper form or in an electronic version that is obtained from a source accessible to the public. If paper, the individual or entity ascertaining the corporate identity must retain the record or a copy of it. If electronic, a record must be kept setting out the corporation's registration number, the type of record referred to and the source of the electronic version of the record. If the corporation is a securities dealer, you do not have to ascertain the names of the corporation's directors.
See Section 9.3, Beneficial owners record, Section 9.4, Not-for-profit organization record, and Section 9.5, Third party determination record (below).
For a non-corporate entity - You must confirm its existence by reference to a partnership agreement, articles of association, or other similar documentation. You must keep a record of the type and source of records consulted or a paper copy of that record.
See Section 9.3, Beneficial owners record, Section 9.4, Not-for-profit organization record, and Section 9.5, Third party determination record (below).
In a non-face-to-face situation, you (or the insurer) have two options for ascertaining identity:
The client identity can be ascertained by:
_ obtaining the individual's name, address and date of birth; and
_ confirming that one of the following entities below, has identified the individual by referring to the
individual's birth certificate; driver's licence; provincial health insurance card (where allowed);
passport; or any similar record other than the individual's social insurance number:
(a) an entity affiliated with you;
(b) an entity affiliated with you that carries on activities outside Canada that are similar to you; or
(c) an entity that is a member of the same association - being a central cooperative credit society within the meaning of section 2 of the Cooperative Credit Association Act; and
_ verifying that the individual's name, address and date of birth corresponds with the information provided by the affiliated entity or the entity that is a member of the same association.
(An entity is affiliated with you if you wholly-own it or it wholly-owns you, or you are both wholly-owned by the same entity.)
The client identity can be ascertained by using any of the following combination of methods as long as the individual's information obtained by the two methods is consistent with each other and is consistent with your records:
_ method 1 and 3;
_ method 1 and 4;
_ method 1 and 5;
_ method 2 and 3;
_ method 2 and 4;
_ method 2 and 5;
_ method 3 and 4; or
_ method 3 and 5.
The five different methods are the following:
1) IDENTIFICATION PRODUCT METHOD - Refer to an independent and reliable identification product that is based on personal information in respect of the individual and a Canadian credit history of the individual of at least six months duration.
2) CREDIT FILE METHOD - Confirm, after obtaining authorization from the individual, their name, address and date of birth by referring to a credit file in respect of that individual in Canada that has been in existence for at least six months.
3) ATTESTATION METHOD - Obtain an attestation from a commissioner of oaths in Canada, or a guarantor in Canada, that they have seen the individual's birth certificate, driver's licence, provincial health insurance card (if not prohibited by the applicable provincial law) passport or other similar document. The attestation must be produced on a legible photocopy of the document (if such use of the document is not prohibited by the applicable provincial law) and must include (a) the name, profession and address of the person providing the attestation; (b) the signature of the person providing the attestation; and (c) the type and number of the identifying document provided by the individual.
4) CLEARED CHEQUE METHOD - Confirming that a cheque drawn by the individual on a deposit account of a financial entity, other than an account that is an exception to ascertaining identity, has been cleared.
5) CONFIRMATION OF DEPOSIT ACCOUNT METHOD - Confirm that the individual has a deposit account with a financial entity, other than an account that is an exception to ascertaining identity.
Exceptions to record-keeping and ascertaining client identity - there are several exceptions that are specifically set out under section 62 of the Proceeds of Crime (Money Laundering) and Terrorist Financing Regulations.
For instance, you do not have to keep a client information record for a policy that is an exempt policy (i.e., a policy issued mainly for insurance protection and not investment purposes as defined in subsection 306(1) of the Income Tax Regulations). Likewise, you do not have to keep a client information record for a group life insurance policy that does not provide for a cash surrender value or a savings component. For a group plan account, a life insurance company, broker or agent is not required to ascertain the identity of any individual member or determine whether they are a politically exposed foreign person, if the member's contributions are made by the sponsor of the plan or by payroll deductions and the existence of the plan sponsor has been confirmed.
9.2 Beneficial owners record
If your client is a corporation, you must, at the time the existence of the corporation is confirmed, take reasonable measures to obtain and, if obtained, keep a record of the name and occupation of all directors of the corporation and the name, address and occupation of all persons who own or control, directly or indirectly, 25 per cent or more of the shares of the corporation.
If your client is not a corporation, you must, at the time the existence of the non-corporation entity is confirmed, take reasonable measures to obtain and, if obtained, keep a record of the name, address and occupation of all persons who own or control, directly or indirectly, 25 per cent or more of the non-corporation entity.
Where you are not able to obtain the information, you shall keep a record that indicates the reason why the information could not be obtained.
9.3 Not-for-profit organization record
Where your client is a not-for-profit organization, you shall keep a record that sets out, whether that entity is (a) a charity registered with the Canada Revenue Agency under the Income Tax Act; or (b) an organization, other than one referred to in paragraph (a), above, that solicits charitable financial donations from the public.
9.4 Third party determination record
If you are required to obtain a third party disclosure statement, that statement must include:
_ Where the third party is an individual, the third party's name, address, date of birth and the nature of the principal business or occupation of the third party.
_ Where the third party is an entity other than an individual, the third party's name, address, and the nature of the principal business of the third party.
_ Where the person or entity is acting on behalf of a third party, the nature of the relationship between the third party and the individual who signs the statement.
_ Where the person or entity is not able to determine if the individual is acting on behalf of a third party but there are reasonable grounds to suspect that the individual is acting on behalf of a third party, a signed statement from the individual stating that they are not acting on behalf of a third party.
9.5 Politically exposed foreign person record
You must take reasonable measures to determine if a person who makes a lump-sum payment of $100,000 or more in respect of an immediate or deferred annuity or life insurance policy on their own behalf or on behalf of a third party is a politically exposed foreign person (PEFP).
A 'politically exposed foreign person' is a person who holds or has held one of the following offices or positions in or on behalf of a foreign state: (a) head of state or head of government; (b) member of the executive council of government or member of a legislature; (c) deputy minister or equivalent rank; (d) ambassador or attach or counsellor of an ambassador; (e) military officer with a rank of general or above; (f) president of a state-owned company or a state-owned bank; (g) head of a government agency; (h) judge; (i) leader or president of a political party represented in a legislature; or(j) holder of any prescribed office or position. It includes any prescribed family member of such a person.
For the purpose of the definition of a PEFP, the prescribed family members of a politically exposed foreign person are (a) the persons spouse or common-law partner; (b) a child of the person; (c) the persons mother or father; (d) the mother or father of the persons spouse or common-law partner; and (e) a child of the persons mother or father.
Where it has been determined that a person is a PEFP, you must take reasonable measures to establish the source of the funds that have been used for the transaction in question, the transaction must be reviewed by a member of senior management, and the review must be completed within 14 days after the day on which the transaction occurred.
Every life insurance broker or agent, unless dealing in reinsurance, shall keep a record of the following information when a PEFP transaction is reviewed: (a) the office or position in respect of which the person initiating the transaction is determined to be a politically exposed foreign person; (b) the source, if known, of the funds that are used for the transaction; (c) the date of the determination that the person is a politically exposed foreign person; (d) the name of the member of senior management who reviewed the transaction; and (e) the date the transaction was reviewed
9.6 Record retention requirements
The requirements for record retention states that the records may be kept in machine-readable form provided a paper copy can be readily produced from it; or in electronic form, again provided a paper copy can be produced from it and there is an electronic signature of the individual who must sign the record.
These records shall be kept for a period of five (5) years from the day they were created and in some cases from the date of the last transaction conducted.
The records you are required to keep shall be retained in such a way that they can be provided to FINTRAC (or a FINTRAC authorized person) within 30 days after a request is made to examine them.
10. OFFENCES, PENALTIES, DUE DILIGENCE, and LIABILITY
The Act contains a number of different penalties for different offences. Failure to comply with the different requirements under the Act can lead to criminal charges against the reporting entity as well as any individual subject to the Act (this includes employees and staff of reporting entities).
The Act states that in prosecuting an offence for failure to file an STATR, LCTR, or Terrorist Group and Listed Person Property Report, it is sufficient proof of the offence to establish that an employee or agent of the accused committed it, whether or not the employee or agent is identified or has been prosecuted for the offence.
10.1 Penalties for non-compliance
The breaches for non-compliance and their respective maximum penalties are:
_ Failure to file a Suspicious Transaction or Attempted Transaction Report (STATR) - up to 5 years in jail and/or a fine of $2,000,000 (s.75 of the Act);
_ Failure to file a Large Cash Transaction Report (LCTR) - $500,000 for first offence and $1,000,000 for each subsequent offence (s.77 of the Act);
_ Failure to file a Terrorist Group or Listed Person Property Report - up to 5 years in jail and/or a fine of up to $2,000,000 (s.75 of the Act);
_ Failure to maintain a record of a large cash transaction - $500,000 for first offence and $1,000,000 for each subsequent offence (s.77 of the Act);
_ Failure to retain required records - up to 5 years in jail and/or fine of $500,000 (s.74 of the Act);
_ Failure to implement a compliance regime - up to 5 years in jail and/or a fine of $500,000 (s.74 of the Act);
_ Disclosing the fact that an STATR has been made with the intent to prejudice a criminal investigation - up to 2 years in jail (s.76 of the Act); and
_ Failure to assist in a compliance review - up to 5 years in jail and/or fine of $500,000 (s.74 of the Act).
Generally, these fines are not covered by errors and omissions insurance unless coverage is specifically mentioned.
Effective December 30, 2008, administrative monetary penalties may be applicable under the Proceeds of Crime (Money Laundering) and Terrorist Financing Administrative Monetary Penalties Regulations (the AMPR), such as:
_ Failure to implement any of the five elements of the compliance regime - a fine of up to $100,000 for each one.
The AMPR specifies a range of penalties for each of the three types of violations. The three types of violations are minor, serious and very serious. The penalty can be up to $500,000 in the case of a very serious violation.
For more information on administrative monetary penalties, visit www.fintrac.gc.ca and refer to Guideline 4 Implementation of a Compliance Regime.
10.2 Due diligence and other defences
There are several defences and protections contained in the Act.
_ No person shall be found guilty of not reporting a suspicious transaction or attempted transaction, a large cash transaction or terrorist group or listed person property if they can show that they exercised due diligence to prevent its commission. According to case law, to establish due diligence a person must show that he/she acted under an honest belief in a state of facts which, if they had been as he/she believed them to be, would have rendered his/her involvement innocent, or if he/she took all reasonable steps to avoid the particular event. This makes the due diligence defence a legal requirement rather than a professional standard. As such, there is a very high onus to establish that you used due diligence to prevent the commission of the breach. At a minimum, part of establishing due diligence will include reviewing whether the required compliance regime was put in place and whether the employees and/or staff have been trained on an ongoing basis to ensure their awareness of their requirements under the Act and the entity's policies and procedures for making such reports.
_ No criminal or civil proceedings lie against a person or an entity for making a report in good faith. The key here is that the report(s) had to be made in good faith. This is one of the reasons why you must list your reason for making the report (i.e., what made you suspicious).
10.3 Vicarious liability of officers/directors
If any person or entity covered under the Act commits an offence, any officer, director, or agent of the person or entity who directed, authorized, assented to, acquiesced in, or participated in its commission is a party to and guilty of the same offence. They will also be subject to the same punishment if convicted, regardless of whether or not the person or entity itself has been prosecuted or convicted. In simple terms, it means you can be found guilty of an offence under the Act even though your corporate entity or the corporation you work for has not been found guilty.
This ensures that responsibility and accountability for compliance rests with senior management. This significantly extends the law on who may be a party to a criminal offence. It is also not a very high burden when you consider that in prosecuting a failure to report, it is sufficient proof of the offence to establish that an employee or agent of the accused committed the offence, whether or not the employee or agent is identified or prosecuted.
FINTRAC WEBSITE: http://www.fintrac.gc.ca/
TERRORIST AND TERRORIST ENTITY UPDATES:
COUNTRIES AND COMPLIANCE:
For the purpose of the Personal Information Protection and Electronic Documents Act 2000 (Bill C – 6), Fralick Financial & Insurance Inc. is our data handler.
1. Information Collection of Our Website
Operation of this site may require collection and processing of the following data:
1.1 Visit details to our site or any resources used on our site are not limited to just location and traffic data, weblogs or other communication information.
1.2 Information given to us when you contact us for any reason.
1.3 Data offered by filled out forms on our site, like a request for additional information, an on-line application or an on-line purchase.
2. Website Use - Cookies
We may have the occasion to collect information in regards to your computer for our services. The information is gained in a statistical manner for our use or our advertisers’ and/or suppliers’ use on our site.
Data gathered will not identify you personally. It is strictly aggregate statistical data about our visitors and how they used our resources on the site. No identifying personal information will be shared at any time via cookies.
Close to the above, data gathering can be about general online use through a cookie file. When used, cookies are automatically placed in your hard drive where information transferred to your computer can be found. These cookies are designed to help us correct and improve our site’s services or products for you.
You may elect to decline all cookies via your computer. Every computer has the ability to decline file downloads like cookies. Your browser has an option to enable the declining of cookies. If you do decline cookie downloads you may be limited to certain areas of our site, as there are parts of our site that require cookies.
Any of our advertisers and/or suppliers may also have a use for cookies. We are not responsible, nor do we have control of the cookies downloaded from advertisements or third party websites. They are downloaded only if you click on the advertisement or link to a third party website.
3. Your Information and how it is used
Primarily, we collect and store data about you to help us provide better service and products to you. The following are purposes we may use your information:
3.1 At anytime you request information from us via a paper form/application or other electronic transmission we may use your information to fulfill that request relating to our services and products. We may also communicate with you on other products or services for which you may find of interest, only when consent has been provided.
3.2 Contracts we make with you create a commitment, which may require contact or use of your information.
3.3 We have the right to notify you of changes to our policies, website, or any of our products or services that could affect our service to you.
3.4 Information on products or services similar to those of an existing consumer purchase may be communicated to you. The information sent to you in a communication will be similar to the subject of a recent sale.
3.5 We may also use your information or allow a third party use of this data, to offer you information about related products or services you may be interested in. We or third parties can only communicate if you have consented to such communication and data use.
3.6 New consumers will be contacted by email, regular mail, or though our website or by third parties in accordance to the law.
3.7 An opportunity for declining your consent will always be provided though all correspondence. Use this opportunity to withhold your details from us or third parties, regarding data we may collect.
3.8 Be aware we do not reveal identifiable information about you to our advertisers, though we may at times share statistical visitor information through our website with our suppliers and/or advertisers.
4. Storage of Personal Data
4.2 Information submitted by you is typically stored in locked & restricted areas, in premises that are alarmed (after hours), and on secure servers we provide and on those of our suppliers/insurers. Any payment or transaction details made via the internet will be encrypted for full safety measures.
4.3 As you know, transmission of data on the internet is never guaranteed regarding safety. It is impossible to guarantee your safety with electronic data and transmission. You are therefore at your own risk if you elect to transmit any data. When offered, you may create a password, but you are responsible for keeping it confidential.
4.4 Inactive files and information on inactive clients are held a minimum of 7 years and then this information is destroyed.
5. Information Sharing
5.1 If necessary, we may share personal information to our group members including such entities as subsidiaries, holding companies and their subsidiaries, and contracted parties such life insurance companies and financial institutions. Information is shared only when applicable.
5.2 Third party disclosure may be necessary in regards to personal information in the following situations:
5.2.1 A sale of our business or its assets, in full or part, to a third party may require personal data sharing.
5.2.2 Legally, we may be asked to share and disclose data details.
5.2.3 To assist in reducing credit risk and fraud protection.
6. Third Party Links
7. Accessing Information
The Personal Information Protection and Electronic Documents Act 2000 (Bill C – 6) provides you with the right to access the information that we collect about you. Please note any demand for access of your information may be subject to a fee which covers our costs in providing you with the data requested. The contact information below needs to be used to request access about details we collect and store on you.
8. Contacting Us